Almarix is a business located in Embrun, Ontario, Canada. We provide a client document intake automation system for bookkeeping and accounting firms.
For any questions about this policy, contact us at info@almarix.ca or 613-416-1698.
We collect only the data necessary to provide our services. This includes:
We use your data only for the following purposes:
Almarix operates on a pass-through model: we process and route your documents but do not store them long-term. Documents arrive in a secure temporary storage, are processed, then transferred to your firm's cloud storage. The temporary copy is deleted immediately after confirmed delivery.
The only data Almarix retains long-term is audit logs (who submitted what, when, and how the document was classified) — required to support CRA six-year retention requirements.
All data is hosted in Canada:
Your documents and audit records are stored in Canada. Two exceptions apply: documents are delivered into your own cloud account (Google, Dropbox, Microsoft), which you control; and automated document reading and classification is performed by a third-party AI processing service whose infrastructure may be located outside Canada. Content sent for this purpose is not used to train third-party models.
Some Almarix plans let your firm connect a client's QuickBooks Online or Xero account so that documents can be filed directly into that client's books. These connections are optional, set up one client at a time, and always initiated by your firm.
How the connection is made. Connections use OAuth, the standard method offered by QuickBooks and Xero. You authorize Almarix through the provider's own sign-in screen; Almarix never sees or stores your accounting software password. The provider returns an access token, which Almarix stores encrypted at rest and uses only to perform the actions described below.
What Almarix reads. To file a document correctly, Almarix reads reference information from the connected account: the chart of accounts, tax codes or tax rates, vendor or contact names, and bank and credit-card account names. This information is cached so documents can be matched without repeated requests. Almarix does not read your transaction history, customer records, payroll, or financial reports.
What Almarix writes. Where your firm has enabled posting for a client, Almarix creates supplier bills and expense transactions from the invoices and receipts your client has submitted, and attaches the source document to the transaction so the evidence stays with the entry. Almarix does not create, alter, or delete anything else in your books. In particular, Almarix never posts individual transactions from a bank or credit-card statement, so it cannot duplicate what your bank feed already provides.
Nothing is posted without your firm's configuration. Posting happens only for clients your firm has explicitly connected and configured. Where Almarix cannot determine the correct treatment for a document, it holds the document for your review rather than guessing.
Disconnecting. Your firm can disconnect a client's accounting connection at any time from that client's page in Almarix. Disconnecting stops all further reading and writing immediately and revokes the access token with the provider. You may also revoke access from within QuickBooks or Xero directly. Transactions already posted to your books remain there — they are your records, in your accounting system, and Almarix does not remove them. Cached reference information held by Almarix is discarded.
Where this data lives. Access tokens and cached reference information are held in Almarix's Canadian infrastructure described in section 5, and are covered by the retention periods in section 9.
We do not sell, rent, or share your data for commercial purposes. We use a limited number of technical sub-processors to operate the service:
Each sub-processor is bound by contractual confidentiality and security obligations. We do not publish the identity of our infrastructure providers, but firms performing due diligence may request those details in writing at info@almarix.ca, and we will provide them.
We take security seriously, particularly because we handle sensitive financial documents:
Account data: retained for the duration of the subscription plus 90 days after cancellation.
Audit logs: retained for six years in compliance with CRA requirements.
Temporary documents in transit: deleted within 24 hours of confirmed delivery, or at most 7 days after receipt.
Payment data: retained by Stripe per their own retention policy.
As a Canadian resident, you have the right to:
To exercise any of these rights, contact us at info@almarix.ca.
The almarix.ca website uses only strictly necessary cookies required for the site to function. We do not use tracking, advertising, or third-party analytics cookies.
We may update this policy from time to time. For material changes, we will notify you by email with 30 days' notice. The date of the last update appears at the top of this page.
For any questions about this Privacy Policy or how we handle your data: