Privacy Policy

1. Who this applies to

This policy covers PitDesk's marketing site (pitdesk.ca) and the PitDesk shop portal (shop.pitdesk.ca), operated by Hi-Spec ("PitDesk," "we," "us"). PitDesk is a separate product and brand from Hi-Spec Protection; the two do not share customer data or backend systems.

2. What we collect

Depending on how you use PitDesk, we collect:

• Account and shop information — shop name, owner/staff names, email, phone number, and province, provided when you request access or when your account is set up.
• Customer and vehicle records — data your shop enters on behalf of its own customers, such as customer contact details, VINs, mileage, and vehicle history, used to generate estimates, invoices, and warranty claims.
• Uploaded files — photos, diagnostic reports, and documents your team attaches to an estimate or claim.
• Booking data — appointment details submitted through your shop's booking link or embedded widget.
• Usage data — basic technical information like browser type, device, and pages visited, collected automatically to keep the site working and secure.
• Contact form submissions — anything you send us through the "Request access" form on the marketing site.

3. How we use it

• To provide and operate the shop portal — building estimates, invoices, warranty claim submissions, tire storage records, and bookings.
• To communicate with you about your account, support requests, and billing.
• To improve PitDesk's features and reliability.
• To meet legal and accounting obligations.

We do not sell shop or customer data, and we do not use your data to advertise to you or your customers.

4. Who we share it with

We use a small number of service providers to operate PitDesk. Each only receives the data necessary to do its job:

• Neon (PostgreSQL hosting) — stores your shop's database records.
• Cloudflare R2 — stores uploaded photos and documents, served through access-controlled links.
• Clerk — handles account authentication and login.
• Resend — sends transactional emails (claim submissions, invoices, notifications).
• Vercel — hosts the website and application.
• Formspree — processes the "Request access" contact form on the marketing site.

When your shop submits a warranty claim through PitDesk, the estimate and supporting documents are sent to the warranty company you select — that submission is your shop's own communication with that company, not a data sale by us. We may also disclose information if required by law.

5. Cookies

The PitDesk marketing site uses a small number of cookies and local storage to keep the site working and remember your preferences (for example, whether you've responded to the cookie banner). The shop portal uses cookies required for login sessions to function. We don't currently use third-party advertising or tracking cookies.

6. Data retention

We keep shop and customer records for as long as your account is active, plus a reasonable period afterward for legal, accounting, and dispute-resolution purposes. You can request deletion of your account and associated data at any time — see Section 8.

7. Security

Data is encrypted in transit (HTTPS/TLS) and at rest. Uploaded files are served through access-controlled, expiring links rather than permanent public URLs. Access to production systems is limited to the people who need it to operate PitDesk. No system is perfectly secure, and we can't guarantee absolute security, but we treat shop and customer data as sensitive by default.

8. Your rights

Consistent with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws, you can ask us to:

• Access the personal information we hold about you or your shop.
• Correct inaccurate information.
• Delete your account and associated data, subject to legal retention requirements.
• Ask questions about how your data is used.

To make a request, email shopsupport@pitdesk.ca. We'll respond within a reasonable time.

9. Your customers' data

If you're a shop using PitDesk, you are responsible for having the appropriate legal basis to enter your customers' information into the platform, and for responding to your own customers' privacy requests about the data you've entered. PitDesk acts as your service provider for that data, not as its owner.

10. Changes to this policy

We may update this policy as PitDesk's features change. Material changes will be reflected by updating the "Last updated" date above. Continued use of PitDesk after a change means you accept the updated policy.

11. Contact

Questions about this policy: shopsupport@pitdesk.ca · Ontario, Canada