Privacy Policy – MediTallyBest

Effective date: November 10, 2025
Business name: MediTallyBest
Website: meditallybest.com
Address: 997 Seymour St #250, Vancouver, BC V6B 3M1, Canada
Email: support@meditallybest.com
Phone: +1 604 440 0757
Business Number: 131759036

MediTallyBest (“we”, “us”, “our”) provides accounting and related advisory services to medical and private practices in Canada. This Privacy Policy explains how we collect, use, disclose, and protect personal information when you visit our website or work with us as a client or prospective client.

By using our website or services, you agree to the practices described in this Privacy Policy.

This document is provided for general informational purposes and does not constitute legal advice. You should consult legal counsel to confirm that it meets your specific compliance needs.

1. Personal information we collect

We may collect the following types of personal information:

  • Contact details Name, professional title, clinic or business name, email address, phone number, mailing address, and province.

  • Client and practice information Information needed to provide accounting and tax services, such as: corporate structure, business numbers, financial statements, tax records, invoices, bank statements, payroll information, payment details, and other financial or tax-related data.

  • Identification and compliance information Information required to verify identity and comply with professional and legal obligations, such as date of birth or government-issued identifiers where required by law.

  • Website and usage data Technical information collected when you visit our website, which may include IP address, browser type, device information, pages viewed, and general usage patterns. This may be collected through cookies and similar technologies (see Cookie Policy below).

  • Communication data Information you provide when you contact us, book a consultation, or respond to emails, including the content of your messages and any documents you choose to share.

We generally do not intentionally collect sensitive personal information unrelated to our services, and we do not knowingly collect personal information from children.

2. How we use personal information

We use personal information for the following purposes:

  • To provide accounting, bookkeeping, tax, payroll, and advisory services

  • To set up and manage your client account and billing

  • To prepare and file tax returns and other regulatory filings

  • To communicate with you about our services, deadlines, updates, and changes

  • To maintain business records and comply with professional, legal, and regulatory obligations

  • To manage, operate, and improve our website and services

  • To respond to inquiries, support requests, and feedback

  • To protect our rights, our clients, and our business (for example, in the event of a dispute or suspected fraud)

Where required by law, we will obtain your consent before using your personal information for new purposes.

3. Legal basis and consent

We collect, use, and disclose personal information in accordance with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and relevant provincial laws where applicable.

In practice, this means that we generally rely on:

  • Your consent, which may be explicit or implied;

  • The need to perform a contract or take steps at your request before entering into a contract;

  • Legal or regulatory obligations, such as tax and accounting laws; and

  • Legitimate business purposes that a reasonable person would consider appropriate in the circumstances.

You may withdraw your consent to certain uses of your personal information at any time, subject to legal or contractual restrictions and reasonable notice. If you choose to withdraw your consent, this may limit our ability to provide some services.

4. How we share personal information

We do not sell your personal information. We may disclose personal information in the following situations:

  • Service providers and professional partners To third-party service providers who support our operations (for example, cloud accounting platforms, IT and security providers, tax software, payment processors) and to other professional advisors (such as lawyers or financial advisors) where needed and with appropriate protection.

  • Within our organization To our employees, contractors, and associated professionals who need access to the information to perform their duties and provide services to you.

  • Legal and regulatory purposes Where required or authorized by law, such as responding to a lawful request from regulators, tax authorities, or law enforcement, or in connection with legal proceedings.

  • Business transactions In the context of a potential or actual merger, acquisition, sale of assets, or similar transaction, where permitted by law and subject to appropriate safeguards.

Whenever we share personal information with third parties, we seek to limit the information to what is necessary and require that it is handled in a manner consistent with privacy requirements.

5. International and interprovincial transfers

Your personal information may be transferred to and stored or processed in other provinces within Canada or in other countries. In such cases, the laws of those jurisdictions may differ from those in your home province, and authorities in those jurisdictions may access personal information in accordance with their laws.

We take reasonable steps to ensure that personal information transferred outside your province or outside Canada is protected in a manner consistent with this Privacy Policy and applicable law.

6. Retention of personal information

We retain personal information only as long as necessary to fulfill the purposes for which it was collected, to meet legal, regulatory, and professional obligations, or to resolve disputes and enforce our agreements.

When personal information is no longer required, we will securely delete, anonymize, or destroy it in accordance with our data retention and destruction practices.

7. Security

We use physical, technical, and administrative safeguards that are appropriate to the sensitivity of the personal information we handle, including:

  • Restricted access to personal information on a “need-to-know” basis

  • Use of secure systems, passwords, and access controls

  • Encryption and secure storage where appropriate

  • Staff training and internal policies on privacy and confidentiality

However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your rights and choices

Subject to applicable law, you may have the right to:

  • Request access to the personal information we hold about you

  • Request correction of inaccurate or incomplete personal information

  • Withdraw consent to certain processing, where consent is the legal basis

  • Ask questions or lodge a complaint about how we manage your personal information

We may need to verify your identity before responding to a request, and in some cases we may be unable to provide access to certain information (for example, where it would reveal personal information about another person or where legal restrictions apply).

9. Third-party content and services

Our website or communications may reference third-party tools or services (for example, accounting platforms). This Privacy Policy does not apply to how those third parties handle personal information. We encourage you to review their privacy practices separately.

10. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The “Effective date” at the top indicates the most recent version. Changes will take effect when they are posted on our website.

11. Contact us

If you have questions, requests, or concerns about this Privacy Policy or our handling of personal information, please contact:

MediTallyBest
997 Seymour St #250
Vancouver, BC V6B 3M1 Canada

Email: support@meditallybest.com Phone: +1 604 440 0757

Cookie Policy – MediTallyBest

Effective date: November 10, 2025

This Cookie Policy explains how MediTallyBest uses cookies and similar technologies on meditallybest.com.

By continuing to use our website, you agree to our use of cookies as described here, subject to your browser or device settings.

1. What are cookies?

Cookies are small text files stored on your device (computer, tablet, smartphone) when you visit a website. They help the website recognize your device and store certain information about your visit.

Similar technologies, such as pixels or local storage, may also be used for similar purposes. In this policy, we refer to all of these as “cookies”.

2. Types of cookies we may use

We may use the following categories of cookies:

  • Strictly necessary cookies Essential for the website to function properly, for example to load pages or remember basic form entries during a session. You cannot disable these cookies via our site, but you can manage them through your browser settings.

  • Preference cookies Used to remember your choices, such as language or region, to provide a more tailored experience.

  • Analytics and performance cookies Used to understand how visitors use our website (for example, pages visited, time spent on pages, basic technical information). This helps us improve our content and user experience. The data is generally aggregated and not used to identify you personally.

  • Marketing or remarketing cookies (if used) In some cases, we may use cookies that help us understand the effectiveness of our marketing or show you relevant content or ads related to our services. If we implement such tools, we will notify you and obtain consent where required.

3. How we use information collected via cookies

Information collected via cookies may be used to:

  • Operate, secure, and improve our website

  • Measure usage and performance

  • Diagnose technical issues

  • Customize content or features for a better user experience

We do not use cookies to sell your personal information.

4. Managing cookies

You can control cookies in several ways:

  • Adjust your browser settings to block or delete cookies

  • Use built-in tools on your device or browser to clear browsing data

  • Decline non-essential cookies if and when a consent banner is presented

If you choose to block or delete cookies, some parts of our website may not function correctly.

5. Changes to this Cookie Policy

We may update this Cookie Policy from time to time. Please review it periodically to stay informed about our use of cookies and related technologies.

For questions about cookies, you can contact us at support@meditallybest.com.

PIPEDA Privacy Notice – MediTallyBest

Effective date: November 10, 2025

MediTallyBest is committed to handling personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable Canadian privacy laws.

This PIPEDA Privacy Notice summarizes key principles that guide how we collect, use, disclose, and protect personal information in the course of our commercial activities.

This notice is a simplified summary and does not replace the full legal requirements of PIPEDA. You should seek legal advice for detailed compliance obligations.

1. Accountability

We are responsible for personal information under our control. We designate individuals within our organization to oversee privacy compliance and to handle questions and complaints related to personal information.

2. Identifying purposes

Before or at the time we collect personal information, we identify and communicate the purposes for which it will be used, such as:

  • Providing accounting, bookkeeping, tax, and advisory services

  • Managing client relationships and billing

  • Meeting legal, regulatory, and professional obligations

  • Operating and improving our website and services

These purposes are further described in our Privacy Policy.

3. Consent

We collect, use, and disclose personal information with your knowledge and consent, except where otherwise permitted or required by law. Consent may be express (for example, by signing an engagement letter) or implied (for example, where you voluntarily provide information for a known purpose).

You may withdraw your consent to certain uses of your personal information at any time, subject to legal and contractual limitations and reasonable notice.

4. Limiting collection

We limit the collection of personal information to what is necessary for the purposes identified. We collect personal information by fair and lawful means and avoid collecting information that is not reasonably needed.

5. Limiting use, disclosure, and retention

We use and disclose personal information only for the purposes for which it was collected, unless you consent to a new purpose or law permits or requires otherwise.

We retain personal information only as long as necessary to fulfill the identified purposes or as required by law and professional standards. When information is no longer needed, we securely delete, de-identify, or destroy it.

6. Accuracy

We take reasonable steps to keep personal information accurate, complete, and up to date for the purposes for which it is used. We may rely on you to help us maintain accurate information by informing us of changes to your details or circumstances.

7. Safeguards

We protect personal information with safeguards appropriate to its sensitivity, including physical, organizational, and technological measures designed to prevent loss, theft, unauthorized access, disclosure, copying, use, or modification.

8. Openness

We make information about our privacy policies and practices readily available. This includes this PIPEDA Privacy Notice and our full Privacy Policy, which explain how we manage personal information.

9. Individual access

Upon written request and subject to limited exceptions under the law, you may:

  • Obtain confirmation of whether we hold personal information about you

  • Receive access to that information

  • Request corrections for any inaccurate or incomplete information

We may ask you to verify your identity before granting access. If we must refuse access in whole or in part, we will explain the reason, unless we are prohibited from doing so by law.

10. Challenging compliance

You may challenge our compliance with PIPEDA by contacting us with questions or complaints about our privacy practices. We will investigate and respond to privacy complaints in a timely and appropriate manner.

If you are not satisfied with our response, you may have the right to contact the appropriate privacy regulator in Canada.

Contact for privacy matters

For any questions, access or correction requests, or privacy complaints, please contact:

MediTallyBest
Privacy Officer
997 Seymour St #250
Vancouver, BC V6B 3M1 Canada

Email: support@meditallybest.com Phone: +1 604 440 0757