Privacy Policy

Our Commitment to Your Privacy

This Privacy Policy describes how TrackFlow Logistics collects, uses, and protects your personal information when you use our services. We are committed to protecting your privacy and handling your data responsibly. We understand that your trust is essential, and we take our responsibility to safeguard your information seriously.

Information We Collect

We collect information in several ways to provide and improve our services:

• Personal information you provide directly, such as your name, email address, phone number, and company details when you register or contact us
• Shipping and logistics data you provide, including delivery addresses, package details, and tracking information
• Usage data about how you interact with our platform, including pages visited, features used, and time spent on our services
• Device information such as your IP address, browser type, operating system, and device identifiers
• Cookies and similar tracking technologies to enhance your browsing experience

How We Use Your Information

We use the information we collect for specific, legitimate purposes:

• To deliver and maintain our order tracking and shipping status services
• To send you delivery updates, notifications, and service-related communications
• To personalize your experience and improve our platform based on your preferences
• To analyze usage patterns and optimize our services for better performance
• To respond to your inquiries and provide customer support
• To comply with legal obligations and regulations
• To prevent fraud and ensure the security of our services

Legal Basis for Processing

We process your personal information on the following legal bases:

• Consent: When you explicitly agree to our collection and use of your data, such as subscribing to delivery notifications
• Contractual Necessity: When processing is required to fulfill our services and your shipping tracking requests
• Legitimate Interests: When we process data to improve our services, prevent fraud, and ensure platform security
• Legal Obligation: When required by Canadian law, provincial regulations, or other applicable legislation

Data Retention

We retain your personal information for specific periods based on the type of data and our business needs:

• Shipping and Tracking Data: Retained for up to 36 months after final delivery to comply with logistics standards and customer service inquiries
• Contact Form Messages and Support Communications: Retained for up to 24 months after your last interaction with us
• Analytics and Usage Data: Retained for up to 14 months for service improvement and performance analysis
• Server Logs and Technical Data: Retained for up to 12 months for security and troubleshooting purposes
• Account Information: Retained as long as your account is active, plus up to 12 months after account closure

After these retention periods, we securely delete or anonymize your data. You may request earlier deletion of your information at any time by contacting us.

Your Rights and Choices

You have important rights regarding your personal information. You can:

• Access your personal data and receive a copy of the information we hold about you
• Correct or update any inaccurate or incomplete information
• Delete your personal data, subject to certain legal and operational requirements
• Withdraw your consent to marketing communications at any time
• Request restriction of processing for specific purposes
• Opt out of cookies and similar tracking technologies through your browser settings
• Lodge a complaint with the Office of the Privacy Commissioner of Canada if you believe we have mishandled your information

To exercise any of these rights, please contact us using the information provided below.

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our platform. Cookies are small files stored on your device that help us remember your preferences, track usage patterns, and provide personalized content. We use both essential cookies (required for service functionality) and non-essential cookies (for analytics and user experience improvement). You can control cookie settings through your browser preferences, though disabling cookies may affect certain features of our service. For detailed information about our cookie practices, please refer to our separate Cookie Policy.

Data Security

We implement comprehensive security measures to protect your personal information from unauthorized access, alteration, and disclosure. Our security practices include encryption of sensitive data in transit and at rest, regular security audits, restricted access controls, and employee training on data protection. However, no security system is completely impenetrable. While we work diligently to protect your data, we cannot guarantee absolute security and encourage you to protect your passwords and account credentials.

Sharing Your Information

We do not sell your personal information to third parties. We may share your information with:

• Service providers who assist us in delivering our services, such as cloud hosting providers and payment processors
• Partner logistics companies necessary to fulfill shipping tracking and delivery updates
• Law enforcement or regulatory authorities when required by law or legal process
• Other parties with your explicit consent for specific purposes

We ensure all third parties are bound by appropriate data protection agreements and handle your information responsibly.

International Data Transfers

Our services operate primarily within Canada. However, if we transfer your information internationally, we ensure appropriate safeguards are in place, including data processing agreements that comply with applicable privacy laws. Any international transfers will be conducted securely and in accordance with privacy regulations.

Policy Updates

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of significant changes by posting the updated policy on our website with a revised "Last Updated" date. Your continued use of our services following such notifications constitutes your acceptance of the updated Privacy Policy. We encourage you to review this policy regularly to stay informed about how we protect your information.