Privacy Policy

1. Who we are

Sēctor is operated by Worry Free Commercial Snow Inc. ("we", "us", "our"), 2916 Mer Bleue Rd, Navan, ON K4B 1H9.

Sēctor is a web application for commercial property-maintenance companies, such as snow and grounds contractors. It has three parts:

• Office app, used by staff to manage companies, properties, contacts, contracts, e-signature, dispatch, visits, damage reports, work orders, timesheets, pay runs, billing and reports.
• Crew app, used by field workers on their phones to clock in and out, log visits with photos, and complete work-order checklists.
• Client portal, used by the maintenance company's own customers to see visits and photos, sign contracts, view insurance documents and site maps, and request work.

For privacy questions, email office@wfcommercial.com.

2. Who is responsible for what

Our customer is the maintenance company that uses Sēctor. In this policy we call it the Organization. Its staff, crew and clients who sign in are Authorized Users.

The Organization decides what information it enters into Sēctor about its own clients and workers, and it is responsible for that information. We process it to provide the service under our agreement with the Organization, and on its instructions.

If you are a crew member or a client of an Organization, that Organization is your first point of contact about your information. See Your rights.

3. Information we handle

Account information

• Staff: name, email address and role.
• Crew: name, phone number and a PIN. Crew sign in with their phone number and PIN. The PIN is stored only as a hash and is never stored in readable form.
• Client portal users: name and email address. They sign in with their email address and a one-time code.

Business records entered by the Organization

Companies, properties and addresses, contacts (name, email, phone and role), contracts and pricing, payment schedules, invoices, visit records, damage reports, work orders, notes, photos, site maps and uploaded documents.

Workforce information

Clock-in and clock-out times, timesheets, hourly pay rates and pay run totals entered by the Organization.

Location

The crew app records the phone's GPS position at clock-in, clock-out, visit start and visit finish. See Location in the crew app.

Photos

Photos taken or uploaded by crews and staff. Location may be attached to a photo at the moment it is taken.

Email

If the Organization chooses to copy or forward messages to its Sēctor address, we store the sender, recipients, subject, body and the file names of any attachments. We do not store the contents of attachments.

E-signature

When the Organization sends a contract for signature, the contract PDF, the signer's name and email address, and the signing status are sent to SignWell, which collects the signature.

QuickBooks Online

Only if the Organization connects it. See QuickBooks Online.

Technical information

Authentication cookies that keep you signed in, and server logs. We do not use advertising trackers, and we do not use analytics that sell or share data.

4. Location in the crew app

If you are a worker using the crew app, it records your phone's GPS position at four moments:

• when you clock in
• when you clock out
• when you start a visit
• when you finish a visit

These positions are recorded so the Organization has a record of where and when work was done. They are not used to restrict you. The crew app does not track your location continuously.

Location permission is required to use the crew app. A photo you take in the app may also have the location attached at the moment it is taken.

5. Why we use information

We process information to provide Sēctor to the Organization under our agreement with it, and on its instructions. In practice that means:

• signing Authorized Users in and keeping accounts secure
• running the features the Organization uses: contracts, dispatch, visits, damage reports, work orders, timesheets, pay runs, billing and reports
• showing an Organization's clients their own visits, photos, contracts, documents and site maps in the client portal
• sending sign-in and account emails
• collecting signatures on contracts through SignWell
• creating invoices and showing invoice and payment status through QuickBooks Online, when the Organization has connected it
• keeping the service running, including server logs and backups

We do not sell information to anyone, and we do not use it for advertising.

6. QuickBooks Online

Connecting QuickBooks Online is optional. The connection is made by an owner or admin of the Organization through Intuit's own consent screen (OAuth 2.0). We request the Accounting scope only.

What we read

Company name and country, customers, products and services, tax codes, invoices and payments.

What we write

Customers and invoices that the Organization chooses to create from Sēctor. We do not create or modify payments.

Why

• to create invoices for work the Organization has contracted
• to show invoice and payment status inside Sēctor, and to the Organization's own clients in the client portal
• to keep customer billing details in step between Sēctor and QuickBooks

Payment details

Payment card and bank details are entered on Intuit's pages. They are never received, processed or stored by Sēctor.

Access tokens and disconnecting

QuickBooks access tokens are encrypted at rest (AES-256-GCM) and are deleted when the Organization disconnects. The Organization can disconnect at any time in Sēctor (Settings → Integrations) or from within QuickBooks.

How QuickBooks data is used

QuickBooks data is used only to provide the service to that Organization. It is not sold, not used for advertising, and not shared with third parties other than the service providers listed below.

QuickBooks and Intuit are trademarks of Intuit Inc. Intuit is not a party to this policy or to our terms.

7. Service providers

We use these companies to run Sēctor. Each one handles information only as needed for the purpose listed.

• Vercel: application hosting
• Supabase: database, authentication and file storage
• Cloudflare: DNS and inbound email routing
• SMTP2Go: sending sign-in and account emails
• SignWell: electronic signatures
• Intuit (QuickBooks Online): accounting, when the Organization has connected it
• OpenStreetMap: map tiles and address lookup in the crew app

We do not share information with anyone else, unless the law requires us to.

8. Where information is stored

Sēctor's data is stored in Canada.

Our service providers may process information outside Canada. When they do, it is subject to the laws of the country where it is processed.

9. How long we keep it

We keep information while the Organization's account is active.

After the account ends, the Organization's data is deleted, or returned on request, within 90 days. Copies held in backups age out on their normal cycle.

QuickBooks access tokens are deleted when the Organization disconnects QuickBooks.

10. Security

• All connections to Sēctor use HTTPS.
• Access is scoped to the Organization and limited by role.
• Crew PINs are hashed. QuickBooks tokens are encrypted.
• The database is backed up daily.

No system can be guaranteed secure. If you think an account has been misused, tell the Organization and contact us.

11. Your rights

This policy is written for Canada's Personal Information Protection and Electronic Documents Act (PIPEDA). You can ask to see the personal information held about you, and ask for it to be corrected.

If an Organization entered your information, for example because you are one of its crew members or clients, send your request to that Organization first. We will help the Organization respond.

For anything else, or if you are not sure whom to ask, email office@wfcommercial.com.

12. Children

Sēctor is a business tool. It is not directed at children.

13. Changes to this policy

We may update this policy. When we do, we change the version number and the "Last updated" date at the top of this page. If a change is significant, we will also tell Organizations by email or with a notice in the app.

14. Contact

Worry Free Commercial Snow Inc.

2916 Mer Bleue Rd, Navan, ON K4B 1H9

Email: office@wfcommercial.com

See also the Terms of Service and End-User Licence Agreement.