Summary of Website Terms, Privacy & Communications Policy

Effective Date: 1 January 2026

Email	info@axilalliance.com
Phone / Fax	+1 905 206 1120 / +1 888 281 9556   |   Fax: +1 437 800 8866

Summary

This summary is provided for convenience only. The full policy below governs if there is any inconsistency.

What this policy covers

• Website terms of use, privacy practices, cookie and advertising technologies, communications (email, chat, SMS, telephone, voicemail, fax, social media, and chatbot), client portals, and key legal notices.

Client relationship and services

• Using the website or contacting Axil Alliance does not by itself create a client relationship.
• A professional relationship begins only when scope is confirmed in writing, usually through an engagement letter or written scope confirmation.
• You remain responsible for the accuracy and completeness of information you provide. Axil Alliance does not verify it unless specifically agreed.

Privacy and data handling

• Axil Alliance collects information you provide, information from authorized parties, and limited technical data such as IP address, browser details, and cookies.
• Information may be used to deliver services, manage relationships, meet legal and professional obligations, operate security controls, improve the website, and support approved communications.
• Data may be stored or processed using secure servers, cloud platforms, client portals, and software tools, including Microsoft 365/OneDrive and Google Workspace/Drive, depending on client needs.
• Information may be transferred internationally with safeguards and retained according to legal, regulatory, and professional requirements.

Cookies, analytics, and advertising

• The website uses cookies and similar technologies for essential functions, analytics, usability, and advertising measurement.
• You can manage cookies in your browser settings, but disabling them may affect features and stored preferences.

Email, chat, text messaging, telephone, and social media

• Providing contact details allows Axil Alliance to communicate regarding inquiries and services.
• Text message disclosures are included: message frequency varies, message and data rates may apply, reply STOP to opt out, and reply HELP for help.
• Email, chat, SMS, voicemail, and social media are not always secure and should not be used for highly sensitive information unless an appropriate secure method is requested.
• Calls are generally by appointment, voicemail is available, all calls are recorded, and unwanted or solicitation calls may be blocked and reported where applicable.

Microsoft Teams SMS compliance

• Mobile opt-in data is not sold and is not shared for marketing purposes.
• Any necessary sharing is limited to messaging providers that deliver messages on Axil Alliance’s behalf under confidentiality and security controls.

Chatbot and automated tools

• The website may offer a chatbot or similar automated tools for general questions, triage, and routing inquiries.
• Chatbot responses may be incomplete or inaccurate and are not professional advice.
• Chatbot conversations may be retained for recordkeeping, quality, security, compliance, and service improvement.

Deliverables, reports, and public use

• Draft reports and draft deliverables must not be relied upon; only final written deliverables confirmed by Axil Alliance may be relied upon.
• Deliverables are intended for the addressed client and purpose. Third-party use or reliance usually requires written consent.
• Use of Axil Alliance’s name, logos, trademarks, or public identification as accountant/auditor requires prior written consent unless required by law.

Legal notices

• Website content is general information only and not accounting, tax, legal, or other professional advice.
• The site is provided ‘as is’ and liability limits apply to website use, while service-specific terms may be governed by engagement documents.
• Standard clauses cover severability, entire agreement, no waiver, governing law, accessibility, language priority, and contact details.

 

Full Website Terms, Privacy & Communications Policy

Effective Date: 1 January 2026

1) Acceptance of This Policy

By accessing or using the Site, or by communicating with us electronically, you agree to this Policy. If you use the Site on behalf of an organization, you represent that you have authority to bind that organization.

If you do not agree, do not use the Site.

2) Changes to This Policy

We may update this Policy at any time by posting a revised version on the Site. The updated version is effective when posted. Continued use of the Site after changes are posted constitutes acceptance.

3) Our Services and Engagement Terms

3.1 No client relationship created by website contact

Accessing the Site, sending us an email, texting us, calling us, submitting a web form, using chat features, chatbot tools, or providing information through the Site does not by itself create an accountant-client or professional-client relationship. We do not assume duties to you unless and until we confirm the engagement and scope in writing, typically through an engagement letter, written scope confirmation, or other written agreement.

3.2 Engagement scope and reliance on your information

For many services we issue an engagement letter or proposal defining scope, limitations, responsibilities, timelines, and fees. For some limited or miscellaneous services, an engagement letter may not be issued; in those cases, scope may be established through written communications, invoices, service descriptions or packages, and applicable professional or regulatory standards.

You are responsible for the accuracy and completeness of the information, records, and representations you provide. Unless expressly agreed in writing, we do not audit, review, or independently verify your information. You are responsible for reviewing deliverables, including returns, filings, and submissions, before signing, approving, submitting, or asking us to file or execute them.

Unless agreed otherwise, services are performed by the assigned engagement team based on information provided to that team. Information shared with other teams or service lines may not automatically be shared across engagements.

Deliverables are prepared based on relevant law, regulation, and guidance as at the time they are provided. We are not responsible for the consequences of changes in law, regulation, or guidance after delivery.

Unless we agree in writing, we are not responsible for evaluating, supervising, or monitoring services performed by other advisers, service providers, or third parties.

We are not responsible for the appropriateness of any business, commercial, or strategic decisions made by you.

Changes to ownership, group structure, operations, key personnel, systems, or reporting requirements may affect scope, timelines, deliverables, and fees.

3.3 Record keeping

You are responsible for maintaining records and supporting documentation as required by applicable authorities and laws.

3.4 No ongoing retainer unless agreed

Purchasing or receiving a service does not create an ongoing retainer unless expressly agreed in writing.

4) Use of the Site

You agree to use the Site only for lawful purposes and in accordance with this Policy. You will not:

• violate any applicable law or regulation;
• interfere with the Site’s operation, security, or performance;
• introduce malware, viruses, trojans, worms, or similar harmful code;
• attempt unauthorized access to systems, accounts, or data;
• use automated means such as bots, scrapers, or spiders to access, monitor, or copy the Site without our written consent; or
• transmit spam or unauthorized promotional content through any Site feature.

4.1 File safety and authenticity

You agree not to upload files that contain malware or harmful code. We may block, quarantine, or delete suspicious files or links. You are responsible for verifying the authenticity, completeness, and timeliness of documents you submit and for keeping your own copies of records you provide.

We may change, suspend, modify, or discontinue any part of the Site at our discretion and may block or deny access to the Site at any time for any reason.

5) Accounts, Submissions, and Security

If the Site permits account creation, you are responsible for maintaining confidentiality of your credentials and for all activity under your account. You agree to notify us promptly of any unauthorized use. We may disable accounts at our discretion.

If you submit information via the Site, including forms, inquiries, uploads, or chatbot prompts, you represent that you have the right to provide it and that it is accurate to the best of your knowledge.

We may remove or refuse to post content that we reasonably believe violates this Policy, infringes rights, is unlawful, or is harmful.

6) Cookies and Advertising Technologies

We use cookies and similar technologies to operate and secure the Site, remember preferences, understand usage, and support communications and advertising.

Cookies and similar technologies may include essential tools required for site operation and security, functional tools for preferences and usability, analytics tools to understand site usage and improve performance, and advertising tools to measure campaign effectiveness and show relevant ads.

We may use third-party analytics and advertising tools, such as tags or pixels, that collect information such as IP address, device identifiers, browsing activity, and interactions with our ads and Site. You can control cookies through your browser settings, but disabling or deleting cookies may affect Site functionality and may reset preferences and opt-out choices. Service providers are restricted from using information for their own purposes as described in Section 7.4.

7) Privacy

We are committed to protecting personal information and handling it transparently and securely. We aim to comply with applicable privacy and electronic communications laws in the jurisdictions where we operate or where individuals are located. “Personal information” means information about an identifiable individual, as defined under applicable law.

7.1 Information we collect

We may collect personal information in the following ways:

• Information you provide, including name and contact details, business or employment details, financial, tax, and related information required to provide services, and communications and attachments you send to us, including through website forms, chat, and chatbot tools.
• Information provided by others, including your employer, advisors, authorized representatives, or third-party service providers, as applicable and authorized.
• Automatically collected information, including IP address, device or browser type, access times, pages viewed, and cookie or similar technology data.
• Publicly available information relevant for due diligence or service delivery, which may include professional directories, corporate registries, and publicly accessible websites.

Our services and Site are not intended for children, and we do not knowingly collect personal information from children.

7.2 How we use information

We use personal information to provide, administer, and improve services; respond to inquiries and manage client relationships; perform onboarding, due diligence, risk management, and quality control; comply with legal, regulatory, professional, and ethical obligations; secure systems, prevent fraud, and maintain service continuity; perform analytics and advertising measurement to understand and improve the Site and outreach; support recruitment and business administration; operate, review, train, and improve chatbot and automated communication tools; and send communications only where permitted and or with consent as described in Section 8.

We may use automated tools to detect spam, fraud, or security risks; final decisions that materially affect services are reviewed by our team.

7.3 Legal basis / authority

Depending on the context and applicable law, we process personal information based on consent, contractual necessity, compliance with legal, regulatory, and professional obligations, and or legitimate business interests, including security and service improvement.

7.4 Sharing of information

We may share personal information with our personnel and contractors, service providers supporting means of delivery such as IT, hosting, secure portals, payment processing, analytics, advertising services, messaging delivery, storage, and chatbot tools, professional advisors, and authorities where required or permitted by law, regulation, professional standards, or valid legal process, subject to appropriate safeguards.

Service providers may process information on our behalf and are restricted from using it for their own purposes. Depending on the engagement and applicable law, we may act as a data controller or as a processor or service provider.

We do not sell personal information.

Mobile opt-in data and consent will not be shared with third parties for their marketing purposes. For clarity, text messaging originator opt-in data and consent will not be shared with any third parties for their own purposes. We do not sell mobile opt-in data. We may share necessary information with messaging service providers solely to deliver messages on our behalf under confidentiality and security obligations.

Where you provide us with personal information about another individual, you represent that you have obtained any required consents or authority to allow us to collect, use, and disclose that information for the purposes of providing services and meeting legal and professional obligations.

7.5 International transfers

Some service providers, systems, or recipients may be located outside your jurisdiction. Where personal information is transferred across borders, we use reasonable safeguards appropriate to the sensitivity of the information and applicable legal requirements.

7.6 Data security

We use administrative, technical, and physical safeguards designed to protect personal information. No method of transmission or storage is 100 percent secure, and we cannot guarantee absolute security.

7.7 Data retention

We retain personal information for as long as necessary for the purposes described here and for any period required by law, regulation, professional standards, ethical obligations, and or until the end of audits, disputes, litigation, investigations, or reviews plus any applicable limitation period.

7.8 Data breach / incident response

We maintain processes to detect, assess, and respond to suspected privacy or security incidents. Where required, we may notify affected individuals and relevant regulators or authorities and take reasonable steps to mitigate harm and reduce the risk of recurrence.

7.9 Your rights and requests

Subject to applicable law, you may request access to, correction of, or updates to your personal information, and you may withdraw consent where processing is based on consent. To make a request, contact info@axilalliance.com.

8) Email, Chat, Text Messaging, Telephone, and Chatbot Communications

8.1 Consent to communicate

By providing your email address and or phone number to Axil Alliance, including through Site forms, engagement processes, chat, chatbot tools, or direct communication, you consent to receive communications from us regarding your inquiry and services, such as scheduling, reminders, document requests, and administrative updates.

We aim to comply with applicable anti-spam and electronic communications laws. Where communications are sent, we will do so only where permitted and or with appropriate consent, and we will provide a practical method to opt out or unsubscribe where appropriate.

Consent is not a condition of purchase. You can choose not to receive optional communications and still receive services.

Text messaging disclosure: By providing your mobile number, you consent to receive text messages from Axil Alliance regarding your inquiry and services. Msg frequency varies. Msg and data rates may apply. Reply STOP to opt out. Reply HELP for help.

8.2 Opt-out

You can unsubscribe from email communications at any time by using the unsubscribe link, if provided, or by emailing info@axilalliance.com. For text messages, reply STOP. Unsubscribing does not affect service or administrative messages necessary to provide services or administer the relationship.

8.3 Not an emergency channel

Email, chat, chatbot tools, and text messaging are not monitored 24/7 and should not be used for urgent or time-sensitive matters. If a matter is urgent, please call our office or use a method we specifically designate for urgent communications. Please also see Section 8.6 for our telephone, voicemail, fax, and social media contact policy.

8.4 Electronic communications

Email, chat, chatbot messages, text messages, and other electronic communications are not always secure and may be misdirected, intercepted, delayed, or accessed without authorization. We cannot guarantee that electronic communications will be delivered only to the intended recipient.

Encryption: We may not encrypt routine email by default. If you require encryption or a specific secure transmission method, you must notify us, and we will use a mutually acceptable secure method where reasonably available.

Non-electronic alternatives: If you prefer not to communicate electronically, you may notify us, and we will discuss alternative methods, which may be less efficient and may affect timelines.

Sensitive information: Do not send sensitive personal information by chat, chatbot, or text message, such as government identification numbers like SIN, banking details, passwords, verification codes, passport or ID numbers, or tax slips. Avoid sending highly sensitive documents by standard email unless encrypted or sent through a secure portal. Where appropriate, we may require a secure portal or other secure method.

Delete practice: When we use email, chat, chatbot tools, text messaging, voicemail, or other electronic channels to request or exchange information, we may ask recipients and senders to delete messages and attachments after they are transmitted and stored in an appropriate location, such as your secure records or our secure systems, to reduce risk from device loss, unauthorized access, or account compromise. We follow a similar practice internally where appropriate, subject to legal, professional, and record-retention obligations.

Privilege: Communications may not be privileged unless a privilege applies under relevant law and the circumstances. If you intend a communication to be privileged, please notify us and use secure channels where available.

Misdirected communications: If you are not the intended recipient of any email, chat message, chatbot message, text, or attachment from Axil Alliance, please do not use, copy, or disclose it. Notify us promptly and delete it from your system and device or devices.

Use of electronic communications in accordance with this Policy is not, by itself, a breach of confidentiality obligations.

8.5 Text messaging terms

If you opt in to receive text messages from Axil Alliance, the following terms apply:

Purpose: Text messaging is intended for conversational person-to-person communications between you and our employees, such as scheduling, reminders, document or status requests, and brief administrative updates related to services.

Message frequency varies based on your interaction with us and your requests. We may send an initial message confirming participation and then additional messages as needed.

We do not charge you for text messages you send or receive through this service. However, message and data rates may apply depending on your carrier plan. You are responsible for any charges from your carrier or other provider.

You can opt out at any time by replying STOP to any message. After opting out, you may receive a final confirmation message. You may also opt out by emailing info@axilalliance.com and requesting removal of your number from text communications.

For help, reply HELP to any message, or contact info@axilalliance.com.

Text messaging opt-in data and consent are handled as described in Section 7.4. We may use service providers to deliver text messages; those providers process information only to provide messaging services to us and are required to protect it under confidentiality and security obligations.

Message delivery depends on your carrier and network availability. We are not responsible for delayed or undelivered messages.

Retention of communications: We may retain communications, including emails, chats, chatbot logs, texts, call logs, voicemails, and attachments, consistent with Section 7.7.

8.6 Telephone, voicemail, fax, and social media contact

To help our team stay focused and respond efficiently, Axil Alliance primarily operates by appointment for phone calls.

Scheduled calls: We do not accept unscheduled calls. To book a call, please contact us first by email, using info@axilalliance.com or the direct email of the relevant team member, or via the contact form on our website. We will respond and, if needed, propose available times for a call.

Voicemail: If you call our main phone numbers, you may leave a voicemail by selecting option 9. Voicemail is monitored, but response times may vary depending on workload and the information provided. Voicemail is intended for scheduling and triage only.

Call recording: All calls are recorded for quality assurance, training, security, and compliance purposes, to the extent permitted by law.

Fax: If you need to send a fax, you may do so at +1 437 800 8866. Please include your name, contact details, and the purpose of your message.

Social media: You may contact us through our official social media channels. We do not monitor social media frequently, so responses may take longer than email. Social media is intended for general inquiries and scheduling or triage only.

Unscheduled calls we may accept: We may accept unscheduled calls when necessary from government authorities and regulators, banks and other third parties acting for current or former clients, such as verification or compliance matters, and existing clients with urgent time-sensitive matters.

Sensitive information and delete practice: See Section 8.4.

Unwanted or inappropriate contact: Unwanted, repetitive, abusive, or marketing or solicitation calls may be blocked. Blocking may result in no response and indefinite delay in reaching our team. For compliance purposes, our phone numbers are registered on applicable do-not-call registries where available. Unsolicited telemarketing, messaging, or fax solicitation may be reported to relevant authorities and may result in significant penalties.

8.7 Website chatbot and automated chat tools

We may offer a chatbot or other automated chat tools on the Site to help answer general questions, guide users, collect information, and direct inquiries.

Chatbot responses are generated automatically and may be incomplete, inaccurate, or not appropriate for your specific circumstances. Chatbot content is provided for general informational and triage purposes only and does not constitute accounting, tax, legal, or other professional advice. You should not rely on chatbot responses as a substitute for professional advice or written confirmation from Axil Alliance.

We may retain chatbot conversations and related data for recordkeeping, quality, training, security, compliance, and service improvement purposes, subject to applicable law and our retention practices.

Do not submit sensitive personal information through the chatbot unless we expressly request it through an appropriate secure method.

9) Client Portals, Software Platforms, and File Storage

We may provide secure client portals for exchanging information and documents. Client portals may be operated by third-party providers and may be subject to additional terms, acceptable use rules, and privacy practices presented at the time of access.

We may store and process client information using secure storage systems and reputable service providers, including storage servers and cloud services such as Microsoft OneDrive / Microsoft 365 and Google Drive / Google Workspace, depending on client needs and engagement requirements. Where third-party systems are used, we apply appropriate safeguards and access controls consistent with this Policy and our professional obligations.

Third-party software platforms: As part of delivering services, we may use, or may need to work with, accounting, tax, payroll, document management, or collaboration software. These tools may store or transmit information on the software provider’s servers. Where you instruct us to use a particular platform, or where your records are maintained on such platforms, you represent you have the authority and any required consents to allow that processing, storage, and transmission.

10) Authorized Representatives

You may authorize representatives, such as employees, directors, advisors, bookkeepers, lawyers, or other agents, to communicate with us and provide information on your behalf. You are responsible for ensuring such representatives have authority to act, and for the accuracy and completeness of information they provide. We may rely on instructions received from your authorized representatives unless we have reason to believe they are unauthorized.

11) Professional Standards, Quality Reviews, and Authorities

As a professional services firm, we may be subject to professional standards, ethical requirements, and oversight expectations, and we may interact with government bodies, regulators, tax authorities, and other agencies depending on the engagement and jurisdiction.

If you receive correspondence from regulators or authorities relating to financial reporting, filings, internal controls, or compliance, we recommend you forward it to your engagement contact promptly to avoid delays or missed deadlines.

Legal compliance and identity verification: We may be required to verify identity, perform due diligence, and comply with anti-money laundering, anti-terrorist financing, sanctions, fraud prevention, and similar laws. Where required by law, regulation, or valid legal process, we may be required to make disclosures to competent authorities.

For assurance engagements, independence rules may restrict certain non-assurance services and relationships, including hiring or engaging certain current or former personnel. If such situations arise, we may need to implement safeguards or decline or resign from an engagement where required.

In certain circumstances, and where permitted or required, we may:

• verify identity and perform due diligence checks;
• maintain engagement records and working papers in accordance with applicable standards and retention expectations;
• have client files subject to quality reviews or practice inspections by professional bodies, networks or associations, or competent authorities, and reviewers are typically bound by confidentiality obligations;
• respond to lawful requests, audits, inspections, inquiries, or investigations by competent authorities or regulators; and
• provide working papers or related documentation where regulators or oversight bodies lawfully request access, including for cross-border or group matters, subject to applicable law and confidentiality obligations.

Any disclosures will be handled in accordance with applicable laws, professional obligations, and confidentiality requirements.

12) Intellectual Property and Use of Materials

The Site and its content, including text, graphics, logos, design, and software, are owned by Axil Alliance or its licensors and protected by intellectual property laws.

You may view and print Site materials for your personal or internal business use only. You may not copy, reproduce, modify, distribute, publish, or create derivative works without our written consent.

To the extent permitted by law and professional standards, our working papers, files, templates, tools, methodologies, and internal documentation created in connection with services remain our property, even if we provide copies of certain outputs to you.

Unless we agree in writing, our reports, letters, deliverables, and communications are intended solely for the client or addressee and for the purpose agreed. They must not be distributed to, reproduced for, or relied upon by third parties without our prior written consent.

You must not rely on any draft report or draft deliverable. Only final deliverables confirmed in writing by Axil Alliance may be relied upon.

Posting, publication, and third-party use:

• If you publish, post online, or include our deliverables in marketing, financing, investor, or third-party packages, you must ensure the material is complete and not misleading.
• If you publish financial statements or reports online, you are responsible for ensuring appropriate security controls and maintaining the integrity of the published information.
• Any consent for third-party use or reliance must be in writing and may be subject to conditions, including re-issuance, acknowledgements, or limited-use terms.
• We are not responsible for monitoring, reviewing, or policing content posted on your websites or third-party platforms.
• You must obtain our written consent before translating our reports or communications, publishing them, or reproducing them in a way that could change meaning or context. Where translation is approved, you are responsible for ensuring the translation is accurate and not misleading.

Name and trademarks: You may not use Axil Alliance’s name, logos, trademarks, or identify Axil Alliance as your accountant, auditor, or advisor in public materials without prior written consent, except as required by law.

13) Important Notices and Liability

13.1 General information only

Site content is for general informational purposes only and does not constitute accounting, tax, legal, or other professional advice.

13.2 Website availability and “as is” basis

The Site and its content are provided on an “as is” and “as available” basis. To the maximum extent permitted by law, we disclaim all warranties, express or implied, including warranties of accuracy, reliability, merchantability, fitness for a particular purpose, and non-infringement. We do not warrant the Site will be uninterrupted, error-free, or free of harmful components.

Axil Alliance is not responsible for delays or failures caused by events beyond our reasonable control, including internet outages, carrier failures, platform outages, or cyber incidents. We are not responsible for the availability, security, or performance of third-party platforms or networks, including carriers, social media platforms, portal providers, or chatbot providers.

13.3 Limitation of liability

To the maximum extent permitted by law, Axil Alliance and its owners, partners, employees, contractors, affiliates, licensors, and service providers will not be liable for any indirect, incidental, consequential, special, exemplary, or punitive damages arising out of or related to your use of, or inability to use, the Site.

Liability terms for professional services may be set out in an engagement letter or written scope confirmation. If not otherwise agreed in writing, our aggregate liability for claims related to a specific service may be limited to the fees paid for that specific service, to the extent permitted by law.

Claims relating to professional services are governed by the applicable engagement terms. Any claim relating to the Site must be commenced within one year after the event giving rise to the claim, to the extent permitted by law.

The disclaimers and limitations in this Policy apply to Axil Alliance and its owners, partners, employees, contractors, affiliates, licensors, and service providers.

13.4 Indemnification

You agree to indemnify and hold harmless Axil Alliance and its owners, partners, employees, contractors, affiliates, licensors, and service providers from claims, damages, liabilities, and expenses, including reasonable legal fees, arising from your misuse of the Site or violation of this Policy.

13.5 Severability

If any provision of this Policy is found to be invalid, illegal, or unenforceable, the remaining provisions will remain in full force and effect.

13.6 Entire agreement

This Policy constitutes the entire agreement regarding use of the Site and supersedes prior website-related communications.

13.7 No waiver

Failure to enforce any provision of this Policy is not a waiver of our right to enforce it later.

14) Governing Law and Jurisdiction

Unless otherwise required by mandatory local law, this Policy is governed by the laws of the Province of Ontario and applicable federal laws of Canada. Courts located in Ontario will have primary jurisdiction. Where we operate or provide services in other jurisdictions, mandatory local laws may apply, and certain disputes may be required to be brought or resolved in those jurisdictions.

15) Accessibility

We aim to make our Site accessible and usable for all visitors. If you experience difficulty accessing content or features on the Site, please contact us and we will work with you to provide the information in an alternative way through info@axilalliance.com or by telephone.

16) Language

If this Policy is translated, the English version will prevail to the extent permitted by law in the event of any inconsistency.

17) Contact

Questions, privacy requests, and notices:

Email: info@axilalliance.com

Telephone: +1 905 206 1120 / +1 888 281 9556

Fax: +1 437 800 8866

Office: 1351 Matheson Blvd E, Suite 21B, 2nd Floor, Mississauga, Ontario, Canada, L4W 2A1

Service concerns: If you have a service concern, please contact your engagement lead first. If unresolved, please contact our management team at info@axilalliance.com.

Please see Section 8.6 for our telephone, voicemail, fax, and social media contact policy.