Effective Date: OCT-2025

1. Information We Collect

  • Personal identifiers: name, contact details, driver licence numbers, certificates.
  • Operational & telemetry data: VIN, GPS, odometer readings, inspection forms.
  • Technical data: device type, app version, timestamps, IP address.

2. How We Use the Data

We process data to:

  • Operate and secure the SmartRnT platform.
  • Verify document structure and compliance.
  • Provide reports to authorized companies, MTO, and OPP upon lawful request.
  • Improve reliability and analytics of the service.

3. Legal Basis for Processing

Processing is based on:

1. Contractual necessity – to deliver subscribed services.

2. Legitimate interests – system integrity, audit, and compliance.

3. User consent – recorded at registration or image capture.

4. Data Sharing and Disclosure

We may share information:

  • With your company or fleet administrator for operational oversight.
  • With MTO, OPP, or other governmental authorities presenting lawful or regulatory requests.
  • With service providers performing hosting, payment, or support under confidentiality.

We do not sell or rent personal data to third parties.

5. Data Retention & Deletion

  • Data are retained while an account or contract remains active and for a short archival period thereafter.
  • Companies may request complete deletion via privacy@smartrnt.com; confirmation will be sent within 30 business days.
  • Data subject to legal obligations (e.g., invoices, audit logs) may be retained longer as required.

6. International Data Transfers

Where data are processed outside Canada, SmartRnT uses Standard Contractual Clauses or equivalent safeguards to maintain GDPR-level protection.

7. Security Measures

  • In Transit: TLS 1.2+ encryption.
  • At Rest: AES-256 encryption.
  • Access restricted through role-based authorization and monitoring.
  • Regular audits and penetration tests maintain integrity.

8. User Rights (Simplified GDPR / PIPEDA)

Users may:

  • Access and receive a copy of their data.
  • Request correction or deletion.
  • Withdraw consent (which may terminate access).
  • File a complaint with a privacy authority.

Requests can be sent to privacy@smartrnt.com.

9. Consent & Retention Policies

  • Consent is obtained when first registering or uploading data.
  • Continued use of the Services constitutes ongoing consent to processing and storage.
  • Upon termination, data are deleted or anonymized unless retention is legally required.

10. Contact

Data Protection Officer – SmartRnT Inc.

📧 privacy@smartrnt.com