Privacy Policy

1. Who We Are

Shinobi Landscaping is operated by Shinobi Alliance Inc. ("Shinobi", "we", "us"), a company incorporated in Ontario, Canada. Our registered business address and privacy contact are available at shinobilandscaping.ca.

2. Scope

This Privacy Policy applies to all personal information collected through our website, mobile web application, and any related services (collectively, "Services"). By using our Services you consent to the practices described here, in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial legislation.

3. Information We Collect

We collect only what is necessary to provide our Services:

• Identity & Contact: Full name, email address, phone number.
• Property Data: Civic address, geographic coordinates, lot measurements (used to calculate your service quote).
• Payment Information: We use Square as our payment processor. We never store card numbers, CVVs, or full card details. We store only a Square-issued token reference and the last 4 digits of your card for display purposes.
• Service Records: Dates of service, work orders, proof-of-service photographs.
• Technical Data: IP address, device type, browser, page interactions (collected via Firebase Analytics for performance improvement).
• Communications: Messages sent through our contact form or email.

We do not collect sensitive personal information (health data, SIN, biometrics, etc.).

4. How We Use Your Information

• To provide, operate, and improve our property services.
• To process payments and send receipts via Square.
• To send service confirmations, scheduling notifications, and invoices.
• To respond to your inquiries and provide customer support.
• To comply with legal obligations under Canadian law.
• To send commercial electronic messages (CEM) only with your express or implied consent, as required by CASL.

5. CASL — Commercial Electronic Messages

We send CEMs (promotional emails, SMS updates) only where we have obtained your express consent at account creation, or where implied consent exists (e.g., existing business relationship within the past 24 months). Every CEM includes a functioning unsubscribe mechanism. You may withdraw consent at any time by clicking "Unsubscribe" in any message or contacting us directly.

Transactional messages (invoices, service confirmations, security alerts) are not marketing messages and are sent regardless of marketing preferences.

6. Legal Basis for Processing

Under PIPEDA, we rely on the following bases:

• Consent: Collected at account creation and for marketing communications.
• Contractual necessity: To provide services you have contracted with us.
• Legal obligation: Where processing is required by law.
• Legitimate interests: For fraud prevention, security, and service improvement, where these do not override your rights.

7. Sharing Your Information

We do not sell your personal information. We share it only with:

• Square Inc.: Payment processing (PCI-DSS compliant). Subject to Square's privacy policy.
• Google LLC (Firebase): Database, authentication, cloud functions, analytics. Data stored in Canada-adjacent Google Cloud regions.
• Service crews: First name, service address, and job notes only, for work dispatch purposes.
• Legal authorities: Where required by a court order or applicable law.

8. Data Retention

• Active accounts: retained for the duration of the service relationship.
• Signed contracts (Quote Skillcards): retained for 7 years for audit and legal purposes.
• Payment records: retained per CRA requirements (minimum 6 years).
• Service photographs: retained for 12 months post-service, then deleted.
• Analytics data: aggregated and anonymized after 14 months.

9. Your Rights (PIPEDA)

You have the right to:

• Access your personal information we hold about you.
• Correct inaccurate or incomplete information.
• Withdraw consent to marketing (subject to legal retention requirements).
• Request deletion of your account and personal data, subject to our legal retention obligations.
• File a complaint with the Office of the Privacy Commissioner of Canada (OPC) at priv.gc.ca.

To exercise these rights, email us at privacy@shinobilandscaping.ca. We respond within 30 days.

10. Security

We use industry-standard safeguards including TLS encryption in transit, Firebase Security Rules for at-rest access control, role-based authentication (VWXYZ security model), and regular security reviews. No method of electronic transmission or storage is 100% secure; however, we take commercially reasonable steps to protect your information.

11. Cookies & Tracking

We use only essential cookies required for authentication (Firebase Auth session tokens) and performance analytics (Firebase Analytics, anonymized). We do not use third-party advertising trackers. You may disable non-essential cookies in your browser settings.

12. Children's Privacy

Our Services are not directed to persons under 18 years of age. We do not knowingly collect personal information from minors. If you believe a minor has submitted personal data to us, please contact us immediately.

13. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email or an in-app notice at least 10 days before taking effect. Continued use of our Services after the effective date constitutes acceptance.

14. Contact

Privacy inquiries, access requests, and unsubscribe requests:
Shinobi Alliance Inc.
Email: privacy@shinobilandscaping.ca
We respond to all privacy requests within 30 calendar days.