Privacy policy
Effective 7 September 2026Last updated 28 September 2026
Before publishing: this page has not yet been reviewed by a lawyer. Retention (24 months) and the 30-day response commitment are drafted defaults, not facts confirmed by counsel.
This policy describes what the software actually does today. It is not legal advice, and it should be reviewed by a lawyer before you rely on it, particularly the retention periods and the lawful basis for contacting people.
This policy explains what Contractor Ops (“Contractor Ops”, “we”) does with personal information. It covers two different groups of people, and the difference matters:
- Visitors and prospects — people who use this website or ask us for an audit.
- Our clients’ customers — people who contact a business that uses Contractor Ops. We handle their information on that business’s behalf, not for our own purposes.
1. What we collect from visitors
When you submit the audit request form, we store what you type:
| What | Required | Why |
|---|---|---|
| Your name | Yes | To reply to you personally |
| Business name | Yes | To understand who is asking |
| Email address | Yes | To respond to your request |
| Phone number | No | Only if you would rather we called |
| Type of business | Yes | To prepare a relevant audit |
| Your biggest bottleneck | Yes | To prepare a relevant audit |
| Notes you write | No | Whatever you choose to tell us |
| Your consent to be contacted | Yes | We record that you agreed |
We do not ask for payment details, government identifiers, or any sensitive category of personal information anywhere on this website.
Abuse prevention
To stop the form being flooded, we count recent submissions per visitor. We do not store your IP address. It is combined with the form name, put through a one-way SHA-256 hash, and only that hash is kept, alongside a counter and an expiry time. The hash cannot be reversed into your IP address, and the record is short-lived.
Cookies
We set no advertising, tracking or analytics cookies. Our hosting provider sets one strictly necessary security cookie (__cf_bm) to distinguish real visitors from automated traffic. If we later add analytics, we will update this policy and ask for consent first where the law requires it.
2. Information we handle for our clients
When a business uses our workspace, information about that business’s own customers passes through our system — names, contact details, enquiries, appointments, quotes and invoice status.
For that information, the business is the owner and we act on its instructions. If you are that business’s customer and you want your information corrected or removed, contact the business directly; we will support them in doing it.
Where a business connects its own mailbox, we import message text for review only. Attachments and raw provider payloads are not stored.
If a business enables the automated phone service, its caller’s live audio is processed by our calling and AI providers so the service can understand and answer the call. Those providers may process the audio in the United States. The test line does not record calls or keep transcripts. Confirmed callback details may be saved as a ticket for the business when the caller asks for follow up.
Each business’s records are separated by a business identifier so one client cannot see another’s information.
3. What we do not do
- We do not sell personal information, and we never will.
- We do not share it for anyone else’s advertising.
- We do not send automated marketing to people who submit the audit form. Your consent covers a reply about your request.
4. Where it is stored
The primary database and encrypted backups are stored on our hosting provider’s servers in Canada, confirmed directly with the provider. Other connected services, such as a mailbox, booking or chat provider, are covered in the section below. We are currently confirming their exact locations.
If data residency matters to your decision, ask us before you commit to anything and we will tell you exactly what we know.
5. Who else can see it
Only Contractor Ops and the following services, each only where a client has connected them:
- Our hosting and database provider, which stores the data.
- Google or Microsoft, if a client connects their mailbox — read access only.
- Our booking provider, if online booking is enabled.
- Our website chat provider, if chat is enabled.
- Our calling and AI providers, if automated phone service is enabled.
6. How long we keep it
Audit requests are kept for 24 months so we can answer and follow up, then deleted. Abuse-prevention records expire automatically within minutes. Client information is kept for as long as the client uses the service, and removed on request when they leave.
7. Your rights
You can ask what we hold about you, ask us to correct it, ask us to delete it, and withdraw consent to be contacted at any time. Email contact@contractorsopbs.ca and we will respond within 30 days.
If you are in Canada and are not satisfied with our response, you may complain to the Office of the Privacy Commissioner of Canada.
8. Changes
If this policy changes materially we will update the date at the top and, where the change affects you directly, tell you.
9. Contact
Contractor Ops
contact@contractorsopbs.ca
contractorsopbs.ca
If we later send commercial messages on our own behalf, Canadian anti-spam law requires a mailing address to be published as well. We will add one here before doing so.