Terms & Conditions - DataLink

Definition

• Datalink is a document sharing service used exclusively for A-1 Bookkeeping Services Inc. All documents and data contained in DataLink is performed with the permission of A-1 Bookkeeping Services and used exclusively for their active clients while services are rendered.

• Any files uploaded to client DataLink accounts are accurate at the time of uploading based on the details provided by the client.  This excludes any outstanding documents yet to be processed by A-1 Bookkeeping Services Inc, outstanding questions or issues that are asked of the client by A-1 Bookkeeping Services Inc or any other factors that may not be included in those documents.

• Clients are advised that financials contained on their DataLink account may not be suitable to provide to a third party, used for filing Canada Revenue Agency returns or similar.

• A-1 Bookkeeping Services Inc does not employ chartered accountants, the reader is reminded that all postings are based on details provided by the client and may be partially incomplete at the time of uploading financials and other documents to DataLink.

Security

• DataLink accounts are stored on servers maintained by Amazon Web Services and hosted by Citrix operating as Sharefile. All data contained in DataLink is SSAE 16 certified and physical access to data on DataLink is tightly controlled. Servers hosting the data are firewall protected and regularly updated to ensure that all the latest security patches and updates are in place. Data is 128-bit RC4 encryption. In case of disaster, DataLink has multiple backup strategies in place to protect against loss of data. Files are frequently backed up to a disaster recovery data center and mirrored in real time to a secondary server location to ensure that service can be quickly resumed in the case of a disruption at an account's primary server location.

• A-1 Bookkeeping Services Inc employees undergo full local police department background checks and must sign an agreement which describes their use prior to beginning employment with the company. The agreement is used to maintain the privacy and security of account information.

• Former employees of A-1 Bookkeeping Services Inc are immediately restricted in access to DataLink and client files.

• Company policy prohibits employees from accessing accounts or client data except where it is deemed necessary only from the premises of A-1 Bookkeeping Services. All instances of logins, activity performed and location of access on DataLink is logged for security purposes by Citrix.

Privacy

• Clients who are permitted access to DataLink are provided a password which is known, controlled and provided by A-1 Bookkeeping Services Inc. Access to DataLink is permitted via the user entering their email address, password and agree to the Terms & Conditions of the use of DataLink.  Clients can not log into their DataLink account without first passing through the Terms and Conditions page.

• The password used for DataLink is the same password used for gaining access to Payroll Submission Forms on PayPass.

• The password for entering DataLink must be closely guarded by the user and any authorized users are not permitted. Authorized users are constituted as the staff of A-1 Bookkeeping Services Inc, it's clientele and 1 manager of the client's business. At no time is access to be permitted and password given to anyone outside of the "Authorized Users".

• Passwords can be changed by contacting A-1 Bookkeeping Services Inc during normal business hours at (506) 693-0123 or email us at admin@a-1bookkeeping.com. Changes can be made usually within 1 business day or sooner. Should a change in password be requested, then access to any password protected areas on the A-1 Bookkeeping Services payroll cloud service (PayPass) will be changed to the new password as well.

Data Deletion

• As previously detailed.  DataLink is a service for active clients of A-1 Bookkeeping Services.  In the event that the client is no longer with A-1 Bookkeeping Services Inc, the data contained on DataLink will be stored for 60 days following the official termination date.  Upon expiration of client’s access to their DataLink account, all files will be deleted from the account and are not recoverable by anyone at any time.

• The Official Termination Date is either the last day of the month for which bookkeeping was prepared or when notice was provided to the client or A-1 Bookkeeping Services Inc, which ever date is latest.

• It is the responsibility of the client to ensure that any financials necessary to be downloaded from DataLink is done prior to the client being deleted from DataLink.  Should financials be required following the 60-day period and the files have already been deleted from DataLink then an hourly fee will apply for any work performed on behalf of the client which must be paid up front prior to performing the work and/or releasing to the client.  In the event that paper copies are required then additional fees will apply along with any incidental costs.