Privacy Policy

Effective date: August 21, 2026

Who we are

Caldex Financial Services Ltd. (operating as Caldex FS) ("Caldex", "we", "us" or "our") provides accounting, bookkeeping, payroll, tax and related business support from Ontario, Canada.

Information we collect

Depending on how you interact with Caldex, we may collect:

• Consultation information, including your name, business name, email address, phone number, service interests, preferred contact method and the message you submit.
• Document-submission information, including a Client # or upload code, sender name and email where requested, uploaded files, file details and submission timestamps.
• Client and service records, including contact and address information, business, ownership, bookkeeping, payroll and tax information, correspondence and documents required for the services you ask us to perform.
• Sensitive identifiers, such as a date of birth or Social Insurance Number, only where reasonably necessary for the requested service and provided through the method Caldex directs you to use.
• Limited technical and security information used to operate the website, prevent abuse, diagnose errors and maintain submission records.

Sensitive information

Do not enter a Social Insurance Number, date of birth, banking information, CRA credentials, passwords, government identification number or document contents into a consultation form or other free-text website field. If Caldex needs sensitive information or supporting documents, we will provide or direct you to the appropriate submission method. Do not send a Social Insurance Number in an ordinary email.

How we use information

We use personal information to:

• Review and respond to inquiries and arrange consultations.
• Confirm identity, client records and the destination of submitted documents.
• Provide, administer and document agreed accounting and related services.
• Communicate about open items, deadlines, filings, payments and service updates.
• Maintain business, tax, security and audit records.
• Prevent misuse, investigate errors and protect Caldex, its clients and its systems.
• Meet legal, regulatory and professional obligations that apply to us.

Service providers and disclosure

We do not sell personal information. We use service providers for functions such as website hosting, database and file storage, authentication and transactional email. These providers may process information for Caldex only as needed to provide their services. Information may also be disclosed with your direction, as part of an agreed service, to professional advisers, government authorities or other parties where required or permitted by law.

Some service providers may process information in jurisdictions outside Ontario or Canada. Information in another jurisdiction may be subject to the laws of that jurisdiction.

Website submissions and email

Consultation requests and document submissions are sent to Caldex systems. Transactional email may be used to confirm a submission and notify Caldex. Email-delivery providers may report delivery events such as sent, delivered, delayed, bounced or reported as spam. Caldex does not currently use advertising trackers, session-recording tools or marketing pixels on this website.

Safeguards

Caldex uses administrative, technical and physical safeguards appropriate to the nature of the information, including access controls and private storage for submitted files. No internet transmission or storage system can be guaranteed to be completely secure. You are responsible for using the submission method Caldex provides and for keeping any Client # or upload code from unauthorized use.

Retention

We retain information only for as long as reasonably necessary for the purposes described in this policy, to maintain ordinary business and engagement records, and to meet legal or regulatory requirements. Retention periods vary according to the type of record and whether an engagement is established. Information may be securely deleted or anonymized when it is no longer required.

Your choices

You may contact us to ask about personal information Caldex holds about you, request a correction, withdraw consent where applicable, or ask us to stop optional communications. Some information may need to be retained or used despite a request where required for legal, regulatory, security or recordkeeping purposes.

Changes to this policy

We may update this policy as our website, services or information practices change. The effective date above identifies the current version.

Contact

Privacy questions or requests may be sent to Caldex Financial Services Ltd. (operating as Caldex FS), Ontario, Canada, at info@caldexfs.com or by calling 416-990-5344.