Privacy Policy

1. Who We Are and Who This Policy Covers

CVORReady is a fleet compliance platform for Ontario commercial vehicle operators, operated by CVORReady (“CVORReady,” “we,” “us”). This policy explains how we collect, use, store, and protect personal information in connection with the CVORReady platform (cvorready.ca) and related services.

This policy applies to:

• Clients — fleet operators and managers who subscribe to the CVORReady platform;
• Drivers — drivers and other fleet personnel whose records are maintained in the platform; and
• Visitors to cvorready.ca.

Clients upload or enter information about their Drivers. Drivers may also enter information directly through the CVORReady mobile app.

2. What Personal Information We Collect and Why

We collect personal information only for legitimate fleet-compliance purposes.

From Clients (fleet operators): business contact information (name, email, phone); fleet identification (CVOR number, company name, fleet size); and insurance policy details.

From Drivers (uploaded by Clients or entered by Drivers through the mobile app): full legal name; driver’s licence number and class; medical certificate expiry dates; date of birth (used to determine medical-renewal intervals); accident and conviction records; hours-of-service and daily log records; pre-trip and DVIR inspection records; abstract and annual review dates; contact information where provided; and document files (such as licence and medical-certificate scans) uploaded to the platform.

From website visitors: contact-form submissions (name, email, company, message) and standard server log data such as IP address and browser type.

We use this information to: deliver the compliance monitoring, alert, and reporting services described in the Client agreement; send compliance-related notifications to fleet managers and drivers; operate and improve the platform; and meet our legal and contractual obligations.

We do not sell personal information. We do not use personal information for unrelated purposes without consent.

3. Where Your Information Is Stored

CVORReady’s platform, database, and uploaded documents are currently hosted on cloud infrastructure located in the United States. As a result, personal information held by CVORReady may be transferred to, stored in, and processed in the United States, where it may be subject to access by US authorities under applicable US law.

We remain accountable for personal information in our custody or control, including information held by the service providers who host our infrastructure, and we require those providers to maintain appropriate protections for that information.

We are evaluating options for Canadian data residency. If our storage location changes, we will update this policy.

4. How We Protect Personal Information

We use measures including:

• Encrypted transmission of data between users and our servers (TLS/HTTPS);
• Authentication and access controls that limit platform access to verified users, with role-based permissions (owner, manager, read-only);
• Identity and session management through a third-party authentication provider;
• Logging of significant data-access and modification events; and
• Retention limits on operational logs.

We continue to review and strengthen our safeguards as the platform matures.

5. Retention

We retain personal information for as long as necessary to provide our services and to meet legal and contractual obligations, after which it is deleted or anonymized. Certain fleet and driver compliance records may be subject to minimum retention periods under Ontario and federal motor-carrier regulations. Our detailed retention schedule is being finalized; contact us for current specifics.

When an account is closed, associated data is retained for a short grace period and then deleted, except where longer retention is legally required.

6. Access, Correction, and Withdrawal of Consent

You may request access to the personal information we hold about you, request correction of inaccurate information, or withdraw consent to certain uses, subject to legal and contractual limits. To make a request, contact us using the details in Section 8. We will respond within the timeframes required by applicable law.

7. Compliance-Related Communications

Clients and Drivers who provide an email address may receive compliance notifications from the platform — for example, certificate-expiry notices, inspection reminders, and compliance-status alerts. These are operational messages related to the compliance service. You can unsubscribe from non-essential notification categories within the platform, or by contacting us.

8. Contact Us

For privacy questions, access or correction requests, or to withdraw consent, contact:

CVORReady
Email: cvorready@gmail.com
Phone: 647-930-1961

9. Changes to This Policy

We may update this policy from time to time. Material changes will be communicated to active Clients. Continued use of the platform after notice of a change constitutes acceptance of the updated policy.