Plain-language summary: CrewQuote collects only what it needs to run your quoting business. We never sell your data. Your clients’ information belongs to you. You can request a copy or deletion of your data at any time by emailing
privacy@crewquote.ca.
1. Who We Are
CrewQuote (“we,” “us,” “our”) is a cloud-based quoting and invoicing platform operated in Ontario, Canada. We are committed to protecting your personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA), applicable Ontario privacy legislation, and the Canada Anti-Spam Legislation (CASL).
Our designated Privacy Contact can be reached at privacy@crewquote.ca.
2. Our 10 PIPEDA Fair Information Principles
Our privacy practices are built around the 10 principles established under PIPEDA:
AccountabilityWe own our privacy obligations and have appointed a Privacy Contact.
Identifying PurposesWe tell you why we collect personal information before or at time of collection.
ConsentWe obtain meaningful consent for collection, use, and disclosure.
Limiting CollectionWe collect only what is necessary for the stated purpose.
Limiting Use & DisclosureData is used only for the purposes for which it was collected.
AccuracyWe keep personal information accurate and up to date.
SafeguardsWe protect data with appropriate technical and organizational measures.
OpennessOur privacy practices are documented and available on request.
Individual AccessYou can access and correct your personal information.
Challenging ComplianceYou can challenge our compliance with PIPEDA to our Privacy Contact.
3. Information We Collect
3.1 Account Information
- Name, email address, and password (hashed — never stored in plain text)
- Business name, HST/GST number, phone number, and business address (from your profile)
- Subscription and billing information (processed and stored by Stripe — see Section 6)
3.2 Business Data You Enter
As part of using the Service, you enter:
- Client names, email addresses, phone numbers, and service addresses
- Quote and invoice content including job descriptions, pricing, and notes
- Lead information submitted through your CrewQuote lead funnels
This data belongs to you. We act as a data processor on your behalf for your client information.
3.3 Usage & Technical Data
- IP address, browser type, device type, and operating system
- Pages visited, features used, and session duration
- Error logs and crash reports used to improve the Service
3.4 Cookies & Local Storage
We use session cookies required for authentication (logging in and staying logged in). We do not use third-party advertising cookies. You may disable cookies in your browser, but this will prevent you from logging in.
4. How We Use Your Information
- Provide the Service: Store and display your quotes, invoices, and client data.
- Process payments: Pass billing data to Stripe to handle subscription charges.
- Send transactional communications: Account confirmations, password resets, quote notification emails, and payment receipts.
- Service communications: Important updates about the platform, security notices, or changes to these policies. These are required communications that cannot be opted out of while your account is active.
- Improve the Service: Analyze aggregate, anonymized usage patterns to fix bugs and build better features.
- Legal compliance: Respond to lawful requests from government authorities or courts.
We do not use your data to train AI models, sell advertising, or share information with third parties for their marketing purposes.
5. CASL & Commercial Electronic Messages
Under the Canada Anti-Spam Legislation (CASL), we obtain express consent before sending you promotional or marketing emails. You may withdraw your consent to marketing communications at any time by clicking “Unsubscribe” in any marketing email or contacting us at privacy@crewquote.ca.
Transactional messages (account confirmations, invoices, password resets) are sent pursuant to your contractual relationship with us and are not subject to the unsubscribe requirement under CASL.
If you use CrewQuote to send commercial electronic messages to your own clients (quotes, follow-ups), you are the sender under CASL and are responsible for your own compliance, including obtaining client consent.
6. Third-Party Service Providers
We share personal information with trusted service providers only to the extent necessary to operate the Service:
- Stripe, Inc. — Payment processing. Stripe stores your billing information under PCI-DSS standards. See Stripe’s Privacy Policy.
- OpenStreetMap / Nominatim — Client address geocoding for the route planner feature. Only client addresses (not names or contact details) are transmitted.
- Google Fonts / jsDelivr — Font and library delivery. Standard CDN request data may be logged by these providers.
We do not sell, rent, or trade personal information to any third party for their own marketing or commercial purposes.
7. Data Storage & Security
Your data is stored on servers located in Canada. We implement industry-standard security measures including:
- HTTPS (TLS) encryption for all data in transit
- Bcrypt hashing for all passwords — we cannot recover your password if lost
- Database access controls and principle of least privilege
- Regular automated backups
Despite our safeguards, no system is perfectly secure. If you discover a security vulnerability, please report it responsibly to security@crewquote.ca.
8. Data Breach Notification
In the event of a breach of security safeguards involving personal information that poses a real risk of significant harm to individuals, we will notify affected users and report to the Office of the Privacy Commissioner of Canada (OPC) as required by PIPEDA and the Breach of Security Safeguards Regulations. We will provide notification as soon as feasible and document all breaches as required by law.
9. Data Retention
We retain your account data for as long as your account is active. When you close your account:
- You may request a full export of your data within 30 days of account closure.
- After 30 days, your account data will be deleted from our active systems.
- We may retain certain records (billing history, transaction logs) for up to 7 years as required by the Income Tax Act (Canada) and applicable Ontario tax regulations.
- Backups are purged on a rolling basis according to our retention schedule.
10. Your Rights Under PIPEDA
You have the right to:
- Access: Request a copy of the personal information we hold about you.
- Correction: Request that we correct inaccurate or incomplete information.
- Deletion: Request deletion of your account and associated personal data (subject to legal retention requirements).
- Withdrawal of consent: Withdraw consent to non-essential uses of your data (this may affect your ability to use parts of the Service).
- Complaint: Lodge a complaint with the Office of the Privacy Commissioner of Canada (OPC) at www.priv.gc.ca or 1-800-282-1376.
To exercise any of these rights, contact our Privacy Contact at privacy@crewquote.ca. We will respond within 30 days as required under PIPEDA.
11. Children’s Privacy
CrewQuote is not directed at individuals under the age of 18. We do not knowingly collect personal information from minors. If we become aware that a minor has provided us with personal information, we will delete it promptly.
12. International Data Transfers
We aim to keep your data in Canada. Some of our third-party service providers (including Stripe) may process data outside Canada, including in the United States. Where this occurs, data is transferred pursuant to appropriate legal mechanisms. By using the Service, you consent to such transfers in accordance with PIPEDA.
13. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by email or in-app notice at least 14 days before the new policy takes effect. The current version will always be available at https://crewquote.ca/privacy.php. Continued use of the Service after the effective date constitutes acceptance of the updated policy.
14. Contact Our Privacy Contact
All privacy requests, concerns, and complaints should be directed to our designated Privacy Contact:
If you are not satisfied with our response, you may file a complaint with the Office of the Privacy Commissioner of Canada at www.priv.gc.ca.