GLOBAL PRIVACY POLICY

Effective Date: August 10, 2026

Firm Name: Virtual Accountants & Consultants (“Firm”, “We”, “Us”, “Our”)

Website: https://vacsolutions.com

1. Global Introduction & Scope

Virtual Accountants & Consultants is committed to protecting the privacy, confidentiality, and security of personal and financial information entrusted to us by our prospects, clients, real estate brokers, agencies, and business partners worldwide. This Privacy Policy governs data collection, processing, storage, and cross-border transfers across all international markets we serve, including Canada (and the Province of Quebec), the United States, the United Kingdom, Australia, and all global client jurisdictions.

2. Worldwide Regulatory Compliance Framework

We maintain compliance with all applicable regional, national, and international data privacy laws governing our global client base:

● Canada & Quebec: Complies with the Personal Information Protection and Electronic Documents Act (PIPEDA), Quebec’s Act respecting the protection of personal information in the private sector (Law 25 / Bill 64), and Canada’s Anti-Spam Legislation (CASL).

● United States: Complies with federal data privacy standards, state-level privacy acts (including the California Consumer Privacy Act – CCPA / CPRA), and applicable federal/state tax confidentiality regulations.

● United Kingdom & European Union: Complies with the UK Data Protection Act 2018, UK GDPR, and EU General Data Protection Regulation (EU GDPR).

● Australia: Complies with the Australian Privacy Act 1988 and the Australian Privacy Principles (APPs).

● Global Standard: For clients in all other international territories, we enforce the highest global data protection standard to safeguard personal and commercial data against unauthorized access, disclosure, or misuse.

3. Information We Collect

We collect personal, corporate, and financial information necessary to perform initial diagnostic evaluations, execute service agreements, manage tax compliance, and process retainers:

● Personal & Corporate Identity: Full legal name, business entity name, corporate registration numbers (e.g., NEQ in Quebec, EIN/SSN in the US, CRN in the UK, ABN/ACN in Australia), professional permit numbers (such as OACIQ licenses for Quebec brokers), and executive titles.

● Contact Details: Business email addresses, physical/virtual office locations, telephone/WhatsApp numbers, and primary communication preferences.

● Financial & Operational Data: General ledgers, trial balances, bank statements, credit card feeds, vendor invoices, sales registers, accounts payable/receivable records, payroll source deduction files, and tax compliance numbers (GST/HST/TPS, QST/TVQ, US Sales Tax IDs, UK VAT numbers, Australian BAS/GST IDs).

● Software Credentials: Read-only bank access feeds, cloud accounting platform credentials (QuickBooks Online, Xero, Wave, Sage), and portal logins.

● Payment Metadata: Tokenized billing metadata and transaction logs processed through PCI-DSS compliant third-party gateways (Wise, Rizon, Worldpay, Stripe, EasyStaff).

4. How We Use Your Information

Your data is used strictly for legitimate professional accounting, financial, and administrative operations:

● Conducting financial health checks and issuing customized service proposals.

● Delivering remote bookkeeping, multi-currency bank reconciliations, accounts payable (AP via Bill.com/Wise), accounts receivable (AR), cash flow forecasting, LBO modeling, and Fractional CFO advisory services.

● Preparing and submitting statutory tax compliance returns to government authorities (Revenu Québec, CRA, IRS, HMRC, ATO) strictly as authorized.

● Processing recurring monthly retainers and managing client billing.

● Maintaining audit-ready financial records and satisfying legal or professional retention requirements.

5. Cross-Border Operations & International Data Transfers

Virtual Accountants & Consultants operates a global virtual delivery model. Primary data controllership and legal agreements are established under Canadian/Quebec jurisdiction (or the client’s local operating region), while core operational processing, bookkeeping execution, and back-office reconciliations are conducted by our secure delivery center in Pakistan.

● Standard Contractual Clauses & Safeguards: All international transfers between our global client accounts and our Pakistan hub are protected via enterprise-grade encryption (TLS 1.3, AES-256), Multi-Factor Authentication (MFA), role-based permissions, and individual employee NDAs.

● No Commercial Data Transfer: Cross-border data is never sold, leased, rented, or shared with commercial data brokers.

6. Third-Party Service Providers

We share data strictly with vetted, enterprise-grade third-party software required to fulfill our engagements:

● Cloud Accounting Suites: QuickBooks Online, Xero, Wave, Sage.

● Payment Gateways: Wise Business, Rizon, Worldpay, Stripe, EasyStaff.

● Communication & Storage Platforms: Google Workspace, Microsoft 365, Zoom, Calendly/TidyCal.

● Government Tax Portals: Revenu Québec, Canada Revenue Agency (CRA), IRS, HMRC, ATO (strictly for authorized compliance filings).

7. Data Security & Retention Period

We enforce multi-layered technical and administrative protocols (2FA, role-based access, tokenization) to protect against unauthorized access or loss. Financial records are retained for the duration of active service engagements and preserved for statutory tax retention periods (typically 6 to 7 years depending on local CRA, IRS, HMRC, or ATO regulations).

8. Your Rights & Global Contact

Regardless of your location, you have the right to request access to, correction of, or deletion of your personal data, subject to statutory tax record retention laws. To exercise these rights, contact our Privacy Officer at privacy@vacsolutions.co.