Fuel Intelligence Privacy Policy

Effective date: [EFFECTIVE DATE – CHRIS TO CONFIRM]

This policy explains how 2107385 Alberta Ltd. (operating as Fuel Intelligence) (“we”, “us”) handles personal information in the Fuel Intelligence web app at [APP URL – TO CONFIRM: fuelintelligence.ca].

We follow Alberta’s Personal Information Protection Act (PIPA) and, where it applies, Canada’s federal Personal Information Protection and Electronic Documents Act (PIPEDA). This policy is written to meet both. [COUNSEL TO CONFIRM which law applies.]

1. Accountability

Our Privacy Officer is responsible for how we handle personal information:

Chris Gill, Privacy Officer
2107385 Alberta Ltd. (operating as Fuel Intelligence), 10008-103 Ave, PMB 6080, Grande Prairie, AB T8V 1B8, Canada
Email: chris100gill@gmail.com

2. What we collect and why

• Account information: your name, email, company name, and role. Passwords are handled by our login provider, Supabase. We never see your password in plain text. We use this to create and secure your account.
• Uploaded fuel data: the fuel card files you upload (for example UFA, Petro-Canada SuperPass, Shell). These can include date and time, site or location, product, litres, price, full or partial card numbers, driver or employee names and IDs, vehicle and unit numbers, and odometer readings. We use this only to provide the service to you: importing, matching, flagging, mapping, and reporting.
• Optional data you connect or add [CONFIRM which features are live]: receipt photos, GPS or telematics location data, and job or unit lists.
• Usage and log data: IP address, browser and device type, pages and actions, and error logs, collected by our hosting provider, Vercel. We use this to run, secure, and fix the service.
• Cookies: we use cookies needed to keep you signed in. [CONFIRM: we do not use analytics or advertising cookies / we use (ANALYTICS TOOL).]

3. Data about your drivers and employees

When a business customer uploads data about its drivers, employees, or contractors, the customer decides what to upload and why. The customer is responsible for having the authority to share that data and for giving its staff any notice the law requires. We process that data on the customer’s behalf and only to provide the service to that customer. Requests from drivers or employees about this data should go to their employer first. We will help the employer respond.

4. Consent

We collect, use, and share personal information with consent, except where the law allows otherwise. You consent when you create an account and upload data for the purposes above. You may withdraw consent by closing your account, subject to legal limits. We will send you service emails (such as login links, alerts, and weekly reports) as part of the service. We will send marketing emails only with your consent, and every one will have an unsubscribe link.

5. Limiting collection

We collect only what we need to run the service. Please mask card numbers before uploading where you can, and do not upload information that is not needed to track fuel. [CONFIRM: the app keeps only the last 4 digits of card numbers.]

6. Limiting use, sharing, and retention

We do not sell personal information. We do not use your uploaded data for advertising.

[CHRIS TO DECIDE: We may use aggregated, de-identified data, which cannot reasonably identify you, your company, or any person, to improve the product.]

We share data only with service providers that help us run Fuel Intelligence, and only as needed:

• Vercel (app hosting and logs);
• Supabase (database and login), region [CONFIRM];
• [CONFIRM: Anthropic (AI service used to write plain-English summaries and weekly reports)];
• [CONFIRM: Resend (sending service emails)];
• [CONFIRM: any GPS or telematics provider you choose to connect].

We may also share information if the law requires it, or with professional advisers who must keep it confidential.

Storage outside Canada. These providers are based in the United States and may store or process your data there or in other countries. While it is outside Canada, it is subject to the laws of those countries and may be accessible to their courts, law enforcement, and national security authorities.

How long we keep data:

• Account and uploaded data: while your account is open, then deleted within [X] days after you close it.
• Backups: deleted on a rolling basis within [X] days.
• Records we must keep by law (for example billing records): as long as the law requires.

7. Accuracy

Uploaded data is only as accurate as the source file. You can correct or delete your data in the app [CONFIRM] or by asking us.

8. Safeguards

We protect data with reasonable safeguards, including:

• encryption in transit (HTTPS) and at rest [CONFIRM];
• access rules in the database so each company can see only its own data (row-level security) [CONFIRM];
• limited staff access, on a need-to-know basis.

No system is perfectly secure. If a breach creates a real risk of significant harm, we will notify affected customers or individuals, and the relevant Privacy Commissioner, where the law requires.

9. Openness

This policy is posted in the app and on our website. Ask our Privacy Officer if you have questions.

10. Access and correction

You can ask to see or correct the personal information we hold about you. Email chris100gill@gmail.com. We may need to confirm your identity. We will respond within 30 days, or tell you if we need more time and why, as the law allows.

11. Complaints

Contact our Privacy Officer first. If you are not satisfied, you may complain to:

• the Office of the Information and Privacy Commissioner of Alberta (OIPC): https://oipc.ab.ca; or
• the Office of the Privacy Commissioner of Canada (OPC): https://www.priv.gc.ca.

Children

Fuel Intelligence is a business tool for adults. We do not knowingly collect information from children.

Changes

We may update this policy. We will post the new version with a new effective date and tell account holders about important changes before they apply.