Privacy Policy

1. Who We Are and What This Policy Covers

Neufinity Inc. ("Neufinity", "we", "us"), based in London, Ontario, makes software for grounds-maintenance and snow and ice contractors, and for the property managers, condo boards and owners they serve. This policy explains how we handle personal information in neufinity.com, the Neufinity web app and field app, and our related services (the "Services"), under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).

It does not cover how a contractor or a building handles your information outside the Services. They have their own privacy obligations.

2. Our Two Roles

When you have a Neufinity account (as a contractor, office staff member, crew member, subcontractor, property manager, board member or owner), we are responsible for your account information and how we use it, as this policy describes.

When a contractor or a building puts information about other people into the Services, such as a contractor's customers and their site contacts, crew members or subcontractors, we handle that information on the account holder's behalf, as its service provider. The account holder decides why it is collected and remains accountable for it. If you are a contractor's customer or employee and have a question about your information, start with that contractor; we will help them respond.

3. Information We Collect

• Account information: name, email address, phone number, role, the organization you belong to, and your password (stored only as a one-way hash).
• Business information: company name and address, and documents you upload, such as insurance and WSIB certificates.
• Customer and site information a contractor or building enters or imports: names, contact details, site addresses, contracts, quotes and invoices.
• Field records: photos (including the time and location details the device attaches), the device's location and the time when a crew member checks in or out of a visit or takes a photo, visit notes, materials, hazards, and the name of a person at the building who signs off.
• Crew records a contractor keeps, such as hours worked.
• Messages: emails and text messages sent through the Services and whether they were delivered, plus anything you send our support team or our contact form.
• Payment information: handled by our payment processor. We do not receive or store full card or bank account numbers.
• Technical information: IP address, browser and device details, sign-in and security logs, error reports, and a device token if you turn on push notifications.
• Website visits: on neufinity.com's public pages (not inside the app), Cloudflare Web Analytics counts page views: the page, the referring page, the browser and the country. It sets no cookies and stores nothing on your device.

4. How We Use It

• To provide the Services: run the contractor office, the field app and the service-proof features.
• To create visit records and share them with the building the work was done for.
• To send the emails and text messages the Services need, such as quotes, invoices, visit notices, storm alerts and sign-in codes.
• To keep the Services and records secure: verify sign-ins, prevent fraud and abuse, and keep audit logs of who did what and when.
• To support you and answer your questions.
• To understand and improve the Services, using aggregated or de-identified information where we can.
• To meet legal obligations.

We do not sell personal information, and we do not use it for third-party advertising. Using the outcome of work to measure contractor quality, or using de-identified information for research, happens only with a separate consent, which you can give or withdraw in your account settings without affecting the rest of the Services.

5. Location and Photos

The field app collects the device's location when a crew member takes an action, such as checking in or out of a visit or taking a photo, and, where a crew member turns on location sharing for a job, while that sharing is on. It does not collect location in the background when the app is closed. Photos are stored with the time and location the device records. These details are what make a visit record trustworthy proof of when and where work was done.

Photos of a site can incidentally show people, vehicles or licence plates. Crews are asked to photograph the work, not people.

6. AI Processing

Some features send the content they need to an AI provider, Anthropic, in the United States: for example, a price list or certificate you upload so it can be read into the right fields, the text of a request so it can be sorted, or visit photos so they can be checked. We send only what the feature needs. Under our agreement with the provider, it may not use this content to train its models. AI results are shown to a person to review; they are not sent to your customers automatically.

7. Who We Share It With

• The building a contractor works for, which sees the visit records for its sites, and the contractor, which sees the requests and approvals a building sends it.
• The people you choose to send things to, such as a customer receiving a quote or invoice.
• Our service providers, listed below, who process information only on our instructions and under contracts that require them to protect it.
• Authorities, when the law requires or permits, or to protect people's safety or our rights.
• A buyer or successor of our business, under confidentiality, if Neufinity is reorganized, merged or sold.

8. Service Providers and Transfers Outside Canada

We host the Services and store our database, photos, documents and backups in Canada. Some service providers process personal information in the United States or elsewhere, so it may be accessible to courts, law enforcement and national security authorities there under their laws. We use contracts and other measures to give it a comparable level of protection while it is with them.

9. How Long We Keep It

• Account information: while your account is open, then deleted or de-identified within a reasonable time after it closes, except as below.
• Visit records, photos, quotes and invoices: for as long as the contractor or building account that holds them keeps them, and longer where the law requires, for example tax records, which are generally kept for six years.
• Security and audit logs: as long as needed to protect the Services and show the integrity of records.
• Records of privacy breaches: at least 24 months, as PIPEDA requires.
• Backups: kept in Canada and deleted on a rolling schedule, generally within about 35 days.

10. How We Protect It

We use safeguards suited to the sensitivity of the information: encryption in transit and at rest, access limited by role and organization, two-step sign-in for privileged accounts, and audit logs. No system is perfectly secure. If a breach of our safeguards creates a real risk of significant harm to you, we will notify you and the Office of the Privacy Commissioner of Canada as PIPEDA requires.

11. Your Choices and Rights

• Ask for access to the personal information we hold about you.
• Ask us to correct information that is inaccurate or incomplete.
• Ask us to delete your personal information. Because visit records are kept as proof, we do this by removing or redacting your personal details while the record itself remains, unless the law requires us to keep them.
• Withdraw a consent you gave, subject to legal or contractual limits. Some features may stop working without it.
• Turn off optional email, text and push notifications in your settings. Some messages, such as sign-in codes and security notices, are part of the Services.

Send a request to our Privacy Officer at privacy@neufinity.com. We may need to confirm your identity. We answer within 30 days, or tell you within that time if we need an extension and why. If you are not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada.

12. Children

The Services are for businesses and adults. They are not directed at children, and we do not knowingly collect personal information from anyone under 18 through account signup.

13. Changes to This Policy

We may update this policy. For a material change, we will tell you by email or in the Services before it takes effect. The effective date at the top shows which version applies.

14. Contact Our Privacy Officer

Privacy Officer, Neufinity Inc., London, Ontario, Canada. Email privacy@neufinity.com or call (289) 696-4304.