Privacy Policy

1. Who is responsible

TherioTech Inc. is responsible for the personal information it controls. Our privacy contact is our owner, David Theriault: info@theriotech.ca, 260 rue Châtellerault, Shediac, NB E4P 0L2.

2. What we collect

• Client details: name, company, email, phone number, service and billing addresses, and the quotes, jobs, invoices, payments and work notes that go with them.
• When a client opens, accepts or pays a quote or invoice online: the date and time, the IP address and the browser type. If a client signs to accept a quote, we keep the signature.
• For alarm monitoring clients: the account and contact details needed to set up monitoring with our central station.
• Staff accounts: name, email, language, notification settings and sign-in details. Passwords are stored only as secure hashes. Job visit times and locations come from our vehicle GPS system.

We only collect what we need to do the work, bill for it and keep our records.

3. How we use it

• To prepare quotes, schedule and do the work, and send invoices, receipts and payment reminders.
• To let clients know about their appointment, for example a text when the technician is on the way.
• To record payments and keep our books.
• To keep the App secure, prevent fraud, and meet our legal and tax obligations.

4. QuickBooks Online

The App can connect to TherioTech's own QuickBooks Online company (Intuit). It uses that connection only to sync invoices, customers and payments. It creates or updates the customer, the invoice and the payment in our QuickBooks company, and reads the lists it needs to do that: products and services, tax codes, payment methods, deposit accounts, payment terms and the company name.

The App does not read other QuickBooks data such as bank transactions, payroll or reports. QuickBooks data is not used for any other purpose, is not shared with anyone else, and is never sold. The connection keys are stored encrypted. The connection can be ended at any time, from the App (Settings > QuickBooks) or from QuickBooks, and the sync stops right away.

5. Card and bank payments

Card payments are processed by Authorize.net. Card numbers are typed into Authorize.net's payment form and go directly to Authorize.net: the App never receives or stores full card numbers or security codes (CVV). When a client saves a card for automatic payments, Authorize.net keeps the card. The App keeps only Authorize.net's reference number, the card brand, the last four digits and the expiry date.

Pre-authorized debits from a bank account are processed by Rotessa. The bank account details are passed to Rotessa and are not stored by the App. We keep only the bank's institution number and the last three digits of the account.

6. Where your information is stored

The App and its database run on DigitalOcean servers in Toronto, Canada. Our backups are encrypted and kept on the same server.

Some of the service providers listed below may process information outside Canada, for example in the United States. That information may then be subject to the laws of that country.

7. Service providers

We share information only with the providers that help us run the business, and only what each one needs to do its job:

• DigitalOcean: hosting of the App and its database (Toronto, Canada).
• Intuit QuickBooks Online: our bookkeeping.
• Authorize.net: card payments.
• Rotessa: pre-authorized bank debits.
• Google Workspace: our business email, used to send quotes, invoices and receipts and to receive Interac e-Transfer notices.
• Google Maps: address suggestions when an address is typed.
• Quo (formerly OpenPhone): appointment text messages.
• Jobber: the job management software we used before; our client and invoice history was imported from it.
• Our alarm monitoring central station: for alarm monitoring clients only.
• Browser notification services (Google, Apple, Mozilla): deliver job notifications to our staff's phones.
• xAI: the help assistant for our staff. It receives only the staff member's question and our help articles, never client information.

8. We do not sell your information

We do not sell, rent or trade personal information, and we do not use it for advertising. The App has no advertising or tracking cookies. It uses only a sign-in cookie and a language cookie. It also records when a quote or invoice link is opened, so we know you received it.

9. How long we keep it

We keep invoices, payments and related records for at least six years, as the Canada Revenue Agency requires. We keep other information only as long as we need it for the work, for warranty and service, or as the law requires. Then we delete it.

10. Security

Only our staff can sign in to the App, each with their own account. Connections use HTTPS, passwords are hashed, and sensitive details such as connection keys and alarm codes are encrypted. No system is perfectly secure. If a breach creates a real risk of significant harm, we will tell the people affected and the Office of the Privacy Commissioner of Canada, as PIPEDA requires.

11. Access, correction and deletion

You can ask to see the personal information we hold about you, ask us to correct it, ask us to delete it, or withdraw your consent. Email info@theriotech.ca or write to us at the address above. We will answer within 30 days, and we may need to confirm who you are first.

We delete what we can. Some records, such as invoices and payments, must be kept for tax purposes. They are deleted when that period ends.

If you are not satisfied with our answer, you can contact the Office of the Privacy Commissioner of Canada (priv.gc.ca).

12. Changes to this policy

We may update this policy. The date at the top shows the current version.