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.
Consent
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.
- Messages and requests. Questions you ask through the Portal, our replies, and the requests we send you for missing documents.
- 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, and an invoice or bill raised in the Portal (or its cancellation). 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.
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.
Who we share personal data with
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; the same models draft commentary and answers over figures we compute. 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.
- Mailgun (Sinch) — sends the Portal's email, from a United States region. As described above, those messages carry links and never records; we keep a record of whether each message was delivered, and never its contents.
- 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.
- 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
Our systems run in both Canadian and United States regions, and 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, and the backups of all of these.
- United States: uploaded receipt and document images and the packages assembled from them; the PDF copy of each monthly report; sign-in data such as email addresses; and the processing described under Anthropic and Mailgun above.
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.
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.
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:
hello@numinor.ca
22 King St S Suite #300, Waterloo, ON N2J 1N8