Privacy Policy

Effective date: October 15, 2026
Supersedes: the policy dated October 14, 2026

www.numinor.ca (the "Site") and the Numinor client portal at app1-numinor.web.app (the "Portal") are owned and operated by Numinor Accounting ("Numinor", "we", "us"). Numinor can be contacted at:

hello@numinor.ca
22 King St S Suite #300, Waterloo, ON N2J 1N8

Purpose and scope

The purpose of this privacy policy (this "Privacy Policy") is to inform users of the Site and clients who use the Portal of the following:

The personal data we collect, on the Site and in the Portal;
What we read from, and write to, an accounting platform a client connects;
How collected data is used;
Who has access to it, and where it is held;
The rights of Site users and Portal users; and
The Site's cookie policy.

This Privacy Policy applies in addition to our terms of service. Our security page describes the technical and organizational measures behind the commitments made here.

By using the Site or the Portal, users agree that they consent to:

The conditions set out in this Privacy Policy; and
The collection, use, and retention of the data listed in this Privacy Policy.

Where a specific use needs its own consent — connecting an accounting platform, or taking part in anonymized benchmarking — we ask for it separately, in the Portal, and record the answer. You can withdraw either at any time; see Access, modify, delete.

Personal data we collect

We only collect data that helps us achieve the purpose set out in this Privacy Policy. We will not collect any additional data beyond the data listed below without notifying you first.

On the Site

When you use the Site's forms, we may collect:

First and last name, email address, and phone number, through the contact form;
Email address, when you subscribe to a newsletter or download a resource; and
Name, email address, and the time you choose, when you book a call.

In the Portal

The Portal is invite-only. There is no public sign-up, and clients sign in through a link emailed to them rather than a password. When you use it, we collect:

Identity and sign-in. Your name, your email address, and a record of when you signed in.
Business details. The information needed to keep your books and file on your behalf: legal name, province, GST/HST registration and number, fiscal year end, and the terms of your engagement with us.
Receipts and documents. The receipt images, invoices, bank and card statements, and other documents you upload, and the figures our team extracts from them — vendor, date, amounts, and the sales-tax breakdown — together with the review history behind each one.
Accounting data. What we read from your accounting platform, described in the next section.
Documents emailed to the Portal. The documents attached to a message sent to a client's Numinor address, once we accept them, kept with the client's other documents. We keep no message's subject or body. For each message we also keep a record of its arrival: the sender's address as the message gave it, even when we refused the message or could not confirm who sent it, and each attachment's name, type and size. The sender is often not our client — a supplier, or someone who had the address — and this record is all we keep about them.
Messages and requests. Questions you ask through the Portal, our replies, and the requests we send you for missing documents.
Invoices you send to your customers. Not yet: emailing an invoice raised in the Portal to your customer. When it is switched on, we will keep the address you send each invoice to, the PDF copy of the invoice in Canada (Montreal) with the invoice itself, and a record of when the link in each email was opened — never from where: we keep no IP address or location for the person who opens it. This sentence is replaced the day it is switched on.
Payments your customers make online. Not yet: letting your customers pay an invoice raised in the Portal online, through Stripe (described under Who we share data with). When it is switched on, we will keep a record of each payment made on an invoice: when it was made, for which invoice, how much, by which kind of method — a card or a bank debit, never its number — and what became of it, in Canada (Montreal) with the invoice itself. This sentence is replaced the day it is switched on.
An audit trail. A record of what was done to your records, by whom, and when — every approval, correction, export, and change of status. This is a professional-practice requirement and is what lets us answer "why was this filed this way" a year later.

Your accounting platform

Clients who keep their books in QuickBooks Online can connect their company file to the Portal. The connection is made through Intuit's own consent screen, using the accounting scope only. We hold a credential that lets the Portal act on that consent; we never see or store your QuickBooks password.

What we read. Company information, including the company name and home currency; the chart of accounts; the general ledger and profit-and-loss reports; customers, vendors, products and services, sales-tax codes and rates, and currencies; and open invoices and bills. A copy of these records is kept in our systems so that the Portal can show you your figures, match receipts to the transactions they document, and reconcile our work against your books.

What we write. Only what a person at Numinor or a person at your business has asked for: an expense from a receipt our team has approved, with the receipt image attached to it in your company file, an invoice or bill raised in the Portal (or its cancellation), and, where it has been switched on for your business, a correction to a transaction already in your books, described below. Nothing is written to your company file automatically or without review. Your accounting platform remains the book of record; the Portal is a working copy of it.

Corrections to a transaction already in your company file. Where it has been switched on for your business, our team can apply an answer you gave to a question we asked about a transaction already in your books to that transaction in your company file: the account one of its lines is recorded to (unless the line takes its account from a product or service), the class of a line, or the supplier of a purchase or of a bill with no payment against it. A tax code is never changed from the Portal, because in your accounting platform a new tax code changes the transaction's total; a tax code is corrected in your accounting platform itself, with the receipt or the supplier's invoice in hand. A person at Numinor approves each correction before it is written, and it is written only if the transaction has not changed since the correction was prepared, and never into a month that has been closed in the Portal or in your company file. We never add a supplier or a class to your company file to make a correction. A model may draft one, but never writes one, and nothing is written automatically. Each correction is recorded in the audit trail with who approved it and what it changed, and it is switched on separately for each client. Not yet: reclassifying transactions and posting an adjusting journal entry, which will follow the same rules and will each be switched on separately. This sentence is replaced the day the first of them is switched on.

Not yet: payments your customers make online. When paying an invoice through Stripe is switched on, a payment Stripe confirms will be recorded in your company file as a payment against the invoice it paid. Whether a person at Numinor reviews each one before it is written has not yet been decided, and the sentence that replaces this one will say. This sentence is replaced the day it is switched on.

Ending the connection. You can revoke the Portal's access at any time from the Connected Apps page in your Intuit account, or by asking us. When a connection ends we revoke our credential and stop reading. The copy already in your engagement records stays as part of the work we did for you, subject to the retention period below.

Other accounting platforms are used at a client's direction and under that platform's own terms; where the Portal connects to one in future, this section will be updated to describe it.

How we use personal data

Data collected on the Site or in the Portal will only be used for the purposes specified in this Privacy Policy or indicated on the relevant pages. We will not use your data beyond what we disclose here.

Site data is used for communication: replying to your enquiry, sending what you subscribed to, and holding the call you booked.

Portal data is used to deliver the services you engaged us for:

Keeping your books, preparing your sales-tax and income-tax filings, and producing the reports you see in the Portal;
Reading uploaded receipts and documents with automated assistance — described under Automated document processing — with every result checked by a member of our team before it reaches your books;
Drafting plain-language commentary and answers over figures we have already computed; a model never produces a figure, and every number it writes is checked against the list it was given;
Answering your questions, and routing a question that needs professional judgement to a person rather than to software; and
Benchmarking, only if you opt in: with your recorded consent, your figures may be included in anonymized, aggregated comparisons across businesses like yours. A comparison is never shown for a group of fewer than eight businesses, and a client who has not opted in is never included.

Emails we send from the Portal — invitations, sign-in links, and notifications that a report is ready or a message is waiting — carry a link into the Portal and never the record itself. No amount, vendor, tax figure, or attachment goes into an email, because a mailbox is a copy we do not control.

Employees

We may disclose user data to any member of our organization who reasonably needs access to user data to achieve the purposes set out in this Privacy Policy.

Service providers and sub-processors

We use a small number of third-party service providers to deliver the Site, the Portal, and our services. These providers process personal data only on our instructions and under written agreements that require appropriate safeguards. Material sub-processors currently include:

Google Cloud and Firebase (Google LLC) — hosts the Site and the Portal and provides the database, file storage, sign-in, secret storage, and processing behind the Portal. Where each kind of data is held is set out under Where data is held.
Anthropic, PBC — automated document processing. Receipts and documents you upload are read by Anthropic's Claude models, which extract the vendor, date, amounts, and sales-tax breakdown of a receipt and decide what kind of document each upload is. A document is read whole to decide that, so a tax slip, a statement or an agreement you upload is read too. The same models draft commentary, answers to your questions, and notes for our staff on why an account changed, over figures we compute; those figures can name the businesses and people you pay or who pay you, and on a payroll account that includes your employees and what they were paid. Anthropic processes this content in the United States, under commercial terms that exclude it from being used to train models and that retain it only for a limited period. Every extraction is checked by a member of our team before it reaches your books — nothing is filed on a machine's say-so. A member of our staff may also connect Claude to Numinor to read the books of the firm's clients, read-only, from the firm's own Claude Team workspace, as described on our security page. What Claude reads goes to Anthropic in the United States under the same commercial terms, which also say how long Anthropic keeps it; a conversation in the workspace is kept there until it is deleted.
Mailgun (Sinch) — sends and receives the Portal's email, in a United States region. As described above, the messages we send carry links and never records; we keep a record of whether each message was delivered, and never its contents. Each client also has its own Numinor address for sending documents into the Portal by email, accepting mail only from the client's own Portal users and the senders we add at the client's request. What is emailed to it passes through Mailgun in the United States, attachments included, on its way to Canada (Montreal), where the documents we accept are kept with the client's other documents. Mailgun keeps none of a message's content once it has passed it to us, only a record of the delivery. Not yet: emailing an invoice to a client's customer. When it is switched on, Mailgun will carry each such email, with the client's name, the invoice number, the due date and a link to the invoice, and, for a client who switches it on, a PDF copy of the invoice attached — the one exception to links, never records, and a copy in the customer's mailbox that nobody can recall once sent. This sentence is replaced the day it is switched on.
Intuit Inc. (QuickBooks Online) — the accounting platform a client connects, at the client's direction, as described under Your accounting platform. Data we write to your company file, including the receipt images attached to expenses we post, is held by Intuit under your own agreement with them.
Stripe — not yet a sub-processor. When paying an invoice online is switched on, a client who chooses to will be able to connect its own Stripe account, under its own agreement with Stripe, and its customers will be able to pay the client's invoices by card or by pre-authorized debit on Stripe's own payment page. Stripe will then be a sub-processor for the clients who connect it. We will send Stripe only an invoice's number, the amount and currency, and our own references to the client and the invoice — never the invoice's lines, its notes, or the customer's contact details. Card and bank account numbers are typed by the customer on Stripe's page and never reach Numinor. The money is paid into the client's own Stripe account and paid out by Stripe to the client's bank: Numinor never holds it, takes no part of a payment, and never moves money out of a client's account. What a customer enters on Stripe's page is held by Stripe under its own privacy policy, which says that Stripe transfers what it collects about Canadian residents to data centres in the United States. This entry is replaced the day it is switched on.
Formspree — processes contact-form submissions from the Site.
Kit (ConvertKit) — newsletter and email list management for the Site.
Cal.com — the booking calendar embedded on the Site.
Google Ads (Google LLC) — conversion measurement on the Site, as described under Cookie policy. It receives nothing from the Portal.

Because some sub-processors are located outside Canada, personal data you submit may be transferred to and stored in jurisdictions including the United States. We rely on appropriate contractual safeguards with each provider. If you have questions about a specific transfer, contact our privacy officer below.

Other disclosures

We will not sell or share your data with other third parties, except in the following cases:

If the law requires it;
If it is required for any legal proceeding;
To prove or protect our legal rights; and
To buyers or potential buyers of this company in the event that we seek to sell the company.

If you follow hyperlinks from the Site to another site, please note that we are not responsible for and have no control over their privacy policies and practices.

Where data is held

We would rather be specific than reassuring. A region is fixed when a system is created rather than chosen per client.

Canada (Montreal): your accounting records and the copy of your books, extracted figures, review history, messages, invoices and bills raised in the Portal, the audit trail, the credential for a connected accounting platform, uploaded receipt and document images and the packages assembled from them, the PDF copy of each monthly report, and the backups and prior versions of all of these. Every uploaded file is checked for viruses in Montreal too, by a scanner that keeps nothing. Files uploaded before October 4, 2026 were copied to Montreal that day, and their original copies in the United States have been deleted.
United States: sign-in data such as email addresses, the processing described under Anthropic and Mailgun above, and what a Claude assistant connected by a member of our staff reads from the Portal, which Anthropic processes there.

If an engagement requires Canadian-only storage, raise it before signing and we will confirm in writing whether we can meet it.

How long we keep personal data

Data collected on the Site is kept until the purpose it was collected for has been achieved, and you will be notified if it is kept for longer.

Records kept in the Portal are retained for as long as needed to deliver the services and to meet legal and professional obligations. Tax-related records — receipts, the figures extracted from them, the copy of your books, and the audit trail — are held for seven years from the end of the tax year they relate to, consistent with CRA recordkeeping requirements. We may keep a record longer where the law requires it or where a legal hold applies, and we will tell you if that is the case.

The record of each message sent to a client's Numinor address — the sender's address and each attachment's name, type and size — is deleted thirteen months after the message arrived. The documents we accepted from it are kept as the client's other documents are.

After the retention period expires, records are deleted from production systems and roll off backups within their retention window. On termination of an engagement, your records can be returned in standard formats on request.

How we protect your personal data

Data is encrypted in transit and at rest. Access to client records is limited to Numinor's staff accounts, which see the firm's clients; a client account can read only its own records. Every approval, correction, rejection, reopening, export, connection and disconnection is written to an audit log with who did it and when, and clients sign in through an emailed link rather than a password. Our employees are bound by strict confidentiality agreements and a breach of that agreement would result in the employee's termination. The full description of our practices — encryption, access control, monitoring, incident response, and vendor management — is on our security page.

While we take all reasonable precautions to ensure that user data is secure and that users are protected, there always remains the risk of harm. The Internet as a whole can be insecure at times and therefore we are unable to guarantee the security of user data beyond what is reasonably practical.

Children

We do not knowingly collect or use personal data from children under 13 years of age. If we learn that we have collected personal data from a child under 13 years of age, the personal data will be deleted as soon as possible. If a child under 13 years of age has provided us with personal data their parent or guardian may contact our privacy officer.

How to access, modify, delete, or challenge the data collected

If you would like to know if we have collected your personal data, how we have used your personal data, if we have disclosed your personal data and to whom we disclosed your personal data, or if you would like your data to be deleted or modified in any way, please contact our privacy officer here:

Daniel Madison
hello@numinor.ca
22 King St S Suite #300, Waterloo, ON N2J 1N8

You may withdraw consent to a connected accounting platform or to benchmarking at any time, by asking us or, for a connected platform, from the platform's own connected-apps page. Withdrawal does not affect processing that took place before it, and records we are required by law to keep are retained as described above. You also have the right to complain to the Office of the Privacy Commissioner of Canada and, if you are in Quebec, to the Commission d'accès à l'information du Québec.

Cookie policy

A cookie is a small file, stored on a user's device by a website. You can choose to be notified each time a cookie is transmitted, or disable cookies entirely in your browser, but this may decrease the quality of your user experience.

We use the following types of cookies on the Site:

Functional cookies remember selections you make on the Site so that they are kept for your next visit;
Advertising measurement cookies are set by Google when you arrive at the Site from one of our advertisements or complete a form, so that we can tell which advertisements lead to enquiries. These are third-party cookies and are governed by Google's own policies; and
Third-party cookies may also be set by the booking calendar embedded on the Site.

The Portal sets only what is needed to keep you signed in. It uses no advertising or analytics cookies.

Modifications

This Privacy Policy may be amended from time to time in order to maintain compliance with the law and to reflect any changes to our data collection process. When we amend this Privacy Policy we will update the "Effective Date" at the top of this Privacy Policy. We recommend that our users periodically review our Privacy Policy to ensure that they are notified of any updates. If necessary, we may notify users by email of changes to this Privacy Policy.

Contact information

If you have any questions, concerns or complaints, you can contact our privacy officer, Daniel Madison, at: