Privacy Policy

1. Who we are

Fleet Sweep Inc. ("Fleet Sweep", "we", "us") is an Ontario corporation operating a group purchasing program for commercial fleets. We are responsible for the personal information in our custody and control, including information held by anyone processing it on our behalf.

This policy is written to meet the federal Personal Information Protection and Electronic Documents Act (PIPEDA), Canada's anti-spam legislation (CASL), and the provincial consumer reporting statutes that apply where you live and where we operate.

2. What we collect

We collect only what we need, and what we need depends on what you are asking us for.

3. Why we collect it, and your consent

We use the information above to:

• verify who you are and that the business exists and holds operating authority;
• obtain credit reports and assess whether to open a credit-bearing account, and at what limit;
• set up and administer the account, including billing and pre-authorized debit;
• review and adjust limits over the life of the account;
• collect amounts owing, including under a personal guarantee; and
• meet our legal, tax and record-keeping obligations.

We ask for your express consent on the application form itself, in plain language, before any of it is used. We do not use your information for any new purpose without asking you again.

Credit reporting agencies

When you tick the credit bureau authorization and sign, you are authorizing us to obtain a consumer credit report about you personally, and a commercial credit report about the business, and you are authorizing those agencies to release that information to us.

Each owner authorizes and signs for themselves. We do not run a personal credit check on anyone who has not personally signed. Where a second owner guarantees the account, that person gives their own consent and types their own signature.

That authorization continues for as long as the account is open or any balance remains outstanding, because we review limits on an ongoing basis rather than only at application.

Withdrawing your consent

You may withdraw your consent at any time by writing to privacy@fleetsweep.app, subject to reasonable notice and to our legal and contractual obligations. Two things withdrawal does not do: it does not reach back and undo a report we already lawfully obtained, and it does not prevent us from obtaining credit information needed to collect an amount you then owe. If withdrawing means we can no longer provide a credit-bearing account, we will tell you that before it takes effect.

You can opt out of marketing email separately and at any time, without affecting your account. Every commercial message we send carries an unsubscribe link.

4. Who we disclose it to

We disclose personal information only to those who need it for the purposes above:

• Credit reporting agencies — to obtain the reports you authorized, and to report account performance where we are a furnishing member.
• Service providers — the vendors who host our systems, process payments and send our email, bound by contract to protect the information and use it only for us.
• Professional advisors — our accountants and lawyers, where needed.
• As required by law — to a court order, subpoena, regulator or law enforcement request we are legally obliged to answer.
• On a sale of the business — to a purchaser, under confidentiality obligations, so they can continue serving your account.

We do not sell personal information, and we do not rent or trade mailing lists.

Information held outside Canada

Some of our service providers store or process information outside Canada, including in the United States. While it is there it may be accessible to the courts, law enforcement and national security authorities of that country. If you want to know where a particular category of information is held, write to us and we will tell you.

5. How we protect it

The application form is served over an encrypted connection and will not submit at all unless a secure endpoint is configured. We do not accept personal financial information by ordinary email, and we ask that you never send your date of birth, account numbers or a Social Insurance Number that way. Access inside Fleet Sweep is limited to the people who need it to do their job.

No system is perfect. If a breach creates a real risk of significant harm to you, we will notify you and the Office of the Privacy Commissioner of Canada as the law requires, and keep a record of the breach.

6. How long we keep it

If you apply and we open an account, we keep the application, the consent record and the account history for seven years after the account is closed and any balance is settled, which is the period our tax, limitation-period and audit obligations require.

If you apply and we decline, or you do not proceed, we keep the file for two years so that we can explain the decision if you ask and so we recognise a re-application, then destroy it.

Consent records are kept for as long as the underlying information is kept, because the evidence of what you agreed to is only useful alongside what it authorized.

7. Seeing it, correcting it, complaining about it

You have the right to ask what personal information we hold about you, what we have used it for, and who we have disclosed it to. Write to privacy@fleetsweep.app. We will respond within 30 days, or tell you why we need longer. There is no charge for a reasonable request.

If something we hold is wrong, tell us and we will correct it and, where it matters, pass the correction to anyone we gave the incorrect information to.

A credit report itself belongs to the agency that produced it, not to us. If you disagree with something on your bureau file, raise it directly with Equifax Canada or TransUnion Canada — they are required to investigate and correct errors, and we will cooperate.

If you are not satisfied with how we have handled your information or your request, you can complain to the Office of the Privacy Commissioner of Canada at priv.gc.ca or 1-800-282-1376. We would rather you came to us first, but you do not have to.

8. Changes to this policy

If we change this policy we will post the new version here with a new effective date. Where a change materially affects how we use information you have already given us, we will ask for your consent again rather than relying on the old one.