Keeping client files confidential
Sensitive documents are emailed back and forth as attachments, stored in personal cloud accounts, or saved on laptops that aren't encrypted. One phishing email or lost device can expose many clients at once.
Professional Services · Accounting, Legal, Insurance & Real Estate
IT support for professional offices that protects client confidentiality
Accountants, bookkeepers, lawyers, insurance brokers and real-estate offices handle tax returns, contracts, IDs and banking details every day. Clients trust you to keep that information private, and to be available when deadlines hit.
We secure your devices and accounts, keep systems running through your busiest weeks, and give clients a safer way to exchange files than email attachments, with data kept in Canada.
What We See Most
The three biggest IT problems for professional services firms
Downtime during tax season and deadlines
A failed computer, expired certificate or ransomware incident is an inconvenience in July. In April, or the week of a closing or filing deadline, it can mean missed deadlines, penalties and unhappy clients.
Data control and cyber insurance requirements
Clients increasingly ask where their data is stored, and cyber insurers now expect multi-factor authentication, endpoint detection, tested backups and written policies before they will issue or renew a policy.
Our Approach
How we solve them
Security and reliability that holds up to client questions, insurer questionnaires and your busiest weeks.
1
Confidentiality by default
Multi-factor authentication on every account, encrypted laptops, endpoint protection, phishing training and a team password manager. Staff access is reviewed regularly and removed the day someone leaves.
2
Uptime when it matters most
Proactive monitoring and updates scheduled away from deadlines, a pre-season check of computers and software, daily backups with tested restores, and priority response for critical issues.
3
Secure client portals and Canadian data control
A branded Nextcloud client file portal hosted in Canada, with password-protected, expiring share links and upload-only folders. We also document your controls to help you answer cyber insurance questionnaires.
Plan Recommendation
Which IT plan fits a professional office? IT Complete or IT Secure.
Most firms start with IT Complete. Firms that hold large volumes of sensitive client data, or whose insurer requires 24/7 detection and written policies, should choose IT Secure. To move off Big Tech, pair either with a Core or Growth Escape.
- ✓IT Complete ($139/user/month): Unlimited remote support, on-site visits, network and Wi-Fi management, daily cloud backups, security awareness training and phishing tests, and a quarterly technology review.
- ✓IT Secure ($189/user/month): Everything in Complete, plus 24/7 managed threat detection, tamper-proof backups with a quarterly restore test, written privacy and security policies, an incident response plan and an after-hours emergency line.
- ✓Core Escape ($2,500 fixed, 6–10 users): Moves email, files and passwords to Fastmail, Nextcloud and Vaultwarden with full email security configuration, admin documentation and staff quick-start guides.
- ✓Growth Escape ($4,500 fixed, 11–25 users): Everything in Core, plus server security hardening, monitoring, one add-on tool (such as a client wiki or team chat) and 90 days of support.
5-user minimum per plan (IT Essentials $445, IT Complete $695, IT Secure $945 per month for smaller teams). Prices in CAD plus HST.
Leave Big Tech, Selectively
Where Big Tech alternatives help
Your tax, practice-management and CRM software stays in place. Alternatives help with client file exchange, email and internal knowledge.
| Instead of | Consider | Why it helps here |
|---|---|---|
| Emailing attachments or using Dropbox and Google Drive | Nextcloud client portal | Clients upload and download documents through secure, expiring links on Canadian-hosted storage you control, instead of through email. |
| Microsoft 365 or Google Workspace email | Fastmail business email | Privacy-focused, Outlook-compatible email and calendars with strong multi-factor authentication and no advertising business model. |
| Passwords in browsers and spreadsheets | Vaultwarden password manager | Government portals, banking and client system logins shared safely across the team, with access removed when staff leave. |
| Cloud AI tools with client data | Private AI assistant | Summarize and draft documents with an AI that runs on infrastructure you control, so confidential client files are never sent to a third-party AI service. |
You don't have to switch everything at once, or at all. We only recommend a change when the numbers and the day-to-day experience both work for you. See all Big Tech alternatives →
Good to Know
We're not lawyers. For professional or regulatory obligations, such as those set by your professional body or insurer, confirm the requirements with your regulator or legal advisor. We help put the technical safeguards and documentation in place.
Clear Answers
Frequently Asked Questions
Common questions from accounting, legal, insurance and real-estate offices.
Can we keep client data in Canada?
Yes. Nextcloud client portals, file storage and backups can all be hosted in Canadian data centres, so you can tell clients exactly where their documents live.
How is a Nextcloud client portal better than email attachments?
Files stay on storage you control instead of sitting in multiple inboxes. You can use password-protected links that expire, upload-only folders for clients to drop documents, and see who accessed what.
Can you help with our cyber insurance application?
Yes. We put the controls insurers commonly ask for in place, such as multi-factor authentication, endpoint detection, tested backups and written policies, and help you answer the technical questions accurately.
What happens if a computer fails during tax season?
Critical issues on IT Complete and IT Secure are answered within one business hour. Because files and settings are backed up, we can get a replacement machine running quickly. We also do a pre-season check to catch problems early.
Will our tax or practice-management software still work?
Yes. We don't replace your professional software. We keep the computers and network it depends on healthy and work with your software vendors when needed.
Other Industries
IT support for other Nova Scotia teams
Clinics
Physio, dental, chiropractic, massage and wellness clinics that need patient information protected and the front desk always working.
Trades & Construction
Contractors, electricians, plumbers, HVAC and builders with crews in the field and a small office keeping jobs, quotes and invoices moving.
Non-Profits
Charities, churches and community groups working with tight budgets and rotating volunteers. 15% non-profit discount on IT plans and Escape packages.