Privacy Policy

Table of Contents

Effective date: November 1, 2026

My Payroll Desk (“we”, “us”) provides payroll, bookkeeping, accounts payable and receivable, and business administration services. We are committed to protecting personal information in line with British Columbia’s Personal Information Protection Act (PIPA) and, where it applies, the federal Personal Information Protection and Electronic Documents Act (PIPEDA).

This policy explains what personal information we collect, why, how we use and protect it, and the choices and rights you have.

Who we are

My Payroll Desk [Street address, City, BC Postal code] Email: info@mypayrolldesk.ca

Our Privacy Officer is responsible for our compliance with PIPA and this policy. You can reach the Privacy Officer at the email above.

Information we collect

When you use this website

Enquiries: your name, business name, email address, phone number (optional), the services you are interested in and any message you send through our contact form or by email.
WhatsApp: if you choose to message us on WhatsApp, the details you share there. WhatsApp is operated by Meta under its own privacy policy.
Website usage: with your consent, analytics information such as pages visited, approximate location, device and browser type. See our Cookie Policy.

When you become a client

To deliver our services we may handle personal information about you, your business contacts and your employees or contractors, such as names, contact details, Social Insurance Numbers, dates of birth, banking details for direct deposit, pay rates, hours, deductions, benefits and tax information. We handle this information on your behalf, under our written service agreement with you and only as needed to provide the services you have engaged us for.

Why we collect it

We collect, use and disclose personal information only for purposes a reasonable person would consider appropriate, including to:

respond to your enquiries and prepare quotes;
provide payroll, bookkeeping, accounts payable and receivable, compliance and administration services;
meet legal and regulatory obligations, such as CRA payroll remittances, T4s and Records of Employment;
maintain records, invoice for our services and manage our relationship with you;
improve our website, only where you have consented to analytics.

We do not sell personal information, and we do not use it for purposes other than those described here without your consent, unless required or permitted by law.

By submitting an enquiry or engaging our services, you consent to our collecting, using and disclosing your personal information for the purposes described above. Where you give us information about other people, such as your employees, you confirm that you are authorized to do so. You may withdraw consent at any time, subject to legal or contractual restrictions, by contacting our Privacy Officer. Withdrawing consent may limit our ability to provide services.

We share personal information only as needed to provide our services or as required by law, for example with:

Service providers who help us operate, such as website hosting (Cloudflare), email delivery, accounting and payroll software, and analytics (Google, only with your consent). They may only use the information to provide services to us.
Government bodies such as the Canada Revenue Agency and WorkSafeBC, when filing or remitting on your behalf.
Your accountant or other advisers, when you ask us to.

Some of our service providers store or process information outside British Columbia and outside Canada, including in the United States. When this happens, the information is subject to the laws of those jurisdictions.

How we protect it

We use reasonable security arrangements to protect personal information against unauthorized access, collection, use, disclosure, copying, modification or disposal. These include access controls, encrypted connections, secure cloud software and limiting access to people who need it for their work.

How long we keep it

We keep personal information only as long as needed for the purposes it was collected, or as required by law. Payroll and financial records are generally kept for at least six years to meet CRA record-keeping requirements. If we use personal information to make a decision that directly affects you, we keep it for at least one year after that decision, as PIPA requires. Enquiries that do not lead to an engagement are deleted when no longer needed.

Your rights

Under PIPA you may ask to:

access the personal information we hold about you, how it has been used and to whom it has been disclosed;
correct personal information you believe is inaccurate or incomplete.

Send requests to our Privacy Officer at info@mypayrolldesk.ca. We will respond within the time limits set by PIPA, generally within 30 days. We may need to confirm your identity first.

If you are not satisfied with our response, you may contact the Office of the Information and Privacy Commissioner for British Columbia at oipc.bc.ca.

Cookies and analytics

We use Google Tag Manager to load analytics tools only after you accept them in our cookie banner. You can change your choice at any time using “Cookie settings” at the bottom of every page. Details are in our Cookie Policy.

Changes to this policy

We may update this policy from time to time. The effective date at the top shows when it was last changed.