FlexiFleet Technologies Inc. (“FlexiFleet”) is committed to protecting your privacy. This Privacy Policy describes how we collect, use, disclose, and protect personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Saskatchewan privacy legislation.
1. Information We Collect
Account Information: Name, email address, phone number, date of birth, and address.
Identity Verification: Government-issued photo ID, driver's licence details, facial biometric data (processed by our third-party verification provider, not stored by FlexiFleet).
Vehicle Information: Make, model, year, VIN, licence plate, registration documents, insurance documents, and vehicle photographs.
Booking Data: Reservation dates, locations, pricing, and transaction history.
Inspection Records: Condition photos, odometer readings, fuel levels, damage notes, GPS coordinates, and digital signatures.
Payment Information: Processed by Stripe. FlexiFleet receives only payment status and last-four-digit card information. We do not store full card numbers.
Usage Data: IP addresses, device identifiers, browser type, pages visited, and features used.
Communications: Messages between users conducted through the Platform, and communications with FlexiFleet support.
2. How We Use Your Information
- Verifying your identity and eligibility to use the Platform
- Processing bookings and payments
- Facilitating communication between Hosts and Renters
- Generating and storing inspection records for insurance and compliance purposes
- Reporting to Saskatchewan Government Insurance (SGI) as required by our pilot agreement
- Calculating and displaying trust scores and ratings
- Resolving disputes and processing claims
- Complying with legal obligations, including Canada Revenue Agency (CRA) reporting requirements
- Improving and personalising the Platform
- Sending transactional and marketing communications (with your consent)
3. Legal Basis for Processing
We process personal information on the following legal grounds: (a) performance of a contract; (b) compliance with legal obligations; (c) legitimate interests (e.g., fraud prevention, platform security); and (d) consent, where applicable.
4. Information Sharing
We may share your information with:
- Other Users: Hosts and Renters see limited profile information needed to complete a booking (name, rating, verified status). Inspection records are shared with the counterparty on a booking.
- SGI: Inspection data, booking records, and incident reports may be shared with Saskatchewan Government Insurance as required by our pilot agreement and the SGI Act.
- Payment Processors: Stripe processes payment information. Their use of your data is governed by their own Privacy Policy.
- Identity Verification Providers: Personal ID data is transmitted to our third-party verification provider (e.g., Stripe Identity). Biometric data is not retained by FlexiFleet.
- Law Enforcement: We may disclose information where required by law or to protect the safety of users or third parties.
- Service Providers: Third-party service providers who assist with operations (cloud hosting, analytics, customer support), bound by confidentiality agreements.
We do not sell your personal information to third parties.
5. Data Retention
We retain account information for the duration of your account plus 7 years for tax and legal compliance purposes. Inspection records and booking records are retained for a minimum of 7 years to comply with SGI requirements and CRA tax obligations. You may request deletion of your account; however, certain records may be retained where required by law.
6. Your Rights
Under PIPEDA, you have the right to:
- Access the personal information we hold about you
- Request correction of inaccurate information
- Withdraw consent to certain processing activities
- Lodge a complaint with the Office of the Privacy Commissioner of Canada
To exercise these rights, contact us at privacy@flexifleet.ca.
7. Security
We implement industry-standard security measures including TLS encryption, database row-level security, access controls, and audit logging. Despite these measures, no system is completely secure. In the event of a data breach, we will notify affected users and the Privacy Commissioner as required by law.
8. Cookies and Tracking
We use essential cookies to operate the Platform (authentication sessions). We may use analytics cookies to understand Platform usage. You may disable non-essential cookies through your browser settings, though this may affect Platform functionality.
9. Children's Privacy
The Platform is not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, contact us immediately.
10. Changes to this Policy
We may update this Privacy Policy from time to time. Material changes will be communicated to registered users by email at least 30 days before taking effect.
11. Contact
Privacy Officer, FlexiFleet Technologies Inc.
privacy@flexifleet.ca
Suite 100, 2002 Victoria Ave, Regina, SK S4P 0R7