Prairie Ledger Services Privacy Policy

1. Introduction

Prairie Ledger Services ("PLS," "we," "us," or "our") is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services, including bookkeeping, payroll, Launchpad branding/website services, and AI tools (e.g., Pattie the Pronghorn chatbot).

This policy complies with:

• Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA).
• Alberta’s Personal Information Protection Act (PIPA).

By using our services, you consent to the practices described in this policy.

2. Privacy Officer Contact

For privacy-related inquiries, access requests, or complaints, contact:

• Privacy Officer: William Delday
• Email: williamdelday@prairieledgerservices.cloud
• Phone: 403-363-8862
• Address: 1411 - 303 57th Ave SW, Calgary, AB T2H 2X3

3. Personal Information We Collect

We collect the following information based on your interactions with PLS:

A. Service-Specific Data

B. How We Collect It

• Directly from you: Via forms, contracts, emails, or AI interactions.
• Automatically: Through cookies and website analytics.
• From clients (for payroll): Employee data provided by employers.

4. Purposes for Collection, Use, and Disclosure

We use your information only for:

• Providing contracted services (e.g., payroll processing, bookkeeping).
• Website optimization and customer support.
• Compliance with legal obligations (e.g., tax filings).
• AI tool operation and improvement (with de-identified data where possible).

We do not sell your data.

5. Consent

• Express Consent: Required for high-sensitivity data (e.g., SINs, bank details) via signed agreements or checkboxes.
• Implied Consent: Applies to low-sensitivity data (e.g., website cookies).
• Withdrawal: Contact our Privacy Officer to withdraw consent (may affect service delivery).

6. Third-Party Disclosures

We may share data with:

• Service Providers: Cloud hosting (e.g., Google Workspace), payroll software (e.g., Zoho), AI platforms (e.g., Jotform). See Appendix for details.
• Legal Authorities: When required by law (e.g., CRA audits).
• Cross-Border Transfers: Data may be processed outside Canada (e.g., by US-based AI vendors). We ensure contracts mandate PIPEDA-equivalent protections.

7. Safeguards

We implement:

• Technical: Encryption, multi-factor authentication, access controls.
• Physical: Secure storage for paper records.
• Administrative: Staff training, confidentiality agreements.

8. Retention & Disposal

• Retained only as long as necessary (e.g., payroll records for 6 years per CRA).
• Secure disposal via shredding (paper) or cryptographic wiping (digital).

9. AI-Specific Disclosures

• Pattie the Pronghorn (Customer AI): Processes chat logs for customer service; data may be used for training (de-identified where possible).
• Bernie the Badger (Document AI): Securely handles client uploads via PIN verification; no secondary use.
• Transparency: You’ll always know when interacting with an AI.

10. Individual Rights

You may:

• Request access to or correction of your data.
• Challenge compliance with this policy.
• Submit complaints to our Privacy Officer or the Office of the Privacy Commissioner of Canada.

Response Time: 30 days (extensions permitted under PIPEDA).

11. Cookies & Website Tracking

We use:

• Essential Cookies: For website functionality.
• Analytics Cookies: To improve user experience (opt-out available).

A more detailed cookie policy may be provided separately.

12. Policy Updates

We will notify you of material changes via email or website notices.