Privacy Policy
Last updated: September 17, 2025
This Privacy Policy explains how Advanced Payroll Solutions Inc. (“Advanced Payroll Solutions,” “we,” “us,” or “our”) collects, uses, discloses, and safeguards personal information when you visit www.AdvancedPayrollSolutions.ca or use our services. If you do not agree with this policy, do not use the site or services.
We designed this in plain language. It maps to the principles in Canadian privacy law, including PIPEDA, and it aligns with our Terms and Conditions.
1. Who we are and how to contact us
Organization: Advanced Payroll Solutions Inc.
Website: www.AdvancedPayrollSolutions.ca
Mailing address: Oakville, ON, Canada
Privacy contact: legal@advancedpayrollsolutions.ca
If you have a question, an access request, or a complaint about privacy, email our Privacy Officer at the address above.
2. What this policy covers
This policy covers personal information we handle when you:
- browse the site
- contact us for a demo, proposal, or support
- become our client
- ask us to process payroll and related filings for you
It does not cover information we handle on behalf of clients that is outside the scope of our services, or information processed by third party sites that we link to. Those parties have their own policies.
3. Roles, who does what
We operate the site and our payroll platform. For client payroll work, we usually act as a service
provider that processes employee information under the direction of our client, who acts as the employer and the organization that controls the purposes of processing. We only use that information to provide the services, to meet legal obligations, and to secure the platform.
4. The information we collect
We collect and handle the following categories, depending on how you interact with us:
Website use data
- device and browser information, IP address, general location, pages visited, time on page, referring URL
- cookies and similar technologies. See section 8 for details and choices
Contact and account data
- name, email, phone number, company name, job title, account credentials
Client and employee payroll data
- employment details, compensation, hours, benefits, leave, start and end dates • government identifiers needed for payroll (for example, SIN), remittance account numbers, WSIB or WorkSafe details
- banking information used for direct deposit or payroll funding
- ROE and year end information (for example, T4 and T4A data)
Billing and transactions
- billing contact details, mailing address, invoicing records, and payment confirmations
Support communications
- messages you send to us, call notes, and any files you upload for troubleshooting
We collect information directly from you, from your employer if you are an employee of a client, and from service providers that support the services, for example payment processors and identity verification tools.
5. Why we use personal information
We use personal information to:
- provide, operate, and improve the site and services
- create and manage accounts, authenticate users, and secure access
- process payroll and remittances when authorized, prepare ROEs and year end slips • communicate about the services, including notices of changes and incidents • provide support and train our team
- bill for services and manage collections
- detect, investigate, and prevent fraud, abuse, or security incidents
- meet legal and regulatory requirements
We rely on consent where required. In some cases, your employer provides consent or authority on your behalf for payroll processing. You can withdraw consent where applicable by contacting us. Withdrawal does not affect processing that has already happened, and it may limit our ability to provide services.
6. Sharing and disclosure
We share personal information only as needed to provide the services, to comply with law, or with your consent. Typical sharing includes:
- Service providers, for example cloud hosting, payment processors, secure email and file transfer, analytics, and customer support tools
- Government and regulatory bodies when required, for example CRA and Service Canada payroll filings, or when responding to lawful requests
- Financial institutions to carry out payroll funding and direct deposits
- Professional advisors such as auditors or legal counsel, bound by confidentiality • A successor organization in connection with a merger, acquisition, or reorganization
We do not sell personal information.
7. International transfers
Our service providers may store or process information outside your province or outside Canada. When that happens, the laws in those places may allow access by courts, law enforcement, or regulators. We take contractual and technical steps to protect the information, consistent with Canadian privacy principles.
8. Cookies and analytics
Cookies are small files placed on your device. We use them to run the site, keep you signed in, remember preferences, and understand how visitors use the site.
- Types we may use:
• Strictly necessary (required to operate the site and secure sessions)
• Preferences (remember choices)
• Analytics (measure traffic and usage)
• Marketing (only if we run campaigns) - Your choices:
• You can set your browser to block or delete cookies. Some features may not work without
necessary cookies.
• If we use analytics or marketing tools, we will offer an in page consent banner with options
to accept or manage settings.
9. Safeguards
We use administrative, technical, and physical safeguards that are reasonable in the circumstances. Examples include account authentication, role based access controls, encryption in transit, secure key management, logging and monitoring, and staff training. No method of storage or transmission is perfectly secure. We work to prevent incidents and we respond promptly if they occur.
10. Retention
We keep personal information only as long as needed for the purposes in this policy, and to meet legal and regulatory requirements. Payroll and tax records are typically retained for at least six years after the end of the relevant tax year. When retention ends, we securely delete or anonymize the information.
11. Your rights and choices
Subject to legal limits, you can:
- request access to your personal information
- ask for corrections if information is inaccurate or incomplete
- withdraw consent where consent is the basis for processing
- complain to the Office of the Privacy Commissioner of Canada if you are not satisfied with our response
To exercise these rights, contact us at legal@advancedpayrollsolutions.ca. We may need to verify your identity before acting on a request.
12. Children’s privacy
Our services are for businesses and adults. We do not knowingly collect personal information from children.
13. Links to other sites
If our site links to a third party site, that site has its own privacy notices. We are not responsible for their practices.
14. Changes to this policy
We may update this policy from time to time. If the change is material, we will provide notice. The updated policy applies when posted on the site with a new date.
15. Region specific notes
Quebec clients and employees. If you have employees in Quebec, Law 25 imposes additional requirements. We support clients with reasonable contractual, technical, and organizational measures. Contact us if you need a confidentiality agreement for communication of personal information outside Quebec, or other Law 25 terms.
Marketing emails in Canada. We follow Canada’s Anti Spam Legislation. You can unsubscribe from marketing emails at any time. Service emails that relate to your account or transactions are not marketing.
Contact
Questions or concerns about this Privacy Policy can be sent to
legal@advancedpayrollsolutions.ca.
