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EzzyFlow Privacy Policy

Effective Date: March 26, 2026 · Last Updated: March 26, 2026

EzzyFlow ("EzzyFlow", "we", "our", or "us") is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, store, disclose, and protect your information when you use the EzzyFlow website, mobile applications, and related services (collectively, the "Platform").

EzzyFlow is an operations, compliance, and pay management platform built for the fuel delivery industry — serving brokers, drivers, owner-operators, and mechanics who operate fuel transport fleets across Canada.

By accessing or using EzzyFlow, you agree to this Privacy Policy and our Terms of Service.

1. Legal Compliance

EzzyFlow complies with applicable Canadian privacy laws, including:

  • Personal Information Protection and Electronic Documents Act (PIPEDA)
  • Applicable provincial privacy legislation (Ontario, Alberta, British Columbia, and others)

All personal information is stored and processed on servers located in Canada (Central Canada region) unless otherwise required by law.

2. Information We Collect

2.1 Personal Identity Information (PII)

Collected to create, manage, and secure user accounts:

  • Full name
  • Email address
  • Phone number
  • Profile picture
  • Company name and business information (for brokers)
  • Passwords (securely hashed — we never store plaintext passwords)
  • Authentication tokens and session identifiers

2.2 Professional & Compliance Information

Collected to support regulatory compliance, safety, and operational workflows within the trucking and fuel delivery industry.

Driver's License

  • License number
  • Issue date and expiry date
  • Front and back images of the license

Certifications & Industry Compliance Documents

  • TDG (Transportation of Dangerous Goods): certificate number, expiry date, document images
  • CFA (Canadian Fuels Association): membership or certification number, expiry date, document images
  • WHMIS (Workplace Hazardous Materials Information System): employer name, certification dates, document images

This information is accessible only to authorized users (such as brokers, company administrators, or compliance managers).

2.3 Location Information

Precise Location Data

  • GPS coordinates (latitude and longitude) collected via the mobile application when location permissions are enabled

Physical Address Information

  • Street address
  • Building/unit number
  • City
  • Province or state
  • Postal or ZIP code
  • Country

Location data is used solely to enable platform functionality such as alerts, operational visibility, safety notifications, and compliance workflows.

2.4 Device & Usage Information

Automatically collected to maintain security, performance, and service reliability:

  • Device push notification tokens
  • Platform type (iOS or Android)
  • Device model or name
  • IP address
  • Browser or operating system details (user agent)
  • Login timestamps
  • Last activity timestamps
  • Password change timestamps

2.5 Communication Data

  • In-app chat messages exchanged between users
  • Images shared within in-app conversations

Communications are private and accessible only to conversation participants and authorized system administrators when required for support, security, or compliance.

2.6 Financial & Operational Records

  • Invoices
  • Payroll summaries
  • Expense records
  • Maintenance and repair records

EzzyFlow does not store full payment card numbers. All payments are processed through Stripe, a PCI-DSS compliant third-party payment processor. We only store a reference identifier to your Stripe customer account.

2.7 Mobile App Permissions

EzzyFlow may request the following permissions:

  • Camera – to capture profile photos and compliance documents
  • Photo Library – to upload existing images
  • Location Services – to enable operational and safety features
  • Notifications – to send alerts, reminders, and system updates

You may manage or revoke permissions at any time through your device settings.

3. How We Use Your Information

Your information is used to:

  • Create and manage user accounts
  • Verify professional credentials and compliance documents
  • Enable platform features and workflows
  • Facilitate communication between drivers, brokers, and mechanics
  • Send alerts, reminders, and notifications
  • Generate operational insights and reports
  • Improve platform performance and security
  • Meet legal, regulatory, and safety obligations

4. Consent

By creating an account or using EzzyFlow, you explicitly consent to:

  • The collection, use, storage, and disclosure of your information as described in this Privacy Policy
  • The use of location data, document uploads, and notifications where required for platform functionality

You may withdraw consent at any time, subject to legal or contractual requirements.

5. Information Sharing

EzzyFlow does not sell or rent personal information.

Information may be shared:

  • With authorized users within your organization
  • With trusted service providers (cloud hosting, notifications, payment processing)
  • When required by law, regulation, or court order

All third parties are required to follow strict confidentiality and security obligations.

6. Data Storage & Security

  • Data is stored on Canadian servers (Central Canada)
  • Encryption is used for data in transit and at rest where applicable
  • Role-based access controls are enforced
  • Regular security monitoring and reviews are conducted

While we take strong measures to protect data, no system can be guaranteed 100% secure.

7. Data Retention

Personal information is retained only as long as necessary:

  • To provide services
  • To meet legal, regulatory, or operational requirements

Users may request account deletion, subject to mandatory retention obligations.

8. Your Rights

Under Canadian privacy law, you have the right to:

  • Access your personal information
  • Request corrections
  • Withdraw consent where applicable
  • Request deletion, subject to legal requirements

Requests can be made using the contact details below.

9. Account Deletion

You may delete your account at any time through the mobile app (Settings > Delete Account) or the web dashboard. Upon deletion:

  • Your personal profile information is permanently removed
  • Your uploaded documents and images are deleted from our storage
  • Chat messages you sent are anonymized
  • Operational records (loads, payroll summaries) may be retained in anonymized form for the broker's business records, as required by Canadian tax and employment regulations
  • An audit trail of the deletion request is retained for compliance purposes

For more information, visit our Account Deletion page.

10. Children's Privacy

EzzyFlow is intended for users 18 years of age or older. We do not knowingly collect information from minors. If we learn that we have collected personal information from a child under 18, we will delete it promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated through the Platform or via email.

12. Contact Information

EzzyFlow Privacy Office
Email: privacy@ezzyflow.com
Website: www.ezzyflow.com