Privacy Policy
ContractorCaptain AI Inc. respects the privacy of individuals whose personal information we handle. This Privacy Policy explains how ContractorCaptain AI Inc. collects, uses, discloses, stores, protects, and otherwise manages personal information in connection with our website, software, AI-powered tools, client relationships, and related services. References to “ContractorCaptain,” “we,” “us,” or “our” mean ContractorCaptain AI Inc. This Privacy Policy applies to Website Visitors, prospective clients, Clients, Authorized Users, End Customers, and other individuals whose personal information is handled through ContractorCaptain Services. It applies both when ContractorCaptain handles personal information for its own business purposes and when ContractorCaptain processes information in providing Services to a Client.
1. Who We Are
ContractorCaptain provides software and digital technology services primarily for contractors and service businesses. Our Services may include:
- AI-powered website assistants;
- customer intake and lead qualification;
- lead capture and lead management;
- client dashboards;
- estimate, quote, and invoice tools;
- email, SMS, and other notifications;
- automation and workflows;
- integrations and Connected Accounts, including optional Google Calendar synchronization authorized by a Client when supported and enabled;
- website-related technology;
- consulting; and
- related software and digital services.
The particular features available to a Client may vary depending on its subscription or configuration.
2. Individuals and Roles Covered by This Policy
For purposes of this Privacy Policy: “Website Visitor” means an individual who visits or interacts with a ContractorCaptain website or other ContractorCaptain-controlled online property. “Prospective Client” means an individual or business representative who asks about, evaluates, or applies to use ContractorCaptain Services. “Client” means a contractor, service business, or other business using ContractorCaptain Services. “Authorized User” means an employee, owner, administrator, contractor, or other person authorized by a Client to access a Client account or ContractorCaptain dashboard. “Applicable Privacy Law” means privacy and personal-information laws applicable to the relevant collection, use, disclosure, retention, or other handling of personal information. “Client Data” means information submitted to or generated through a Client’s use of the Services that relates specifically to that Client or its End Customers, excluding ContractorCaptain’s proprietary technology and de-identified or aggregated service information. “Connected Account” means a supported third-party account or service that a Client expressly chooses to connect to the Services and authorizes ContractorCaptain to access or interact with for enabled functionality. “Order Form” means an order form, proposal, electronic signup or checkout record, service schedule, or similar accepted commercial document describing paid Services. “Services” means ContractorCaptain’s website, software, AI-powered tools, and related services described in Section 1.
“End Customer” means an individual who interacts with a Client through ContractorCaptain-supported technology, such as a website assistant, lead form, communication, estimate, quote, invoice, notification, or other customer-facing feature. In some circumstances, ContractorCaptain collects and uses personal information for its own purposes, such as managing prospective Client relationships, Client accounts, billing, website operation, security, support, and legal records. In other circumstances, ContractorCaptain processes and stores personal information primarily to provide Services on behalf of a Client. For example, an End Customer may submit a service request through an AI assistant located on a Client’s website, and ContractorCaptain may store that inquiry and make it available to the Client through the dashboard or related notifications. In those situations, the Client generally determines the business purposes for which it collects and uses End Customer information, while ContractorCaptain provides technology used to collect, transmit, organize, store, display, secure, or otherwise process that information. Clients remain responsible for their own privacy practices and their subsequent use of End Customer information.
3. Information We Collect
The information we collect depends on how an individual interacts with ContractorCaptain.
Website Visitor and Technical Information
When a person visits or interacts with our website or Services, we or our service providers may collect information such as:
- IP address;
- browser type;
- device type and operating system;
- referring page;
- pages or features accessed;
- date and time of access;
- approximate location derived from technical information;
- session information;
- diagnostic and performance information;
- system and security events; and
- other information concerning interaction with the website or Services.
Client and Authorized User Information
We may collect information relating to Clients and Authorized Users, such as:
- name and business name;
- business email address and telephone number;
- business website;
- job title, role, and account permissions;
- service areas, services offered, business hours, and business policies;
- account, dashboard, and user information, including identifiers and authorization information needed for a Client-authorized Connected Account;
- billing and subscription information;
- support communications; and
- other information supplied in connection with a Client relationship.
Business Verification and Account Integrity Information
Where reasonably necessary to establish or protect a Client relationship, we may collect legal and operating names; business registration number and jurisdiction; business or registered address; website or domain information; business contact information; the name, title, and authority of an account owner, administrator, or signatory; account-ownership or payment-account confirmation; verification information and results; and fraud, security, eligibility, or sanctions-related indicators. Verification may be performed by ContractorCaptain or a specialized verification provider. The information requested and retained depends on the risk, relationship, applicable law, and verification method, and may include supporting business or identity information where reasonably necessary and legally permitted.
End Customer and Inquiry Information
When an End Customer interacts with a Client through ContractorCaptain-supported technology, information may include:
- name;
- email address;
- telephone number;
- project or service type;
- project location;
- requested timing;
- project description and service requirements;
- messages, AI conversation content, or other communications;
- project photos or other files voluntarily uploaded with a service inquiry;
- information included in calendar events created or updated through a Client-authorized Connected Account, which may include a lead name, contact details, service type, project location, requested timing, notes, and event identifiers;
- information associated with an estimate, quote, or invoice, including invoice recipient details, invoice or document number, service descriptions, line items, quantities, prices, discounts, credits, taxes, tax-registration identifiers, totals, payment terms, due dates, invoice status, payment status where tracked, notes, and related attachments or communications;
- communication preferences, including email and SMS opt-out requests;
- records of a response to an estimate, such as the name typed, the date and time, and the IP address and browser information; and
- other information voluntarily submitted as part of an inquiry.
Account, Subscription, and Acceptance Records
Where account, subscription, or electronic-contract features are used, we may process information such as:
- account identifiers;
- account role or permissions;
- subscription plan and billing status;
- transaction or payment references;
- Order Form information;
- versions or identifiers of the agreement, Order Form, Data Processing Addendum, supplemental terms, and other terms presented for acceptance;
- date and time of electronic acceptance;
- acceptance acknowledgements or checkboxes;
- associated IP address;
- browser, device, or user-agent information; and
- identifiers received from payment or other service providers.
Payment Information
ContractorCaptain currently uses Stripe to process ContractorCaptain subscription and related payments and may use Stripe or another payment processor from time to time. Full payment-card or banking credentials may be collected directly by the payment processor rather than by ContractorCaptain. ContractorCaptain may receive transaction status, transaction or subscription identifiers, billing details, limited payment-method information, dispute or refund information, and other information made available by the payment processor. Unless a separate End Customer payment feature is expressly enabled, ContractorCaptain does not itself receive, hold, settle, or process funds owed by End Customers to Clients. If ContractorCaptain later offers an End Customer payment-processing feature, additional privacy disclosures or supplemental terms may apply to that feature.
Stored Service Data
ContractorCaptain stores information needed to operate the Services in systems operated by ContractorCaptain or its service providers. Depending on the feature used, stored information may include Client account data, End Customer inquiries, AI conversation content, lead records, estimate, quote, and invoice records, invoice and document status information, notification records, agreement-acceptance records, technical logs, and related operational information.
4. How We Collect Information
We may collect personal information:
- directly from an individual who submits a website form, creates or uses an account, communicates with us, requests information, electronically accepts an agreement, or otherwise provides information;
- from an End Customer who interacts with an AI website assistant, lead form, quote, estimate, or invoice workflow, customer communication, or other ContractorCaptain-supported feature;
- from a Client or Authorized User, including when they manually create or update customer, lead, project, estimate, invoice, scheduling, or other business records using information obtained through a telephone call, email, text message, in-person communication, referral, existing customer record, or another lawful source;
- from public business registries, payment providers, domain or website records, connected services, fraud or security providers, verification providers, or other lawful sources where reasonably necessary to verify business information, account ownership, signing authority, eligibility, or account-integrity risk;
- automatically through server logs, cookies, security technologies, analytics, network infrastructure, and diagnostic tools; and
- from payment processors, communications providers, integrations, and other service providers where reasonably necessary to operate or support the Services.
The particular source of information depends on the feature, relationship, and context involved.
5. How We Use Personal Information
Depending on the circumstances, ContractorCaptain may use personal information to:
- respond to inquiries and communicate with prospective and existing Clients;
- create, authenticate, secure, and administer Client and Authorized User accounts;
- verify a prospective or existing Client’s business existence, account ownership, signing authority, eligibility, supplied information, fraud or security risk, sanctions status, and compliance with applicable law;
- process subscriptions, billing, renewals, and payment-related records;
- record electronic acceptance of agreements and Order Forms;
- configure, operate, store, maintain, and support the Services;
- provide AI-powered functionality;
- process, organize, store, qualify, display, and route service inquiries and leads;
- support estimates, quotes, invoices, document status tracking, customer communications, and Client-authorized workflows;
- send authorized email, SMS, or other notifications;
- maintain integrations and automated workflows, including creating, updating, and reconciling events in a calendar a Client has connected;
- provide technical and customer support;
- allow authorized ContractorCaptain personnel to review saved chat conversations for support, security, quality review, and improvement of the assistant’s instructions, configurations, and safeguards as described in Section 6 (not to train AI models);
- investigate and resolve technical problems;
- protect accounts, networks, applications, and systems;
- detect, investigate, and prevent fraud, abuse, unauthorized access, or security threats;
- monitor and improve reliability, performance, user experience, and functionality;
- develop and improve ContractorCaptain Services using information only as permitted by applicable law and consistent with this Policy, including through de-identified, aggregated, technical, operational, diagnostic, or usage information where appropriate;
- maintain business, contractual, accounting, security, and legal records;
- enforce agreements and policies;
- comply with legal obligations;
- send marketing communications about ContractorCaptain Services to prospective and existing Clients as described in Section 20, and measure and improve our website and marketing, including through the technologies described in Section 11; and
- carry out other purposes reasonably related to the Services and appropriately communicated at the time of collection.
ContractorCaptain does not use personal information for an unrelated purpose unless permitted by applicable law or appropriate consent has been obtained.
Where ContractorCaptain processes identifiable Client Data primarily on behalf of a Client, we do not use that information for unrelated general product development unless the Client has separately authorized the use and any notice, consent, or other authority required by applicable law has been addressed, except for the assistant improvements described in Section 6, which do not copy identifiable content. We may use de-identified, aggregated, technical, operational, diagnostic, security, or usage information for general product development and improvement where permitted by law and subject to any binding restriction applicable to information obtained from a connected provider.
6. AI-Powered Features
ContractorCaptain may provide artificial-intelligence features that assist Clients and End Customers with customer inquiries, lead intake, information retrieval, content generation, organization, automation, and related functions. When an End Customer interacts with an AI website assistant, information submitted during the conversation may be processed to understand the inquiry, generate an automated response, identify the requested service, collect relevant project information, organize or qualify the inquiry, route information to the applicable Client, maintain security and reliability, and provide the requested functionality. Information reasonably necessary to provide an enabled AI feature may be transmitted to and processed by an authorized AI provider in accordance with ContractorCaptain’s configuration of that service and the provider’s applicable contractual and privacy terms. An uploaded project photo is not necessarily sent to an AI provider; whether it is used for AI processing depends on the enabled feature and configuration. AI-generated responses are automated and may not always be accurate, complete, or unique. ContractorCaptain does not authorize identifiable Client Data or identifiable End Customer conversation content to be used to train or improve a general-purpose or ContractorCaptain-specific AI model unless the applicable Client has expressly authorized that use through a separate written or electronic opt-in and any notice, consent, or other authority required by applicable law has been addressed. This restriction does not prevent ContractorCaptain or an authorized service provider from processing information as reasonably necessary to provide, secure, configure, troubleshoot, or support the Services. ContractorCaptain may use what it learns from reviewing conversations and Service activity to improve the assistant’s instructions, configurations, safeguards, and features across the Services, provided it does not copy identifiable Client Data or End Customer conversation content into those materials or disclose it to other clients. This is not AI model training. ContractorCaptain may use de-identified, aggregated, technical, operational, diagnostic, or usage information for security, analytics, troubleshooting, capacity planning, reliability, and product improvement where permitted by law and subject to binding provider restrictions. Where such information remains personal information under applicable law, ContractorCaptain will continue to handle it as personal information in accordance with applicable law and this Policy.
6.1 Saved Chat Conversations
When you use a ContractorCaptain-powered chat assistant on a business’s website, the conversation is saved. Before the chat starts, you are shown a notice that the chat uses AI and is saved. Some businesses also ask you to tick a box to confirm before the chat begins. Conversations with the demonstration assistant on ContractorCaptain’s own website are saved and handled by ContractorCaptain for its own purposes, such as responding to your inquiry, improving the demonstration, and security.
We save the messages you and the assistant exchange; notes of actions taken in the chat, such as adding a photo or submitting your request; the notice and any checkbox wording you were shown; the time you ticked the box, if one was shown, as reported by your device; and the address of the web page where you started the chat, without any query string.
A saved chat may be accessed by authorized users of the business you contacted where this functionality is enabled, subject to their assigned permissions, and by authorized ContractorCaptain personnel where reasonably necessary to provide support, maintain security, investigate issues, or review and correct the assistant’s responses. ContractorCaptain applies access controls appropriate to the information and may maintain access and activity logs for security, troubleshooting, and accountability. A business may flag an assistant response it believes is incorrect; the flag and any associated note may be retained with the conversation.
Saved chat messages, flags, notes, demonstration conversations, notice and consent records, basic chat details, and access logs are retained under schedules appropriate to their purposes and sensitivity. These records may have different retention periods. Notice, consent, and access records may be retained longer than conversation content where reasonably necessary to document authorization, investigate access, address complaints or disputes, or comply with applicable law. Account closure or a valid deletion request may result in earlier deletion, subject to applicable legal requirements and contractual export commitments. Further details are provided in Section 16.
7. Automated Processing and Lead Qualification
Certain Services may automatically organize, categorize, summarize, or qualify customer inquiries based on information supplied during an interaction. These functions are intended to assist with ordinary business intake and workflow management. Unless expressly supported under a separate arrangement, ContractorCaptain Services are not intended to make decisions determining an individual’s eligibility for employment, housing, credit, insurance, healthcare, legal rights, or another similarly significant regulated benefit or service. Clients remain responsible for decisions they make concerning their customers, projects, pricing, scheduling, and business relationships.
8. Sensitive Information
ContractorCaptain Services used for ordinary lead intake are not intended for the collection of highly sensitive information that is unnecessary for a service inquiry. Unless a particular feature has been expressly designed and approved for such information, users should not submit:
- passwords or authentication credentials;
- private cryptographic keys;
- full payment-card credentials;
- full banking credentials;
- Social Insurance Numbers;
- passport or government identification numbers;
- biometric identifiers;
- highly sensitive medical information; or
- other similarly sensitive information unrelated to an ordinary contractor or service-business inquiry.
ContractorCaptain may restrict, remove, or decline to process information where doing so is reasonably necessary for privacy, security, legal, or operational reasons.
9. Client Responsibilities for Personal Information
Clients are responsible for ensuring that they have appropriate authority to provide personal information to ContractorCaptain and to instruct ContractorCaptain to process that information through the Services. Clients are also responsible for their own:
- privacy notices;
- collection purposes;
- consent practices;
- marketing practices;
- customer communications;
- use and disclosure of information received through the Services;
- retention obligations; and
- compliance with privacy, anti-spam, consumer-protection, and other laws applicable to their activities.
Where an End Customer has a question about how a particular Client uses information received through ContractorCaptain, the End Customer may need to contact that Client directly. A Client’s manual entry or import of an individual’s information does not establish that the individual accepted ContractorCaptain’s Terms of Use. When a Client initiates a communication using manually entered or Client-sourced information, the Client remains responsible for identifying itself, providing reasonable context where needed, delivering any legally required privacy notice, and including or honouring any legally required opt-out or suppression mechanism. ContractorCaptain may apply technical controls intended to support those requirements.
10. Consent
Where consent is required by applicable law, ContractorCaptain seeks consent appropriate to the circumstances, including the nature and sensitivity of the information and the purposes for which it will be collected, used, or disclosed. Consent may be express or implied where permitted by applicable law. An individual may withdraw consent to certain uses of personal information where permitted by law, subject to legal or contractual restrictions and reasonable notice. Withdrawal of consent may affect our ability to provide certain Services or functionality. ContractorCaptain may also collect, use, or disclose personal information without consent where permitted or required by applicable law.
11. Cookies and Similar Technologies
ContractorCaptain websites and Services may use cookies and similar technologies for purposes such as:
- website operation;
- account sessions;
- security;
- fraud prevention;
- remembering preferences;
- diagnostics;
- analytics; and
- improving website and Service performance.
Essential Technologies
Certain technologies may be necessary for security, authentication, forms, sessions, and core website functionality. The ContractorCaptain chat assistant keeps a session identifier, your acknowledgement (if one was requested) and the time it was given, and temporary photo-upload tokens in your browser’s session storage. No chat text is stored there, and it is cleared when you close the browser tab.
Analytics Technologies
Where enabled, analytics technologies may help ContractorCaptain understand how the website and Services are used and identify technical or user-experience issues.
Preference Technologies
Preference technologies may remember selections or settings to improve the user experience.
Marketing Technologies
ContractorCaptain may use advertising, remarketing, or similar marketing technologies on its own website to promote its Services. These technologies are not used in ContractorCaptain-powered functionality on Client websites or with Client Data or End Customer information. Where required by applicable law, we will provide notice and a way to opt out, or obtain consent.
Browser or device settings may permit individuals to restrict or delete certain cookies. Disabling certain technologies may affect website functionality.
12. Analytics and Diagnostics
ContractorCaptain may use analytics, monitoring, logging, and diagnostic services to understand:
- website performance;
- traffic patterns;
- Service usage;
- application errors;
- system reliability;
- security events; and
- technical issues.
Depending on the technology involved, service providers may process information such as IP addresses, device information, browser information, feature interactions, diagnostic information, and approximate location information.
13. Service Providers
ContractorCaptain uses third-party providers where reasonably necessary to operate, support, secure, administer, and improve its business and Services. Depending on the functionality used, providers may process personal information on ContractorCaptain’s behalf or as independent service providers under their own terms. Provider categories may include cloud infrastructure, hosting, storage, network and security services, artificial-intelligence processing, email and telecommunications, authentication, analytics and diagnostics, automation, connected-account integrations, payment processing, customer support, verification, fraud prevention, professional services, and other business or technology infrastructure. These providers may process information in Canada, the United States, or other jurisdictions, as described in Section 15. Providers may be added, removed, or replaced as the Services evolve. The then-current authoritative Schedule B to the Data Processing Addendum identifies material Subprocessors that process Client Personal Information (as those terms are defined in the Data Processing Addendum) on ContractorCaptain’s behalf and may be obtained through the applicable DPA, a ContractorCaptain-controlled page where available, or a request to support@contractorcaptain.com. A provider that independently processes ContractorCaptain account, billing, or business-administration information may not be a Subprocessor for purposes of the DPA.
Service providers may access or process personal information only where reasonably necessary for the purpose for which they are engaged or as otherwise permitted or required by applicable law. ContractorCaptain remains accountable for personal information under its control and uses contractual, technical, and organizational measures appropriate to the circumstances. Third-party services may also be governed by their own terms and privacy requirements.
13.1 Connected Accounts
From time to time, a Client may choose to connect a supported third-party account or service to enable an integration. A connection is optional and requires the Client to initiate or authorize it. Depending on the enabled functionality and permissions, ContractorCaptain may receive, transmit, create, update, reconcile, store, or delete information through the Connected Account. The Client controls the account, permissions, recipients, calendars, and settings under the Client’s control and may disconnect the account through then-supported controls. Availability of this framework does not mean that any particular provider or integration is supported unless ContractorCaptain makes it available and the Client enables it. Information exchanged with a Connected Account is handled for the enabled functionality, security, support, legal compliance, and other purposes described in this Policy, subject to Applicable Privacy Law and binding provider restrictions. The independent provider may also process information under its own terms and privacy notice. Disconnecting ordinarily stops future processing through the connection but does not automatically remove information already stored in the third-party account or information ContractorCaptain may lawfully retain.
13.2 Google Calendar Connections
If a Client chooses to connect a Google account, ContractorCaptain requests access only to the authorized calendar functionality reasonably necessary to create, update, and reconcile events associated with that Client’s service inquiries. Depending on the enabled configuration, ContractorCaptain may receive and store the connected account identifier, authorization information, calendar or event identifiers, event timing and status, and event content needed to operate the connection. ContractorCaptain may send relevant lead information to that Google account for calendar synchronization. We use information obtained through Google APIs only to provide, maintain, secure, or improve the Client-authorized user-facing calendar feature; for security; or to comply with applicable law. General permissions elsewhere in this Policy to analyze information or improve ContractorCaptain Services do not expand our rights in Google API data. These restrictions apply to raw Google API data and to information derived, aggregated, or anonymized from that data. We do not use Google API data for advertising; sell it to data brokers or information resellers; use it to determine creditworthiness or for lending; or use it to create, train, or improve a general-purpose or ContractorCaptain-specific artificial-intelligence or machine-learning model beyond a specific user’s personalized model for an approved user-facing feature where that use is permitted and appropriately authorized. We transfer Google API data to another service provider only where permitted by Google’s policies and reasonably necessary for the connected user-facing feature, security, or legal compliance. Human access is limited to circumstances permitted by Google’s policies, such as appropriately authorized support, security, legal compliance, or permitted internal operations using aggregated and anonymized information. ContractorCaptain’s use and transfer to any other application of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements, and applicable Google Workspace developer policies. The Client may disconnect its Google account through available account controls. When the connection is disconnected or the authorization is no longer required, ContractorCaptain promptly initiates revocation and deletion of active-production OAuth tokens that are no longer reasonably required, subject to applicable law and reasonable security or fraud-prevention requirements. Residual records in encrypted backups, security logs, caches, or disaster-recovery systems may remain until removed through ordinary technical retention processes, provided they remain protected and are not restored to active use except where reasonably necessary for recovery, security, or legal compliance. A Client may request deletion of Google-derived information stored in ContractorCaptain systems through available account controls or by contacting support@contractorcaptain.com, subject to applicable legal, security, backup, contractual, and retention requirements. Disconnecting stops future synchronization; events or information already stored in the Client’s Google Calendar may remain there subject to the Client’s Google account settings and deletion choices.
14. Disclosure of Personal Information
ContractorCaptain may disclose personal information:
- to the Client associated with an End Customer’s inquiry;
- to a Connected Account a Client has authorized, as reasonably necessary to provide the enabled integration;
- to authorized users of an applicable Client account, including saved chat conversations as described in Section 6.1;
- to service providers supporting ContractorCaptain or the Services;
- to service providers that assist with business or account verification, fraud prevention, security screening, payment-account confirmation, sanctions compliance, or related account-integrity functions;
- where an individual directs or consents to the disclosure;
- where required or permitted by law;
- where reasonably necessary to investigate fraud, abuse, security threats, or unlawful activity;
- where reasonably necessary to protect the rights, systems, property, or safety of ContractorCaptain, Clients, users, or others;
- in connection with legal proceedings or the enforcement of agreements; or
- in connection with a bona fide financing, merger, acquisition, reorganization, sale of business, sale of assets, or similar corporate transaction, subject to applicable legal requirements.
ContractorCaptain does not disclose personal information for purposes unrelated to those described in this Policy except where permitted by law or with appropriate consent.
14.1 No Sale of Personal Information
ContractorCaptain does not sell personal information as a product or for monetary consideration and does not disclose personal information to data brokers or information resellers. ContractorCaptain does not use Client Data or End Customer information for advertising. If we use advertising or remarketing technologies on our own website, we will provide notice and any required choice as described in Section 11. This statement does not prevent disclosures to Clients, Authorized Users, service providers, connected services, professional advisers, regulators, or other recipients for the purposes described in this Policy, or a transfer in connection with a bona fide corporate transaction subject to applicable legal requirements.
15. International and Cross-Border Processing
ContractorCaptain may use service providers whose systems, personnel, or subprocessors are located in Canada, the United States, or other jurisdictions. As a result, personal information may be transferred to, stored in, accessed from, or processed in a jurisdiction other than the province or country in which it was originally collected. Information processed in another jurisdiction may be subject to the laws of that jurisdiction and may be accessible to courts, law-enforcement agencies, or governmental authorities where permitted by applicable law. ContractorCaptain takes reasonable steps appropriate to the circumstances when selecting and using service providers that process personal information, including measures intended to maintain a level of protection appropriate to the information and applicable legal requirements.
16. Data Retention
ContractorCaptain retains personal information only as long as reasonably necessary for the purpose collected, another purpose permitted or required by law, or any applicable statutory minimum period. Our retention and disposal schedules consider sensitivity, use, legal requirements, and binding contractual commitments.
Different categories of information may have different retention periods. These include customer and lead records, chat conversations, demonstration inquiries, photos and attachments, estimates and invoices, calendar records, notice and consent records, access logs, and security records. Information needed to document authorization, investigate an incident, address a complaint or dispute, or meet a legal obligation may be retained longer than the related operational content.
Temporary or unsubmitted uploads are retained only while reasonably necessary to support the upload process, address technical or security issues, or meet applicable legal requirements. Submitted photos and attachments may be retained with the associated service request or business record, subject to applicable retention schedules, lawful Client instructions, and contractual commitments. The Services are not intended to provide permanent archival storage.
Where a Client’s agreement provides a post-termination period, ContractorCaptain does not intentionally delete information maintained in active systems during that period, except as the agreement permits. This does not require restoration of previously deleted information or continued dashboard access. Earlier deletion may occur on a valid Client instruction, where required by law, or where reasonably necessary to address a specific security threat, as described in the applicable agreement.
Account closure, expiration of an export period, or deletion of an associated record does not necessarily result in immediate deletion of every related record. Information may be retained where reasonably necessary and legally permitted for accounting, security, fraud prevention, existing or reasonably anticipated disputes, legal compliance, or another documented lawful purpose. Retained information remains protected and is used only for the purpose that justifies its retention.
Unsubscribe, opt-out, and suppression records are kept as long as needed to honour the request, even after related records are deleted.
When a connected account is disconnected, ContractorCaptain initiates revocation and deletion of active-production authentication tokens that are no longer reasonably required, subject to applicable legal and security requirements. Export commitments do not require retention or disclosure of authentication secrets. Disconnecting an account does not automatically delete information already stored with the connected service.
Deleted information may remain temporarily in protected backups, logs, caches, or disaster-recovery systems until removed through the applicable technical retention processes. Such information is not restored to ordinary operational use except where reasonably necessary and legally permitted for recovery, security, or legal compliance.
When personal information is no longer required for a lawful purpose, ContractorCaptain will securely delete or destroy it or, where legally permitted, irreversibly de-identify it. We will honour applicable access, deletion, and retention requirements and binding commitments in Client agreements, Data Processing Addenda, and product notices.
Questions about retention or requests concerning personal information may be sent to support@contractorcaptain.com. We may need to verify identity and authority or coordinate with the business responsible for the information before acting on a request.
17. Security
ContractorCaptain uses reasonable administrative, technical, and organizational safeguards appropriate to the nature of the information under its control. Depending on the context, safeguards may include measures relating to:
- access control;
- authentication;
- account permissions;
- secure infrastructure;
- system monitoring;
- logging;
- credential management;
- service-provider controls;
- incident response; and
- other administrative or technical protections.
No internet transmission, software system, database, or storage environment can be guaranteed to be completely secure. Where ContractorCaptain becomes aware of a privacy or security incident affecting personal information, we will investigate and take reasonable steps appropriate to the circumstances, including notifications required by applicable law.
18. Privacy Rights and Requests
Subject to applicable law and certain exceptions, individuals may have rights concerning personal information under ContractorCaptain’s control. Depending on the circumstances, an individual may request:
- access to personal information;
- correction of inaccurate or incomplete personal information;
- information about how personal information has been used;
- information concerning certain disclosures of personal information;
- withdrawal of consent where applicable; or
- information about ContractorCaptain’s privacy practices.
Requests should be submitted to the ContractorCaptain Privacy Officer using the contact information below. We may request information reasonably necessary to verify the identity of the person making a request. ContractorCaptain will respond to valid requests within 30 days, or within any longer period permitted by applicable law, in which case we will tell you the reason for the extension. Where ContractorCaptain processes information solely or primarily on behalf of a Client and that Client is responsible for the information, ContractorCaptain may direct the individual to the Client and, where appropriate, assist the Client in responding.
19. Privacy Questions and Complaints
ContractorCaptain has designated a Privacy Officer responsible for overseeing our privacy practices. Individuals may contact the Privacy Officer with:
- questions about this Privacy Policy;
- questions about collection, use, or disclosure of personal information;
- access or correction requests;
- requests to withdraw consent where applicable; or
- privacy complaints.
ContractorCaptain will review privacy complaints and take reasonable steps to investigate and address substantiated concerns. Nothing in this Policy prevents an individual from exercising rights available through an applicable privacy regulator. In British Columbia, the regulator is the Office of the Information and Privacy Commissioner for British Columbia (oipc.bc.ca). Federally, it is the Office of the Privacy Commissioner of Canada (priv.gc.ca).
20. Marketing Communications
ContractorCaptain may communicate with prospective or existing Clients concerning Services, product updates, educational information, promotions, or other business-related matters where permitted by applicable law. Where required, ContractorCaptain will obtain appropriate consent before sending commercial electronic messages and will include required identification, contact information, and an appropriate method to unsubscribe. An individual who unsubscribes from optional marketing may continue to receive communications reasonably necessary to provide Services, administer an account or subscription, process billing, provide security or legal notices, respond to a request, or administer an existing business relationship. Clients using ContractorCaptain to communicate with their own customers remain responsible for determining whether consent or another legal basis is required, maintaining appropriate evidence of consent where applicable, providing required sender identification and contact information, including and honouring unsubscribe or opt-out mechanisms where required, and otherwise complying with applicable anti-spam and electronic-communications laws.
Where ContractorCaptain technology is used to send or facilitate Client communications, ContractorCaptain may add or preserve legally or operationally appropriate sender identification, contact information, unsubscribe or opt-out mechanisms, suppression indicators, transactional labels, or similar compliance elements. ContractorCaptain may maintain and apply suppression records and may block, delay, restrict, or refuse communications where reasonably necessary to comply with applicable law, recipient preferences, provider requirements, security measures, or abuse-prevention controls. These measures do not transfer a Client’s independent communication obligations to ContractorCaptain.
21. Third-Party Websites and Services
The ContractorCaptain website or Services may contain links to or integrations with independent third-party websites, applications, or services. ContractorCaptain does not control the privacy practices of independent third parties. Information submitted directly to a third party is governed by that third party’s privacy practices and applicable agreement. Individuals should review the privacy information provided by a third party before supplying personal information directly to that service.
22. Children’s Privacy
ContractorCaptain’s Services are designed primarily for businesses, contractors, service businesses, and individuals seeking services from those businesses. ContractorCaptain does not design its Services for children as a primary audience. Users should not intentionally use ContractorCaptain Services to collect personal information from children in circumstances requiring parental or guardian authorization unless the collection has been appropriately designed and authorized for that purpose. If ContractorCaptain becomes aware that personal information has been collected in circumstances where additional consent or protection is legally required, we may take reasonable steps to restrict processing or address the information as appropriate.
23. Changes to This Privacy Policy
ContractorCaptain may update this Privacy Policy to reflect changes in:
- our Services;
- technology;
- service providers;
- privacy practices;
- security practices;
- business operations; or
- applicable legal requirements.
The current version will be posted on our website at contractorcaptain.com/privacy and will identify its most recent update date. Where appropriate, ContractorCaptain may provide additional notice of a material change.
24. Privacy Officer and Contact Information
ContractorCaptain AI Inc. has designated a Privacy Officer to oversee privacy compliance and respond to questions and complaints concerning personal information. Privacy inquiries and requests may be directed to:
ContractorCaptain AI Inc.
Attention: Privacy Officer
170-422 Richards St, Vancouver, British Columbia V6B 2Z4, Canada
Email: support@contractorcaptain.com
Please include enough information for us to understand and respond to the request. Do not send passwords, full payment-card information, government identification numbers, or other unnecessary sensitive information by ordinary email.