Contact
Off Your Plate Books Ltd.
Chilliwack, BC
Privacy contact: Peter Awram | help@offyourplatebooks.ca
This policy covers website enquiries, free Ledger Snapshots, client bookkeeping records and the application that connects to your QuickBooks Online company.
Website enquiries
The Snapshot form asks for your name and email address; the business’s legal name, website, kind of business, what it sells and who pays it, and its year-end month; and short answers about where its books stand, including the time you spend on bookkeeping. We use your name and email to send export instructions and 1 reminder if your reports haven’t arrived, and the rest to prepare your Snapshot. We also read what is public about the business, such as its website and the BC business registry, for the same purpose.
If you tick the box on the form, we keep your name, your email address and what you told us about the business, and we may write to you later about our services. You can say stop in any message and we act on it at once. If you don’t tick it, we use your details for your Snapshot and nothing else. We never sell contact details. Emails remain in our mailbox while we have a business reason to keep them. We don’t record telephone calls.
Uncompleted Snapshot requests are deleted within 30 days. Requests that proceed are handled as described below.
Website operation
We don’t use advertising trackers, analytics or third-party font services. Our host keeps technical server logs to operate and secure the site.
Host: Bluehost. The host keeps those logs under its own retention schedule. We don’t set that period and we don’t use the logs for anything other than operating and securing the site.
Free Ledger Snapshot records
The 7 reports contain business balances and account names. Aging summaries can include customer and supplier names. We use the reports to prepare your Snapshot.
Share sensitive reports through the agreed restricted folder. You control source access; we may create working copies for the Snapshot and remove unnecessary copies within 30 days after it closes. We retain the issued observations and minimum necessary evidence under the disclosed terms.
We never use your QuickBooks reports for marketing, and we don’t pass them to other businesses for their own use. No financial data is kept for marketing of any kind.
Client bookkeeping records
We use the information needed for your agreed bookkeeping work and act on your instructions. We don’t sell your records or use them for advertising.
Your ledger remains in your QuickBooks subscription. We work on an encrypted computer in Canada and remove unnecessary temporary extracts, drafts and document copies within 30 days after the relevant task or monthly cycle closes, subject to applicable legal holds and shorter termination cleanup.
We retain minimum work evidence, including material instructions, verified changes and final reports, for up to 15 years where lawful and necessary, with annual review. We do not treat every raw AI conversation or ledger extract as a permanent working paper. Applicable deletion requirements and legal holds are assessed separately.
External services and AI
- Intuit. Holds your QuickBooks ledger under your subscription.
- Anthropic. Processes ledger extracts or source documents used in AI-assisted work.
- Bluehost. Hosts the website. It holds no client bookkeeping records.
- Google Workspace. Provides our email and file storage.
- Resend. Delivers email sent by this website, such as Snapshot export instructions. It holds no bookkeeping records and receives no incoming mail.
Information handled by Intuit, Anthropic or Resend can be stored or processed outside Canada. Before work starts, we describe the AI service and the processing arrangement in your engagement documents.
The selected service is Claude Code on Team under commercial terms, with model training on client content off by default. Zero data retention is not promised. Standard processing retention, saved histories and local session records differ; provider legal, abuse and feature-specific exceptions can apply. We explain the actual arrangement before processing begins.
The application connection
We read and update your accounting records through a private application that connects to your QuickBooks Online company. It requests one permission — accounting — and doesn’t request payroll or payments permissions. The application licence agreement sets out what it does, what it will never do, and how to disconnect it.
Who authorises the connection. QuickBooks Online allows a company’s primary admin or Company Admin to connect an application. It also allows the owner of an accounting firm that holds the company as a client to connect applications for that client. Where we work alongside a bookkeeping or accounting firm, the firm performs the connection and confirms to us in writing that it has your authority.
We ask you as well. Before any connection is made we ask the company itself to agree in writing, even where a firm could authorise it without asking you. We keep that agreement. A firm’s authority is enough for QuickBooks; we don’t treat it as enough for us.
Disconnecting. You can disconnect at any time without telling us first: the gear icon in QuickBooks Online, then Apps, then Connected apps, then Disconnect. A company admin can disconnect whether the connection was authorised by the company or by a firm on its behalf.
One application, several companies. The same application connects the companies we work for. Each company is authorised separately, reached separately, and its credentials are held separately and encrypted. No connection reaches another company’s records.
Our relationship with Intuit. We hold a developer account with Intuit in order to operate the application. That account is ours, not yours, and it gives Intuit information about the application rather than about your records. Intuit requires us to declare how the application handles QuickBooks data, and this policy and the licence agreement are the documents we point them to. Intuit’s own terms continue to govern your subscription.
Email and report delivery
We use email for ordinary correspondence and notifications. Sensitive reports, detailed requests and source records use authenticated links for named recipients or another assessed secure method. We retain relevant written instructions and delivery evidence; routine reminders and duplicate mail are removed within 90 days of the related work cycle closing.
Safeguards and incidents
We use disk encryption and multi-factor authentication. We restrict credentials to the person doing the work and don’t send them through email or chat.
If we become aware of actual or reasonably suspected unauthorised access, we contact you within 24 hours, revoke affected access immediately and provide a written account within 5 business days.
Ending the engagement
On termination or withdrawal of authority, affected access stops and connections are revoked immediately. Controlled cleanup and handover follow within 10 business days. You keep your QuickBooks account and receive the agreed records. Only lawful minimum work evidence is retained; supplier deletion periods and valid holds can differ.
Information requests and complaints
Contact help@offyourplatebooks.ca to ask about information we hold about you, request a correction or raise a concern. We’ll confirm receipt and explain the next steps.
For information in a client’s books, we refer the request to that business and help it locate the relevant records. We don’t disclose a client’s books without authorisation.
You can also contact the Office of the Information and Privacy Commissioner for British Columbia or the Office of the Privacy Commissioner of Canada.
Policy changes
We publish changes with a new version and effective date. We tell affected clients directly before a material change to how we handle their information.