Privacy policy

Last updated: October 11, 2026

Rebate Steward helps Ontario charities claim the GST/HST public service bodies' rebate. This policy explains what personal information we collect, why we collect it and how we protect it, in line with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).

What we collect

• When you request a free check: your charity's name, your name and role, your email address, your phone number if you give it, and what your charity files today.
• If your charity goes ahead with a check: the expense records and past rebate claims your charity shares with us. These may include supplier names and the names of people reimbursed for expenses.

We do not ask for social insurance numbers, donor records, banking details or CRA login details.

Why we collect it

• To contact you about the check you requested.
• To review your charity's records, prepare rebate claims and file them with your charity's authorization.
• To keep the records the Canada Revenue Agency requires to support a claim.

We do not sell personal information or use it for any other purpose without your consent.

Consent and email

We contact you only with the consent you give on our form or in conversation. You can withdraw consent at any time by emailing us, and we will stop contacting you.

Where it is stored

Form submissions are processed by our website host, Netlify, which may store data on servers outside Canada, including in the United States. Information stored outside Canada may be accessible to authorities in that country under its laws. Charity records shared for a review are kept in secured storage with multi-factor authentication and are accessed only by the people working on your charity's claim.

How long we keep it

• Contact requests that do not lead to a review are deleted within 12 months.
• Records that support a filed claim are kept for six years, the period the CRA can ask to see them. They are then securely destroyed.

Your rights

You may ask to see the personal information we hold about you, ask us to correct it, or ask us to delete it where we are not required to keep it. If we ever experience a breach that creates a real risk of significant harm, we will notify you and the Office of the Privacy Commissioner of Canada as the law requires.

Contact

Privacy questions and requests: hello@rebatesteward.ca. If you are not satisfied with our answer, you can contact the Office of the Privacy Commissioner of Canada.