Privacy Policy

Effective Date: April 2026  |  Jurisdiction: British Columbia, Canada

1. Introduction

FleetAxis Equipment Rentals ("we", "us", or "our") is committed to protecting your personal information in compliance with the Personal Information Protection Act, SBC 2003, c. 63 (PIPA) and, where applicable, the federal Personal Information Protection and Electronic Documents Act, SC 2000, c. 5 (PIPEDA).

2. What Personal Information We Collect

We collect only the personal information necessary to provide rental services, including:

• Identification: Full name, government-issued ID type and number (for large equipment rentals).
• Contact details: Email address, phone number, mailing and delivery addresses.
• Business information: Company name, business number, job title.
• Financial information: Credit card details (processed and stored by our PCI-compliant payment processor; we retain only the last four digits and card type), billing address, credit history (with consent).
• Rental history: Equipment rented, rental dates, condition reports, incident reports.
• Website usage data: IP address, browser type, pages visited, cookies (see Section 9).
• Communications: Records of email, phone, and portal communications with our team.

3. How We Use Your Information

We use personal information to:

• Process, manage, and fulfill rental orders;
• Issue invoices and process payments;
• Communicate about orders, quotes, and support;
• Verify identity and manage credit risk;
• Comply with legal obligations (tax, WorkSafeBC, law enforcement requests);
• Improve our website and services (analytics, aggregated and anonymized);
• Send marketing communications (only with your express or implied consent; opt-out available at any time).

4. Legal Basis and Consent

Under PIPA, we rely on the following grounds for collecting, using, and disclosing personal information:

• Contract performance: Processing orders and managing rental agreements.
• Legal obligation: Tax reporting, safety incident reporting, law enforcement.
• Legitimate interest: Fraud prevention, debt collection, business analytics.
• Consent: Marketing communications, optional credit checks.

5. Disclosure to Third Parties

We share personal information only:

• With service providers (payment processors, cloud hosting, email delivery) bound by confidentiality agreements and PIPA-compliant data processing terms;
• With credit reporting agencies (with your consent or as permitted by PIPA);
• With law enforcement or regulatory bodies where required by BC or Canadian law;
• In connection with a business transaction (merger, acquisition) with appropriate protections.

We do not sell personal information to third parties.

6. Cross-Border Transfers

Our cloud infrastructure may process data in servers located outside British Columbia, including in the United States. When data is transferred outside BC, we take steps to ensure it is protected by contractual safeguards equivalent to those required under PIPA, Section 33.1. You may contact our Privacy Officer for more information about these safeguards.

7. Retention

We retain personal information only as long as necessary for the purposes identified in this Policy or as required by applicable law. Typical retention periods:

• Active customer records: Duration of the business relationship plus 7 years (tax and commercial law requirements).
• Website analytics data: 24 months (anonymized after 12 months).
• Marketing consent records: Until opt-out, then 2 years.

8. Security

We use industry-standard security measures including TLS encryption, access controls, and regular security assessments. No system is 100% secure; in the event of a breach affecting your rights, we will notify you in accordance with PIPA requirements.

9. Cookies

Our website uses essential cookies (required for session management) and optional analytics cookies. You may disable non-essential cookies through your browser settings. Essential cookies cannot be disabled without affecting website functionality.

10. Your Rights Under PIPA

You have the right to:

• Access your personal information held by us (Section 23, PIPA);
• Correct inaccurate personal information (Section 24, PIPA);
• Withdraw consent to collection, use, or disclosure (Section 11, PIPA);
• Know what personal information we hold about you and how it is used.

To exercise these rights, contact our Privacy Officer in writing. We will respond within 30 days as required by PIPA.

11. Privacy Officer

Our designated Privacy Officer can be reached through the contact information on our website. Complaints that are not resolved to your satisfaction may be directed to the Office of the Information and Privacy Commissioner for British Columbia at www.oipc.bc.ca or 250-387-5629.

12. Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices or applicable law. The effective date above reflects the most recent revision. Material changes will be communicated via email or a prominent notice on our website.

Last revised: April 2026.