REAL FILE CPA – CROSS-BORDER TAX SERVICES
Last updated: December 17, 2025
This Privacy Policy describes Our policies and procedures on the collection, use and disclosure of Your information when You use the Service and tells You about Your privacy rights and how the law protects You.
We use Your Personal data to provide and improve the Service. By using the Service, You agree to the collection and use of information in accordance with this Privacy Policy.
Interpretation and Definitions
Interpretation
The words of which the initial letter is capitalized have meanings defined under the following conditions.
The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.
Definitions
For the purposes of this Privacy Policy:
- You means the individual accessing or using the Service, or the company, or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.
- Company (referred to as either “the Company”, “We”, “Us” or “Our” in this Agreement) refers to Real File CPA.
- Affiliate means an entity that controls, is controlled by or is under common control with a party, where “control” means ownership of 50% or more of the shares, equity interest or other securities entitled to vote for election of directors or other managing authority.
- Account means a unique account created for You to access our Service or parts of our Service.
- Website refers to Real File CPA, accessible from www.realfilecpa.com
- Service refers to the Website and our professional tax services.
- Country refers to: Canada and United States
- Service Provider means any natural or legal person who processes the data on behalf of the Company. It refers to third-party companies or individuals employed by the Company to facilitate the Service, to provide the Service on behalf of the Company, to perform services related to the Service or to assist the Company in analyzing how the Service is used.
- Personal Data is any information that relates to an identified or identifiable individual.
- Client Data refers to tax-related information including but not limited to: T1 personal tax returns, T2 corporate tax returns, Form 5471, Form 5472, FBAR disclosures, state and provincial tax filings, social security numbers, employer identification numbers, and other information necessary for tax compliance.
- Cookies are small files that are placed on Your computer, mobile device or any other device by a website, containing the details of Your browsing history on that website among its many uses.
- Usage Data refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself.
Collecting and Using Your Personal Data
Types of Data Collected
Personal Data
While using Our Service, We may ask You to provide Us with certain personally identifiable information that can be used to contact or identify You. Personally identifiable information may include, but is not limited to:
- Email address
- First name and last name
- Phone number
- Address, State, Province, ZIP/Postal code, City
- Usage Data
Client Tax Data
As a professional tax services firm specializing in cross-border US-Canada tax compliance, we collect and process sensitive tax information including:
- Social Insurance Numbers (SIN) and Social Security Numbers (SSN)
- Employer Identification Numbers (EIN)
- Canadian and US tax returns (T1, T2, Form 1040, Form 1120, etc.)
- Information returns (T5471, Form 5471, Form 5472, T1134, etc.)
- FBAR (FinCEN Form 114) information
- GILTI calculations and foreign tax credit documentation
- Emigration and immigration tax records
- Provincial and state tax information
- Business financial statements and supporting documentation
- Banking and investment account information
Usage Data
Usage Data is collected automatically when using the Service.
Usage Data may include information such as Your Device’s Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that You visit, the time and date of Your visit, the time spent on those pages, unique device identifiers and other diagnostic data.
Use of Your Personal Data
The Company may use Personal Data and Client Data for the following purposes:
- To provide tax services: To prepare, file, and manage your US and Canadian tax returns and related compliance requirements.
- To comply with regulatory obligations: To meet requirements imposed by the CRA (Canada Revenue Agency), IRS (Internal Revenue Service), and state/provincial tax authorities.
- To maintain our Service: Including monitoring usage and improving our client portal and service delivery.
- To manage Your Account: The Personal Data You provide gives You access to different functionalities of the Service available to You as a registered client.
- To contact You: To contact You by email, telephone, or other forms of electronic communication regarding tax filings, deadlines, updates, or informative communications related to your tax matters.
- To manage Your requests: To attend and manage Your requests to Us.
Sharing of Your Personal Data
We may share your personal information in the following situations:
- With Tax Authorities: We share your tax information with the CRA, IRS, and applicable state/provincial authorities as required for tax filing and compliance purposes.
- With Service Providers: We may share Your information with Service Providers including our ERP system (Odoo), automation platforms (N8N), cloud hosting services, and tax software providers to deliver our services.
- With Professional Advisors: When necessary for comprehensive client service, we may share information with your legal counsel, financial advisors, or other professional service providers with your consent.
- For Business transfers: In connection with any merger, sale of Company assets, financing, or acquisition.
- With Your Consent: We may disclose Your personal information for any other purpose with Your consent.
Retention of Your Personal Data
The Company will retain Your Personal Data and Client Tax Data in accordance with professional standards and legal requirements:
- CRA Requirements: Canadian tax records are retained for a minimum of 6 years from the end of the last tax year to which they relate.
- IRS Requirements: US tax records are retained for a minimum of 6-7 years, or longer if required for specific circumstances.
- Professional Standards: As professional accountants, we maintain records in accordance with CPA professional conduct guidelines.
- Usage Data: Generally retained for a shorter period except when used to strengthen security or improve functionality.
Transfer of Your Personal Data
Your information, including Personal Data and Client Tax Data, is processed at the Company’s operating offices and may be transferred between Canada and the United States as necessary for providing cross-border tax services.
Your consent to this Privacy Policy followed by Your submission of such information represents Your agreement to that transfer.
The Company will take all steps reasonably necessary to ensure that Your data is treated securely and in accordance with this Privacy Policy. All transfers comply with applicable Canadian and US privacy laws.
Security of Your Personal Data
The security of Your Personal Data and Client Tax Data is of utmost importance to Us. We implement industry-standard security measures including:
- Encrypted data transmission and storage
- Secure cloud hosting with access controls
- Multi-factor authentication for client portal access
- Regular security audits and updates
- Limited access to client information on a need-to-know basis
- Professional confidentiality obligations binding all staff
However, no method of transmission over the Internet or electronic storage is 100% secure. While We strive to use commercially acceptable means to protect Your Personal Data, We cannot guarantee its absolute security.
Disclosure of Your Personal Data
Regulatory and Legal Requirements
The Company may disclose Your Personal Data in good faith belief that such action is necessary to:
- Comply with tax laws and regulations in Canada and the United States
- Respond to valid requests by tax authorities (CRA, IRS, state/provincial agencies)
- Comply with a legal obligation or court order
- Protect and defend the rights or property of the Company
- Prevent or investigate possible wrongdoing in connection with the Service
- Protect against legal liability
Children’s Privacy
Our Service does not address anyone under the age of 13. We do not knowingly collect personally identifiable information from anyone under the age of 13. If You are a parent or guardian and You are aware that Your child has provided Us with Personal Data, please contact Us.
Links to Other Websites
Our Service may contain links to other websites including CRA, IRS, and other tax authority websites. We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.
Changes to this Privacy Policy
We may update our Privacy Policy from time to time. We will notify You of any changes by posting the new Privacy Policy on this page and updating the “Last updated” date.
You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.
Contact Us
If you have any questions about this Privacy Policy, You can contact us:
- By email: [admin@realfile.ca]
- By phone: [877-626-7363]
- By mail: [80 Tiverton Ct Ste Suite 802, Markham, ON L3R0G4]
Real File CPA is committed to protecting your privacy and maintaining the confidentiality of your tax information in accordance with professional standards and applicable privacy laws in Canada and the United States.