Effective date: August 28, 2026
This Privacy Policy describes how AX1 Pro Inc. (“AX1 Pro,” “we,” “us,” or “our”), a corporation incorporated under the Canada Business Corporations Act with its registered office in Ontario, Canada, collects, uses, discloses, retains, and protects personal information in connection with the AX1 Pro bookkeeping platform (the “Service”).
AX1 Pro Inc. provides the software platform. Human bookkeeping, accounting, tax, or filing services, if purchased, are provided under a separate engagement by the AccountingX entity identified in that engagement. AX1 Pro Inc., AccountingX Inc., and AccountingX LLC are separate legal entities. If a separate professional-services engagement conflicts with this Privacy Policy regarding the professional service, the privacy terms applicable to that engagement govern to the extent of the conflict.
AccountingX Inc. has registered offices in Montreal, Quebec; Mississauga, Ontario; and Halifax, Nova Scotia. AccountingX LLC has a registered office in Sheridan, Wyoming.
We may receive information from authorized users, connected payment services, service providers, and the AccountingX entity providing a separately engaged professional service. When required, we will identify the source on request.
Benchmarking is disabled unless you expressly opt in. If enabled, AX1 Pro may use de-identified and aggregated transaction information to provide comparisons with similar businesses. We apply aggregation, minimum-group, outlier-suppression, and access controls intended to reduce re-identification risk. No customer receives another customer’s identifiable financial information. You may withdraw from future benchmarking through the available preference control or by contacting us. Withdrawal does not require us to reconstruct aggregate information that no longer identifies you.
We will not describe aggregated information as anonymous unless it has been processed and governed so that it no longer identifies an individual directly or indirectly under applicable law.
AX1 Pro uses automated rules and artificial intelligence to extract transaction information and generate proposed categorizations and estimated tax treatment.
If AX1 Pro uses personal information to make a decision based exclusively on automated processing that produces a legal or similarly significant effect, we will provide the notices, explanation, correction process, and opportunity to submit observations required by applicable law.
We do not sell personal information. We do not permit service providers to use customer financial information to train general-purpose artificial intelligence models unless we first provide required notice and obtain any required consent.
A current list of material subprocessors and processing locations is available on request from the Privacy Officer identified in Section 15.
AX1 Pro’s core infrastructure is intended to be hosted in Microsoft Azure Canadian regions. Some providers, support functions, connected services, backups, telemetry, or subprocessors may process information outside your province or country, including in Canada and the United States. Information processed in another jurisdiction may be subject to that jurisdiction’s laws, including lawful access by courts, law enforcement, or national-security authorities.
We assess cross-border processing risks and use contractual, organizational, and technical measures designed to require service providers to protect personal information at a level comparable to the protection required of AX1 Pro. Final locations and data flows must match the current subprocessor list and completed privacy impact assessment.
Depending on the circumstances, AX1 Pro’s handling of personal information may be governed by the Personal Information Protection and Electronic Documents Act (PIPEDA), applicable provincial private-sector privacy legislation, or both. Provincial legislation may govern certain activities within a province, while PIPEDA may continue to apply to interprovincial or international commercial flows of personal information.
AX1 Pro maintains privacy governance policies addressing roles and responsibilities, access, retention and destruction, service providers, privacy impact assessments, confidentiality incidents, complaints, and privacy requests. The Privacy Officer is involved in projects involving personal information as required by applicable law.
Certain U.S. state privacy laws apply only when specified jurisdictional and operational thresholds are met. AX1 Pro periodically assesses which laws apply to its activities and provides the notices and rights required by applicable law. If a state-specific notice applies to you, it will supplement this Privacy Policy.
We retain personal information only for as long as reasonably necessary for the purposes described in this Policy, to provide contracted services, and to satisfy legal, accounting, tax, audit, dispute, security, and professional obligations. Retention is determined by category rather than by a single period for all information.
| Category | Retention Approach |
|---|---|
| Account profile and authorization records | While the account is active and afterward as needed for account administration, disputes, security, and legal obligations. |
| Source documents, ledgers, reports, and filing-support records | For the period required by the applicable customer engagement and tax, accounting, professional, audit, or legal requirements. Longer periods may apply to late filings, objections, appeals, property records, holds, or other exceptions. |
| Payment and invoice records | For the period required for billing, reconciliation, fraud prevention, tax, accounting, and legal obligations. |
| Communications and approval records | For as long as needed to support the service, customer instructions, professional work, disputes, and legal obligations. |
| Security, access, and audit logs | For a proportionate period based on security, investigation, and compliance needs. |
| Backups | Until rotated or securely overwritten under the applicable backup schedule, subject to legal holds and restoration controls. |
| De-identified or aggregated information | For as long as it remains non-identifying and is used for legitimate business purposes. |
When an account is cancelled or terminated, the dashboard may become read-only while an export is prepared. AX1 Pro will provide the export described in the Terms of Service within 30 days. The original export package may be requested again for one year after cancellation. Other retained records are access-restricted and are deleted, destroyed, or anonymized when the applicable retention purpose ends, unless a legal hold or continuing obligation applies.
To make a request, contact the Privacy Officer using Section 15. We may take reasonable steps to verify identity and authority before responding. We will explain any lawful limitation on a request. Withdrawing consent may prevent us from providing a feature or the Service where the information is necessary for that purpose.
We use administrative, technical, and physical safeguards designed to protect personal information, including access controls, role-based permissions, logging, vendor oversight, and security procedures appropriate to the sensitivity of financial information. No system is completely secure.
If a confidentiality incident presents a risk of serious injury, or a breach of security safeguards creates a real risk of significant harm, we will promptly notify affected individuals and applicable regulators as required by law. We maintain incident records and take reasonable measures to reduce harm and prevent similar incidents.
The website and dashboard may use strictly necessary cookies to operate and secure the Service and optional analytics technologies to understand usage. Where required, optional technologies will not be activated without the applicable choice or consent. You can use the cookie controls made available through the Service and your browser settings. A current cookie notice will identify material cookie categories, purposes, providers, and durations at [COOKIE NOTICE LINK].
The Service is intended for business owners and authorized representatives and is not directed to children. We do not knowingly collect personal information directly from children through account registration. If you believe a child has provided personal information to us without appropriate authorization, contact the Privacy Officer.
We may update this Privacy Policy from time to time. We will post the updated version with a new effective date and provide additional notice of material changes where required by law. If consent is required for a new purpose, we will request it before using the information for that purpose.
Privacy Officer: Gulfam Nawaz, Chief Executive Officer and Privacy Officer
Email: AX1@accountingxpro.com
Mailing address for formal privacy requests:
401-25 Tindale Crt
Hamilton, ON L8K 6C8
Canada
We will review privacy complaints fairly and document the response. You may also contact the Commission d’accès à l’information du Québec, the Office of the Privacy Commissioner of Canada, or another regulator with jurisdiction over your concern.
