Privacy Policy

1. Who is responsible

Tank Tracker (tanktracker.ca and every company workspace under it) is operated by Ayres Capital Enterprises Ltd., Ontario, Canada. We are responsible for the personal information we hold under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), Quebec's Act respecting the protection of personal information in the private sector (Law 25) where it applies, and the state privacy laws that apply to our customers in the United States. Andrew Ayres, owner, is the person accountable for privacy at Tank Tracker. Reach him at hello@tanktracker.ca with "Privacy" in the subject line.

This policy covers the marketing site, the signup page, every company workspace, the technician page and the emails we send. It is written for the business that buys Tank Tracker and for the people who use it.

2. What we collect

• Account information. Your name, work email address, username and password (stored as a bcrypt hash; we cannot read it), your company name and web address, and the names and email addresses of the managers you invite.
• Workspace data you enter. Trucks, tanks and capacities, driver names, products, rates and prices, mixes, fills (who recorded them, when, the readings, the amounts and the cost), voids and their reasons, settings, and work estimates you import from your CRM (route, truck and date; the import does not need customer addresses and we recommend you do not include them).
• Technical information. The IP address and browser type of each sign-in and of each recorded change (the audit log), timestamps, and the server logs our hosting provider keeps for about 30 days.
• Billing. Stripe handles payment. We store your Stripe customer id, subscription id and subscription status. Stripe holds your card details, billing name and address and tax information under its own privacy policy. We never see your full card number.
• Support. Emails you send to hello@tanktracker.ca and our replies.

We do not collect location data, we run no analytics or advertising trackers, and we set no third-party cookies.

3. Why we use it

• To provide Tank Tracker under our Terms of Service: run your workspace, sync your devices, produce your reports.
• To send the emails the service needs: email verification, invitations, password resets, billing receipts (from Stripe) and notices about the service or these policies.
• To answer your support requests.
• To keep the service secure: sign-in protection, rate limiting, the audit log, fraud and abuse investigation.
• To bill you and to meet tax and accounting obligations.
• To improve the service, using aggregated, de-identified statistics that do not identify you.
• Occasionally, to tell workspace managers what changed in Tank Tracker. Every such email has an unsubscribe link, and you can reply "stop" instead.

We rely on your consent and on the contract between us. We do not make automated decisions about you.

4. Who we share it with

We share personal information only with the providers we need to run the service, each bound by its own contract and privacy commitments:

We do not sell personal information and we do not share it with advertisers. We disclose it to authorities only when the law requires, and we will tell you unless we are legally prevented from doing so.

Inside your workspace, every manager can see all workspace data, including the names of the people who recorded fills. The technician page shows truck names, driver names and current mixes to anyone who has its link.

5. Where your data lives

Tank Tracker's servers, database and backups are in the United States (US East). Your data is subject to United States law while it is there. Our hosting provider offers no Canadian region today; if we move to one, we will update this page.

If your business is in Quebec: transferring your data outside Quebec is covered by section 17 of Law 25. We have assessed the transfer, our providers protect the data by contract, and we will send you the details of that assessment on request.

6. How long we keep it

• While your subscription is active: as long as your workspace exists.
• After a subscription ends or lapses: 12 months, so a seasonal fleet can return with its history; then we delete the workspace. Ask us and we delete it sooner.
• Deletion on request: within 30 days of a verified request from a manager on the workspace. We confirm by email when it is done. Billing records stay with Stripe and in our accounts for as long as Canadian tax law requires (currently seven years); they contain your company name and invoices, not your fill data.
• Backups: deleted data can persist in rolling backups for up to 30 days.
• Signups that never pay: their Checkout link expires after one hour and the record is deleted automatically afterwards, normally within a day or two.
• Sign-in and audit records: kept with the workspace and deleted with it.
• Support email: two years.

7. Your rights and choices

• See and correct your information in the app, or ask us by email.
• Export your data at any time: Settings → Data gives CSV files of fills, tank reports and daily summaries, and a JSON backup. Email us for a complete server-side copy; we send it within 30 days at no charge.
• Delete your workspace: email hello@tanktracker.ca from a manager address. We verify the request, delete within 30 days and confirm.
• Withdraw consent by cancelling your subscription. Tank Tracker cannot run without the data it needs, so withdrawing consent for that data means ending the service.
• Complain. Contact us first. You can also contact the Office of the Privacy Commissioner of Canada (priv.gc.ca), the Commission d'accès à l'information du Québec, or your state attorney general in the United States. We do not sell personal information, so US "do not sell" opt-outs need no action from you.

8. Security

All traffic is encrypted with HTTPS. Passwords are hashed with bcrypt. Sessions use signed, HttpOnly cookies that work only on your workspace's address. Every record is tied to your workspace by database constraints, and each workspace's offline copy is isolated by the browser. Email links (verification, invitations, password resets) are single-use, hashed at rest and time-limited. Backups are encrypted by our hosting provider. Access to production is limited to the owner and the operations tooling he runs.

No system is perfectly secure. If a breach creates a real risk of significant harm to you, we will notify you and the Privacy Commissioner as PIPEDA requires, and the equivalent authorities in Quebec and the United States where they apply.

9. Cookies and data on your devices

Tank Tracker sets one cookie, tank_tracker_sid, which keeps you signed in. It is essential and contains no tracking. The app also keeps a copy of your workspace data in the browser's storage (IndexedDB) on each device so it works offline. That copy stays on the device until you clear it (Settings → App Info → Reset all data) or the browser removes it. On a shared iPad, anyone who unlocks the device can open the app; use the idle lock and sign out when the device changes hands. The marketing site sets no cookies.

10. Children

Tank Tracker is for businesses and is not directed at anyone under 18.

11. Changes to this policy

The current version is always at https://www.tanktracker.ca/privacy.html with its effective date. For a material change we will email the workspace's manager addresses at least 30 days before it takes effect.

12. Contact

hello@tanktracker.ca, subject "Privacy". Ayres Capital Enterprises Ltd., Ontario, Canada. A mailing address is available on request.