Privacy Policy

This policy explains how Vlex POS ("we", "us") handles personal information when you visit our website or use Vlex (the "Service"). We are based in Ontario, Canada, and follow the Personal Information Protection and Electronic Documents Act (PIPEDA).

Our role

We are the controller of personal information about our account holders and website visitors. For customer records a rental business enters into the Service, that business is responsible for the information and we process it on its behalf.

Information we collect and why

• Account details (name, email, password, company name, business location) — to create and secure your account and provide the Service. Basis: performing our contract with you.
• Business records you enter (fleet, bookings, customer contact details, driver's licence numbers, inspection notes) — to provide the Service. Basis: contract.
• Usage and device data (IP address, browser, pages used, error logs) — to keep the Service secure, prevent fraud and improve it. Basis: legitimate interests.
• Support messages — to answer your questions. Basis: contract and legitimate interests.

Payment card details are collected directly by our payment provider, Paddle, not by us.

Who we share it with

• Service providers that host and run the Service (cloud hosting, database, email and error monitoring);
• Paddle.com, our Merchant of Record, for selling subscriptions, managing billing, payments, tax compliance and invoicing;
• Professional advisers such as lawyers and accountants;
• Authorities, where required by law.

We do not sell personal information. Some providers may store information outside Canada, including in the United States, where it may be subject to local laws; we use contractual safeguards to protect it.

How long we keep it

We keep account and business data while your account is active. After you close your account we delete or anonymise it within a reasonable period, unless we must keep it longer for legal, tax or accounting reasons.

Your rights

You can ask to access or correct your personal information, withdraw consent where we rely on it, or ask us to delete it. We will reply within 30 days. If you are not satisfied, you can complain to the Office of the Privacy Commissioner of Canada.

Security

We use appropriate technical and organisational measures, including encryption in transit, access controls and per-company data separation, to protect personal information.

Cookies

We use only essential cookies and local storage needed to keep you signed in and run the Service. We do not use advertising cookies. You can clear them in your browser settings, but you will be signed out.

Contact

For privacy questions or requests, contact Vlex POS through the contact details in your account.