KATA Accounting Solutions Professional Corporation is committed to protecting and respecting your privacy, and we’ll only use your personal information to administer your account and to provide the products and services you requested from us.

From time to time, we would like to contact you about our products and services and other content that may interest you. We mainly provide this information through our monthly newsletters and email responses. You can unsubscribe from our communications at any time. 

Our system is secure and uses a minimum of 256-bit SSL encryption, but most of our systems operate at 512-bit SSL encryption. We regularly review cybersecurity issues as a team. The biggest weakness in cyber-security is the human beings involved – hence, we try to automate wherever we can and select software partners that meet or exceed our security requirements.

Please ensure that you do not leave private information open on your computer screen unattended – this is the most significant risk in cyber-security. Never access financial or other confidential data over public or unsecured WIFI.  

Finally, avoid sending sensitive information through email; it’s better to upload those things to our shared Google Workspace folder – any unencrypted email can be intercepted and read!

If someone requests access to your information, even if it appears to be you, we will always verify before providing any information.

If you have any questions, please direct them to privacy @ kataaccounting.com, and our Privacy Officer will gladly answer you.

Our Use of AI

1. What Is KATA Concierge?
KATA Concierge is an AI-powered chat assistant deployed on kataaccounting.com. It is built on
the SmartSystems© Jules platform and powered by the Anthropic Claude API. Its purpose is to
help visitors navigate KATA’s services, understand their account status, and connect with the
right team member.

KATA Concierge does not replace your accountant. It does not provide tax or financial advice. It
is a directory and navigation tool.

When you interact with KATA Concierge, the text you type is transmitted to the Anthropic API
for processing. Conversations are not stored by KATA or SmartSystems© unless you explicitly
request follow-up. Anthropic’s API does not use API-submitted data to train its models by
default. See Anthropic’s privacy policy at anthropic.com/privacy.

2. Account Status Lookup (Authenticated Clients Only)
If you are an existing KATA client and choose to authenticate using your 6-digit client code,
KATA Concierge will retrieve your name and account status from a KATA-managed client
database. This lookup:
• Requires your voluntary input of a unique 6-digit code issued by KATA
• Does not retrieve financial records, tax documents, SIN, or billing data and is not logged or stored by the chatbot

3. Anonymous Usage Signals
KATA Concierge tracks anonymized topic patterns locally in your browser (via localStorage) to
improve response relevance during your session. No personal information is attached to these
signals. They are cleared when you clear your browser data.

4. Legal Basis for Processing
KATA collects and processes the above information under the following bases:
Legitimate Interest Providing navigation and client service support via the website
Consent Account lookup is initiated only by the client voluntarily entering their code
Contractual Necessity Authenticated lookups support the existing client-firm relationship

5. Third-Party Processors
KATA Concierge relies on the following third-party services to function. Each is engaged as a
data processor under KATA’s instructions. Each does not have access to KATA client data.

6. Your Rights Under PIPEDA & Quebec Law 25
As a Canadian resident, you have the right to:
• Access the personal information KATA holds about you
• Request correction of inaccurate information
• Withdraw consent for non-essential processing
• Request deletion of personal information (subject to legal retention obligations)
• File a complaint with the Office of the Privacy Commissioner of Canada (priv.gc.ca)
Quebec residents have additional rights under Law 25, including the right to data portability and
enhanced breach notification. KATA is committed to meeting these obligations.
To exercise any of these rights, contact: pr*****@************ng.com