Legal

Privacy Policy & Terms of Service

Effective May 30, 2026. These documents govern your relationship with VertAcc Solutions Inc. and your use of vertacc.com and our services.

Part A

Privacy Policy

Compliant with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA).

Introduction and scope

VertAcc Solutions Inc. (“VertAcc,” “we,” “us,” or “our”) respects your privacy and is committed to protecting your personal information. This Privacy Policy describes how we collect, use, disclose, transfer, retain, and safeguard personal information when you visit vertacc.com (the “Site”), communicate with us, or engage our services (collectively, the “Services”).

This Policy applies to all visitors, prospective clients, current clients, and other individuals whose personal information we process. It supplements — and does not replace — any engagement-specific privacy or confidentiality terms set out in a written engagement letter between you and VertAcc.

Information we collect

We collect personal information in the following ways:

a) Information you provide directly

Identity information (name, title, employer, professional designations)
Contact information (email address, phone number, mailing address)
Business information (company name, industry, jurisdiction, structure, size)
Financial information you authorize us to access (bank records, ledgers, tax filings, invoices, payroll data, supporting documentation)
Communications with us (form submissions, email, telephone, video calls, recorded meetings where consented)

b) Information collected automatically

Device and connection data (browser type and version, operating system, IP address, time zone, language preferences). IP address is used for security, abuse detection, and rate-limiting of public API endpoints (including the Verta AI chat and contact forms)
Usage data (pages viewed, time on site, navigation paths, referring URLs, interaction events)
First-party cookie and session identifiers (see Section 10)

c) Information from Verta AI chat interactions

Verta AI is the conversational assistant available on this site. When you interact with Verta AI:

Your messages are processed in real time by VertAcc’s AI provider (Anthropic) solely for the purpose of generating responses; messages are not used to train third-party foundation models
Chat conversations are not persistently stored by VertAcc unless you choose to hand off to our team via the in-chat form. In that case, the recent transcript (up to the last 30 turns) is transmitted to our team along with your contact details so they can pick up where Verta left off
Transcripts shared on handoff are retained with the same record-retention rules described in Section 6 of this Policy and may be reviewed by our team for quality assurance and follow-up
You can request deletion of transcripts and any associated identifying information at any time using the rights described in Section 7

d) Information received from third parties

Public sources (corporate registries, securities filings, news media, professional networks)
Service integrations authorized by you (accounting software, banking platforms, payment processors)
Service providers acting on our behalf (identity verification, fraud prevention, communications infrastructure)
Referrals from existing clients and professional networks

How we use your information

We use personal information only for purposes that are reasonable and consistent with the circumstances under which it was collected, including:

Providing, performing, maintaining, and improving the Services
Processing payments and managing client billing
Communicating with you about engagements, deliverables, service updates, and inquiries
Complying with our legal, regulatory, and professional obligations, including tax-record retention
Establishing, exercising, or defending legal claims
Detecting, preventing, and addressing fraud, security incidents, and technical issues
Conducting business analytics, training, and quality assurance
Sending occasional service communications and, where you have opted in, marketing communications you can opt out of at any time

Information sharing and disclosure

We do not sell your personal information. We disclose personal information only in the following circumstances:

Service providers: third-party vendors that perform services on our behalf (cloud infrastructure, payment processing, secure document storage, email and communications, analytics) and are bound by written confidentiality and data-protection obligations
Professional advisors: our lawyers, accountants, auditors, and insurers, where reasonably required
Government and regulatory authorities: when disclosure is required by law, court order, subpoena, or by a regulatory authority with jurisdiction (including the Canada Revenue Agency)
Business transfers: in connection with a contemplated or completed merger, acquisition, financing, restructuring, or sale of assets, subject to confidentiality obligations on recipients
With your consent or at your direction: with third parties you authorize, including counterparties in transactions we facilitate
To protect rights and safety: where reasonably necessary to protect our rights, property, or safety, or the rights, property, or safety of our clients or others

Data retention

We retain personal information for only as long as is reasonably necessary to fulfill the purposes for which it was collected, including to satisfy any legal, accounting, regulatory, or reporting requirements.

Engagement-related records — including financial documents, tax filings, working papers, and correspondence — are retained for a minimum of seven (7) years from the end of the relevant tax year or engagement, in accordance with requirements under the Canadian Income Tax Act and the Excise Tax Act.

When personal information is no longer required, it is securely destroyed, erased, or anonymized in accordance with our internal retention schedule.

Data security

We implement reasonable administrative, physical, and technical safeguards to protect personal information against loss, theft, unauthorized access, disclosure, copying, use, or modification:

Encryption of personal information in transit using industry-standard protocols and at rest using strong cryptographic standards
Role-based access controls and multi-factor authentication for personnel
Background checks and confidentiality obligations for all personnel and contractors
Regular security assessments, vulnerability management, and patching
Vendor security reviews and contractual data-protection obligations on service providers
Documented incident-response procedures

No method of transmission over the Internet or method of electronic storage is one-hundred percent secure. While we take commercially reasonable measures to protect personal information, we cannot guarantee its absolute security.

Your rights under PIPEDA

Under the Personal Information Protection and Electronic Documents Act (Canada), and applicable provincial privacy legislation, you have the right to:

Access: request a copy of the personal information we hold about you
Correction: request correction or update of inaccurate or incomplete information
Withdrawal of consent: withdraw consent to our processing of your personal information, subject to legal and contractual restrictions; withdrawal may affect our ability to provide certain Services
Challenge: challenge our compliance with this Policy or applicable privacy law
Complaint: file a complaint with the Office of the Privacy Commissioner of Canada or your provincial privacy commissioner

Requests should be submitted in writing to info@vertacc.com. We will respond within thirty (30) days. In some cases we may require additional information to verify your identity before acting on your request.

International data transfers

Some of our service providers may store or process personal information outside Canada, including in the United States and the European Union. When personal information is transferred outside Canada, it is subject to the laws of that jurisdiction and may be accessible to its courts, law enforcement, and national security authorities.

We require all such service providers to maintain a comparable level of protection through written contracts that include standard data-protection terms consistent with PIPEDA. You may contact us for more information about the safeguards we use.

Automated tools and supporting technologies

In delivering the Services, we use a range of supporting technologies, which may include accounting software, secure document portals, communication tools, analytics platforms, and artificial-intelligence assistants used to support — but not replace — professional judgment exercised by our team.

Where supporting technologies process personal information, they do so under written confidentiality and data-protection obligations. Personal information is not used to train third-party general-purpose models. Any decisions affecting your engagement are reviewed and approved by qualified personnel.

Cookies and similar technologies

The Site uses first-party cookies and similar technologies to operate the Site, remember your preferences, maintain session integrity, and analyze aggregate usage. We do not use third-party advertising cookies and do not sell visitor data to advertising networks.

You may control cookies through your browser settings. Disabling cookies may affect the functionality of some parts of the Site.

Children's privacy

The Services are directed to businesses and individuals over the age of majority. We do not knowingly collect personal information from individuals under the age of eighteen (18). If you believe a child has provided personal information to us, please contact us so we can take appropriate action.

Changes to this Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. Material changes will be communicated by posting the updated Policy on the Site with a revised effective date. Your continued use of the Site or Services after changes take effect constitutes acceptance of the updated Policy.

Contact us

Questions, requests, or concerns regarding this Policy or our handling of personal information may be directed to our Privacy Officer:

VertAcc Solutions Inc.

Attention: Privacy Officer

1 Rideau Street, Suite 700

Ottawa, ON K1N 8S7

Canada

Email: info@vertacc.com

Phone: +1 (613) 366-7096

Part B

Terms of Service

Governing your use of vertacc.com and our Services.

Acceptance of these Terms

By accessing or using the Site or engaging the Services, you agree to be legally bound by these Terms of Service (the “Terms”) and the Privacy Policy set out in Part A. If you do not agree to these Terms, do not use the Site or the Services.

These Terms apply to all visitors, prospective clients, and clients of VertAcc Solutions Inc.. Where a written engagement letter has been executed between you and VertAcc, the engagement letter prevails in the event of any conflict with these Terms in respect of that engagement.

Scope of services and limitations

VertAcc provides bookkeeping, tax preparation and filing, financial reporting, advisory and consulting services, software implementation, marketing services, legal coordination, and tokenization and digital-asset infrastructure services. The specific scope of services for any engagement is set out in a written engagement letter executed before the commencement of work.

Professional designation: VertAcc is not a Chartered Professional Accountant (CPA) firm. We do not perform audit, review, or other assurance engagements, and we do not hold ourselves out as licensed public accountants. Engagements requiring assurance services or CPA-restricted work are referred to qualified third-party professionals in our network.

Legal services: VertAcc does not provide legal advice. Legal coordination provided as part of our Services is supported by licensed counsel in our network. Engagement of legal counsel is subject to separate retainer agreements between you and that counsel.

Engagement process

Engagements with VertAcc proceed as follows:

Initial consultation and scoping discussion
Execution of a written engagement letter setting out scope, deliverables, fees, timeline, and conditions
Client onboarding, identity verification, and information collection
Service delivery in accordance with the engagement letter
Reporting, communication, and ongoing engagement management

No engagement is binding on VertAcc until the engagement letter has been executed by an authorized representative of VertAcc.

Pricing, fees, and payment

Pricing displayed on the Site, in calculators, in proposals, or in marketing materials is indicative only and does not constitute a binding offer. Final pricing is set in the engagement letter and may vary based on complexity, transaction volume, frequency, jurisdiction, scope changes, and other factors identified during scoping.

Unless otherwise provided in the engagement letter, invoices are payable within thirty (30) days of issuance. Past-due amounts accrue interest at the rate of one and one-half percent (1.5%) per month (eighteen percent (18%) per year), compounded monthly, or the maximum rate permitted by applicable law, whichever is lower.

We reserve the right to suspend Services or withhold deliverables in the event of unpaid invoices, subject to any notice requirements set out in the engagement letter or applicable law.

Client responsibilities

You agree to:

Provide complete, accurate, and timely information and documentation reasonably required for the Services
Maintain the confidentiality and security of any credentials, access tokens, or other authentication information we provide
Comply with all applicable laws, regulations, and contractual obligations applicable to your business
Respond promptly to information requests and review and approve deliverables within reasonable timeframes
Notify us promptly of any material change to your business, ownership, structure, jurisdiction, or other circumstances relevant to the engagement
Refrain from using the Site or Services for any unlawful, fraudulent, infringing, or otherwise unauthorized purpose

We rely on the accuracy and completeness of information you provide. We are not responsible for errors, omissions, penalties, interest, assessments, or other consequences arising from inaccurate, incomplete, or untimely information.

Confidentiality

Each party (the “Receiving Party”) agrees to maintain in confidence all non-public information disclosed by the other party (the “Disclosing Party”) in connection with the Services, and to use such information solely for the purpose of performing or receiving the Services. This obligation continues indefinitely with respect to information designated as confidential.

The Receiving Party may disclose confidential information:

To its professional advisors, employees, contractors, and service providers under written confidentiality obligations and on a need-to-know basis
Where required by law, court order, regulatory authority, or professional obligation
With the prior written consent of the Disclosing Party

This Section does not limit confidentiality obligations set out in any executed engagement letter, which may be more extensive.

Intellectual property

a) VertAcc materials

All Site content, software, designs, templates, methodologies, working papers, frameworks, technical infrastructure, proprietary processes, brand assets, and other materials developed by or for VertAcc remain the exclusive property of VertAcc and its licensors. No license is granted by these Terms, except for a limited, revocable, non-transferable, and non-exclusive licence to view and use the Site for its intended purpose.

b) Client materials

All data, records, documents, and information you provide to us remain your property. We use such information solely for the purposes set out in the engagement letter and this Privacy Policy.

c) Work product

Specific work product produced by VertAcc for you under an engagement (such as financial statements, tax filings, reports, models, or designs) is licensed to you for your internal business use upon receipt of full payment for the engagement, subject to the terms of the engagement letter. VertAcc retains all rights, title, and interest in any underlying methodologies, templates, frameworks, and know-how.

Disclaimer of warranties

The Site, all content, calculators, indicative pricing, and materials are provided on an “as is” and “as available” basis. To the maximum extent permitted by applicable law, VertAcc disclaims all warranties, conditions, and representations of any kind, whether express, implied, statutory, or otherwise, including any warranties of merchantability, fitness for a particular purpose, non-infringement, accuracy, completeness, availability, or uninterrupted operation.

Without limiting the foregoing, indicative estimates, calculator outputs, and pricing examples are provided for illustrative purposes only and do not constitute professional advice or binding offers. Engagements are subject to scoping, conflict checks, identity verification, and acceptance by VertAcc.

Limitation of liability

To the maximum extent permitted by applicable law:

In no event shall VertAcc, its directors, officers, shareholders, employees, contractors, agents, or affiliates be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, including loss of profits, revenue, goodwill, data, or business opportunity, even if advised of the possibility of such damages.
The aggregate liability of VertAcc for any and all claims arising out of or in connection with the Services shall not exceed the fees actually paid by you to VertAcc for the specific engagement giving rise to the claim during the twelve (12) months immediately preceding the event giving rise to the claim.
These limitations apply regardless of the theory of liability, whether in contract, tort (including negligence), strict liability, statute, or otherwise, and survive termination of these Terms.

Some jurisdictions do not permit the exclusion or limitation of certain damages. To the extent any such limitation is held to be unenforceable, the affected limitation shall apply to the maximum extent permitted by applicable law.

Indemnification

You agree to defend, indemnify, and hold harmless VertAcc and its directors, officers, shareholders, employees, contractors, agents, and affiliates from and against any and all claims, demands, damages, obligations, losses, liabilities, costs, and expenses (including reasonable legal fees and disbursements) arising out of or in connection with:

Your use of the Site or the Services
Your breach of these Terms or any executed engagement letter
Your violation of any applicable law, regulation, or right of any third party
Any inaccurate, incomplete, or misleading information you provide to us
Any third-party claim arising from your acts or omissions

Term, suspension, and termination

These Terms remain in effect for as long as you access the Site or receive Services. Engagement-specific terms (including term, renewal, and termination rights) are governed by the executed engagement letter.

We may suspend or terminate your access to the Site at any time, with or without notice, where we reasonably believe you have breached these Terms, presented a security or legal risk, or otherwise acted in bad faith.

Termination does not relieve either party of obligations accrued prior to termination, including outstanding fees, costs, and expenses. Sections that by their nature should survive termination (including confidentiality, intellectual property, disclaimers, limitations of liability, indemnification, and governing law) survive termination of these Terms.

Governing law and jurisdiction

These Terms, the Privacy Policy, the Site, and any engagement with VertAcc are governed by and construed in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable therein, without regard to conflict of laws principles.

You and VertAcc submit to the exclusive jurisdiction of the courts located in Ottawa, Ontario, for the resolution of any dispute, claim, or proceeding arising out of or in connection with these Terms, the Privacy Policy, or any engagement, except where applicable consumer-protection law provides otherwise.

Dispute resolution

The parties agree to attempt in good faith to resolve any dispute arising out of or in connection with these Terms, the Privacy Policy, or any engagement through direct, senior- level negotiation before initiating formal proceedings.

If the dispute is not resolved within thirty (30) days of written notice from one party to the other, the parties may proceed to mediation, arbitration, or court proceedings, as they may agree or as otherwise permitted under these Terms and applicable law.

Assignment

You may not assign, transfer, or delegate your rights or obligations under these Terms, in whole or in part, without our prior written consent. Any purported assignment in violation of this Section is void.

VertAcc may assign or transfer its rights and obligations under these Terms in connection with a merger, acquisition, reorganization, financing, or sale of all or substantially all of its assets, without notice or consent.

Force majeure

Neither party shall be liable for any delay or failure to perform under these Terms or any engagement letter to the extent caused by events beyond its reasonable control, including acts of God, natural disasters, war, terrorism, civil unrest, labour disputes, governmental action, supply-chain failures, utility outages, internet or telecommunications failures, pandemics, or epidemics. The affected party shall use commercially reasonable efforts to mitigate the impact and resume performance.

Modifications to these Terms

We may modify these Terms or the Privacy Policy at any time. Material changes will be communicated by posting the updated documents on the Site with a revised effective date. Your continued use of the Site or the Services following any such change constitutes your acceptance of the updated Terms or Privacy Policy.

Severability and waiver

If any provision of these Terms is held to be invalid, unenforceable, or contrary to applicable law, that provision shall be deemed modified to the minimum extent necessary to make it enforceable, or, if it cannot be so modified, severed from these Terms. The remaining provisions remain in full force and effect.

No failure or delay by VertAcc to exercise any right or remedy shall operate as a waiver of that right or remedy. A waiver of any right or remedy is effective only if given in writing.

Entire agreement

These Terms, together with the Privacy Policy and any executed engagement letter and other agreements expressly incorporated by reference, constitute the entire agreement between you and VertAcc with respect to the Site and the Services, and supersede all prior or contemporaneous communications and proposals, whether oral or written.

Notices

Notices to VertAcc must be sent in writing to 1 Rideau Street, Suite 700, Ottawa, ON K1N 8S7, Canada, or to info@vertacc.com. Notices to you may be sent to the contact information you have provided to us. Notices are deemed received upon delivery in the case of personal delivery, upon transmission in the case of email, and three (3) business days after mailing in the case of registered mail.

Contact