FW Inspect — Privacy Policy
Draft for legal review, written for Canada's federal privacy law (PIPEDA). Fill in every [bracket]. Effective date: [date]
[Legal business name] ("we") provides FW Inspect. This policy explains what personal information the Service handles, why, and how it is protected.
Who controls the information
- Customer data. Information our customers enter about their people, their clients and their equipment belongs to the customer. We process it on the customer's behalf, only to provide the Service. Requests about that information should go to the customer first; we will help them answer.
- Our own records. For account holders' contact details and billing, we are responsible for the information.
What we collect
| Information | Examples | Why |
|---|---|---|
| User accounts | Name, email, role, qualification, password (stored encrypted, never readable) | Log in, show who performed an inspection |
| Inspection records | Equipment details, checklist answers, comments, results, certificates | The purpose of the Service |
| Photos and signatures | Photos of equipment, the inspector's drawn signature | Evidence on inspection records and certificates |
| Location | Approximate GPS position when an inspection is done, only if the inspector's browser allows it | Shows where an inspection took place |
| Client contacts | Contact names, emails and phone numbers of our customers' clients | Alert emails and client portal access |
| Technical data | IP address, login times, actions taken (activity log) | Security, troubleshooting and an audit trail |
| Billing | Company name, contact, invoices | Invoicing and accounting |
The app uses one session cookie to keep you logged in. It does not use advertising or tracking cookies.
How we use it
Only to provide, secure, support and improve the Service, send inspection alert emails, and invoice customers. We do not sell personal information or use it for advertising.
Service providers and storage location
| Provider | Role | Location |
|---|---|---|
| FastComet | Web hosting and database | [data centre location] |
| Cloudflare R2 | Storage of photos, documents and backups | North America [confirm: may include the United States] |
| [Email provider] | Sending alert emails | [location] |
Information stored outside Canada may be accessible to authorities of that country under its laws. Each provider is bound by its own security and confidentiality commitments.
How long we keep it
While the customer's account is active. After an account ends, data is deleted within 30 days of the end of the export period described in the Terms of Service; backups expire within [30] days after that. Billing records are kept as long as tax law requires.
How we protect it
- Encrypted connections (HTTPS) for all traffic.
- Each customer's data is separated from every other customer's.
- Passwords are stored hashed; photos and documents are in private storage and shown only through links that expire after minutes.
- Daily backups and an activity log of who changed what.
- Access by our staff is limited to support and maintenance.
Your rights
You can ask to see or correct the personal information we hold about you, or withdraw consent (which may mean you can no longer use the Service). Contact our privacy officer below; we reply within 30 days. If you are not satisfied, you can contact the Office of the Privacy Commissioner of Canada.
Breaches
If a breach creates a real risk of significant harm, we notify the affected customers, the individuals concerned and the Privacy Commissioner as the law requires, and keep a record of every breach.
Changes
We will post updates here and email account administrators about material changes.
Privacy officer
[Name] · [privacy@fwsolutions.ca] · [address] · [phone]
Last updated 2026-10-29