Privacy Policy

If You Send Us Files for a Free Look

What we collect: what you type into the free-look form (your name, email, business name and trade), and the paperwork you choose to send us for one month, such as invoices, quotes, receipts, payment screenshots, job notes and emails.

What we use it for: only to prepare your Money List and to email you about your free look. Nothing else.

Who processes it: the same service providers listed in section 7, and the AI processing described in section 4 applies to your free-look files too.

How long we keep it: if you don't go ahead, we delete your files within 30 days of sending your Money List. Ask and we'll do it sooner. We keep the Money List we sent you and our review notes for 12 months, in case either of us needs to look back, then delete them. Your name and email may be kept so we can reply to you, unless you ask us to delete them too. If you do sign up, section 10 applies.

No obligation: a free look costs nothing and doesn't sign you up for anything. You only become a client if you decide to go ahead.

To have your free-look files deleted, email info@truckcabops.com.

1. Who This Applies To

This Privacy Policy applies to all users of Truck Cab Ops services, including visitors to truckcabops.com, people who request a free look, and active subscribers who submit materials to our service. Truck Cab Ops is based in Ottawa, Ontario, Canada, and works with small trade crews in Canada and the United States.

Contact: info@truckcabops.com

2. Information We Collect

Information you provide:

• Your name, email address, trade, and business name (provided at signup or via email)
• Business documents you submit: receipts, invoices, job notes, emails, photos, and other materials you forward to our intake address
• Financial information contained in your submissions: invoice amounts, quotes, receipts, payment records
• Client and contact information contained in your submissions: names, phone numbers, and details of your customers and suppliers
• Payment information processed by Stripe (we never see or store your card number)

Information collected automatically:

• Basic website analytics through Google Analytics (page visits, referral source) — used only to understand how people find us
• No advertising pixels, no behavioural advertising, no fingerprinting

3. How We Use Your Information

We use your information only to:

• Produce and deliver your weekly Rundown
• Prepare your Money List if you request a free look
• Communicate with you about your service
• Process your payment through Stripe
• Improve the quality of our service

We do not use your information for advertising, marketing to third parties, selling to data brokers, or any purpose other than delivering the service you paid for.

4. AI Processing Disclosure

We use artificial intelligence tools to process your submitted materials and produce The Rundown. Specifically:

• Your communications are processed using AI language models, including services provided by Anthropic and other AI providers, to sort, summarize, organize, and generate your weekly Rundown
• We use these AI services only under settings or terms that do not allow your data to be used to train their models
• AI-generated content (such as draft emails) is produced for your review — you decide what to send
• AI processing may occur on servers located in the United States

We believe in full transparency about our use of AI.

5. Where Your Files Are Stored and Processed

Truck Cab Ops is a Canadian business, run from Ottawa. Some of our team members and contractors are in the United States (see section 8 for what they can see). The service providers we use to run the service, listed by name in section 7, may store or process your files in the United States. They fall into these groups:

• Cloud storage: where your files and finished Money Lists and Rundowns are kept
• Email: receiving the paperwork you forward to us and sending your Money List and Rundown back to you
• Processing tools: the software that reads, sorts and summarizes your paperwork (see section 4)
• Payments and website: card payments, the website itself and the free-look form

Because your information is held in Canada and by providers that may be in the United States, it may be accessible to courts, law enforcement and national security authorities in Canada and the United States under the laws of those countries, when they use lawful process such as a warrant, subpoena or court order.

This applies whether you are a Canadian or a US customer. By using our service, you consent to your business information being transferred to and processed in the United States for this purpose. These providers handle your data under their own published privacy terms, linked in section 7.

We do not transfer your data to any country other than Canada and the United States.

6. Sensitive Information

Please do not send us the following:

• Social Insurance Numbers (SIN) or government ID numbers
• Banking credentials, login passwords, or PINs
• Full credit card numbers
• Personal health information

If sensitive information is sent to us by mistake, we remove it before your materials are processed, leave it out of your Rundown, and let you know.

7. Sub-Processors and Data Sharing

We do not sell, rent, or share your personal information with third parties. The following sub-processors receive your data only as required to operate the service:

• Anthropic (USA) — AI language model processing to produce your Rundown. Used under settings or terms that do not allow training on your data. Privacy Policy
• Stripe (USA) — Payment processing. We never see or store your card number. Privacy Policy
• Google (USA) — Gmail and Google Drive, used to receive your emails and store your submitted files and Rundowns; Google Analytics for basic website visit counts. Privacy Policy
• Cloudflare (USA) — DNS, email routing, and website delivery. Processes email headers and web traffic in transit. Privacy Policy
• AgentMail (USA) — Inbound email receipt and temporary storage for client intake email. Privacy Policy
• Web3Forms (USA) — Delivers the free-look request form on our website to our email. Receives only what you type into the form. Privacy Policy
• GitHub Pages (USA) — Static website hosting for truckcabops.com. No client submission data is hosted here. Privacy Policy
• Legal requirements: If required by law or valid legal process

That is the complete list. If it changes, this page is updated first. No marketing partners, no data brokers, no affiliate sharing.

8. Data Storage and Security

Your submitted materials are accessed only by Truck Cab Ops, its team members and contractors, and the service providers listed in section 7. Specifically:

• Encrypted communications (HTTPS)
• Access limited to Truck Cab Ops people who need it to do your work
• Some of our team members and contractors are in the United States. Those who help with sales and client contact see only summaries of your Money List by default, not your raw files
• We stay responsible for what our contractors do with your files. They must follow this policy
• Each client's files are kept in their own folder and never mixed with another client's

9. Data Breach Notification

In the event of a data breach that poses a real risk of significant harm to you, we will:

• Notify you by email as soon as reasonably practicable
• Describe the nature of the breach and what information was affected
• Describe the steps we have taken or will take to address the breach
• Provide a contact for follow-up questions
• Report the breach to the Office of the Privacy Commissioner of Canada as required under PIPEDA

10. Data Retention

For clients:

• Your original files (the emails, photos, PDFs and other paperwork you send us) are deleted within 30 days of arriving.
• The numbers we pulled from them (amounts, dates, who, which job) are kept for 18 months, so your Rundown can track what's owed and compare month to month. Then they're deleted.
• Each month you get a package of your sorted files to keep.
• Basic account information (name, email) may be retained for our business records unless you request deletion.

You may request deletion of your data at any time by emailing us.

11. Your Rights

Under PIPEDA, you have the right to (US customers: see also section 12):

• Access — Request a copy of the personal information we hold about you
• Correction — Ask us to correct inaccurate information
• Portability — Request your data in a structured, machine-readable format
• Deletion — Request deletion of your data at any time
• Withdraw consent — Cancel your subscription and stop sending us information at any time
• Complain — File a complaint with the Office of the Privacy Commissioner of Canada (priv.gc.ca)

To exercise any of these rights, email info@truckcabops.com. We'll respond within 30 days.

12. If You're in the United States: Your State Privacy Rights

Some US states give residents rights over their personal information. Whether or not your state's law applies to a business our size, we give these rights to every US customer:

• Know and access: ask what personal information we hold about you and get a copy
• Delete: ask us to delete personal information we hold about you
• Correct: ask us to fix information that's wrong
• Opt out of sale or sharing: ask us not to sell your personal information or share it for targeted advertising

We don't sell personal information. We never have. We don't share it for targeted advertising, and we don't use it to build profiles. We use Google Analytics only to count website visits, not for advertising. If you still want to put an opt-out on record, email us and we'll note it.

How to ask: email info@truckcabops.com. We may ask you to confirm details so we know the request comes from you. Someone you authorize can ask for you, if they show us your written permission. We'll respond within 45 days. If we need more time, we'll tell you why.

If we say no: we'll explain why. You can ask us to look at it again by replying to our answer. If you're still not satisfied, you can contact your state attorney general.

We won't charge you more or treat you differently for using any of these rights.

13. Cookies

Our website uses only minimal cookies necessary for basic functionality. The only analytics cookie is Google Analytics, used to count visits. We do not use advertising pixels or sell visit data.

14. Changes to This Policy

We may update this Privacy Policy from time to time. When we make significant changes, we will notify active subscribers by email. The current version is always available at truckcabops.com/privacy.html.

15. Governing Law

This Privacy Policy is governed by the laws of Ontario, Canada, and the Personal Information Protection and Electronic Documents Act (PIPEDA). Contact the Office of the Privacy Commissioner of Canada at priv.gc.ca if you have unresolved concerns.

Choosing Ontario law doesn't take away any privacy or consumer protection that the law where you live gives you and that can't be waived by contract. If you're in the United States, section 12 still applies.

16. Contact and Privacy Officer

Truck Cab Ops has designated a Privacy Officer responsible for compliance with PIPEDA.

Privacy Officer: Privacy Officer, Truck Cab Ops
Email: info@truckcabops.com
Mailing address: Truck Cab Ops, 6-2160 Highway 7, Suite 512, Vaughan, ON L4K 1W6, Canada

To submit a privacy request, exercise your rights, or raise a concern, email us directly. We respond within 30 days. If your concern is not resolved to your satisfaction, you may escalate to the Office of the Privacy Commissioner of Canada.