Privacy policy

What we collect

We only collect what we need to price and deliver appliances under the Canoe contract.

• Your name, work email address, phone number and job title.
• Your organization: its name, Canoe customer number, province and delivery addresses.
• Estimate requests and orders: the products, quantities, delivery details and any notes you type.
• Files you upload: purchase orders, and any competing quote you choose to attach to an estimate request.
• Sign-in records: the email used, whether the attempt succeeded, the time and the network address. We keep these to protect your account.
• Messages you send us through the portal or the contact form.

Why we collect it

• To confirm you belong to a Canoe member organization and open your account.
• To prepare estimates, take orders, arrange delivery and issue invoices.
• To report Canoe program sales to Canoe Procurement Group of Canada, as the contract requires. That report contains your organization, the products, amounts and dates. It does not contain your uploaded files.
• To contact you about your requests, your orders and Canoe program pricing.
• To keep the portal secure and to investigate misuse.

Competing quotes you upload

If you attach another supplier's quote to an estimate request, we use it only to price that estimate. It is stored with the request, visible only to the CARE Canoe team, and is not shared with Canoe, other members or other suppliers.

Who can see your information

• The CARE Canoe team (sales, program management and accounting) who work on your requests.
• Colleagues at your own organization who also hold a portal account can see your organization's estimates and orders. They cannot see other organizations.
• Canoe Procurement Group of Canada receives the monthly sales report described above and may verify a quote number you give them.
• Our delivery partners receive the name, phone number and address needed to deliver your order, and nothing else.
• Our hosting provider (Abacus.AI) stores the portal and its data on its servers, which may be located outside Canada. It processes the data on our instructions only.
• We do not sell or rent your information.

Cookies

The portal sets two cookies. One keeps you signed in. The other, named canoe_lang, remembers whether you chose English or French. Both are needed for the portal to work. We do not use advertising cookies, analytics cookies or tracking pixels.

Third-party code

Portal pages load one script from our hosting platform (Abacus.AI) that the portal needs to run. No analytics, advertising or social-media code is loaded.

How long we keep it

Estimates, orders and invoices are kept for seven years to meet tax and contract record requirements. Sign-in records are kept for 90 days. Uploaded competing quotes are kept with the estimate they belong to and deleted on request once that estimate is closed. Accounts that are suspended or closed are kept for 30 days so they can be restored, then removed.

Your rights: access, correction and deletion

Email [email protected] to access, correct or delete your information. We answer within 30 days. Where the law requires us to keep a record (for example an invoice), we will tell you what we must keep and why. You may also withdraw consent to promotional email at any time using the unsubscribe link in those messages; we will still send notices about your own requests and orders.

Security

Connections are encrypted, passwords are stored hashed, accounts lock after repeated failed sign-ins, CARE team accounts require an email code on a new browser, and every change to a member record or price is logged. No system is perfectly secure; if we learn of a breach that creates a real risk of harm to you, we will notify you and the Privacy Commissioner as the law requires.

Contact and complaints

The person responsible for privacy at CARE is Mohammad Hansa, Director of Program Management. Privacy questions: [email protected] or 1-833-CARE-APL (1-833-227-3275), or by mail to CARE, 220B Lesmill Rd, Toronto ON.

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

We may update this policy. The date at the top tells you when it last changed.