This Privacy Policy explains how Hrs Carrier Ltd. collects, uses, stores and protects information in the course of running its yard systems design practice. The policy is issued by the developer known as HRS Carrier, the operating name used on the design and engineering side of the business, on behalf of the company. Hrs Carrier Ltd. is a computer systems design and related services firm located at 40 Alabaster Dr, Brampton - L6V 4G7, Canada (CA). This document describes our practices in plain language and applies to our website, our enquiry channels and the yard records we handle on behalf of client operations.
Contents
- Who We Are
- Scope of This Policy
- Information We Collect
- How We Collect Information
- Why We Use Information
- Yard Records and Operational Data
- Legal Basis for Processing
- Sharing and Disclosure
- Service Providers
- Retention of Information
- Storage and Security
- International Transfers
- Your Rights
- Cookies and Local Storage
- Privacy for Children
- Changes to This Policy
- How to Contact Us
1. Who We Are
Hrs Carrier Ltd. is a company registered and operating in Canada. Our registered office and working yard are at 40 Alabaster Dr, Brampton - L6V 4G7, Canada (CA). We design integrated dispatch and yard record systems for freight carriers, warehouses and partner yards, and we provide related professional services in computer systems design.
For the purposes of applicable privacy law, Hrs Carrier Ltd. is the organisation responsible for the personal information described in this policy when that information is collected through our website or our direct business channels. Where we process yard records on behalf of a client, the client remains the responsible party and we act on that client instruction under a written services agreement.
The developer name HRS Carrier identifies the design team that builds and maintains our systems. References to we, us and our in this policy mean Hrs Carrier Ltd. and its authorised team.
2. Scope of This Policy
This policy covers personal information that we collect when you visit our website, send us an enquiry, request a yard visit, book a ramp window, enter into a services agreement with us, or otherwise communicate with our team. It also explains how we handle information that appears inside the yard records we build and support.
This policy does not cover third party websites that you may reach through links on our site, nor does it cover the independent practices of partner yards or carriers. We encourage you to read the privacy notices of any other organisation you deal with directly.
Where a client has its own privacy notice, that notice governs the client relationship. Our role in those cases is limited to processing information for the purposes set out in the relevant services agreement and following the instructions of the client.
3. Information We Collect
The information we collect depends on how you interact with us. In most cases the volume is modest and limited to what is needed to answer a question or deliver a service.
Contact and enquiry details
When you use our contact form or write to us by email, we receive the name you provide, your email address, the subject line and the body of your message. If you telephone us we may note your name, your company, your number and the nature of your enquiry so that we can follow up.
Business and booking details
When you request a yard visit or a booking sitting we may collect your company name, role, site address, approximate traffic volume and preferred dates. For partner yards we may also collect contact names for the people who will read the shared board.
Technical information
Our web server records ordinary technical information such as the page requested, the time of the request, the browser type and the referring page. This information is used to keep the site available and secure and is not combined with your identity for marketing purposes.
Service delivery information
During an engagement we receive configuration details, sample records and operational descriptions from the client. These may include names of drivers or staff members where the client chooses to share them. We ask clients to share only what is necessary for the design work.
4. How We Collect Information
We collect information directly from you when you submit a form, send an email, call the yard desk or meet a member of our team. We also collect information from the client organisation during an engagement, often through structured interviews and the sample records the client provides.
A small amount of technical information is collected automatically when your browser requests a page from our server. We do not use hidden trackers, advertising pixels or behavioural profiling tools on this website.
Where we receive information about you from a client, we treat that information according to the client instruction and this policy. If you have a question about information a client has shared with us, we will help direct your request to the right organisation.
5. Why We Use Information
We use personal information for the following purposes:
- To respond to enquiries and provide the information you have requested.
- To arrange yard visits, booking sittings and meetings.
- To prepare proposals, scope documents and service agreements.
- To deliver design work and support the systems we have installed.
- To communicate operational notices about the board, ramp windows or service changes.
- To keep records of our engagements for accounting, legal and quality purposes.
- To protect the availability and security of our website and systems.
We do not sell personal information. We do not rent contact lists. We do not use yard records to build advertising audiences, and we do not use personal information for purposes that are incompatible with the reason it was collected.
6. Yard Records and Operational Data
Our work produces and supports yard records: manifest sheets, ramp logs, driver notes, dispatch check records, load review rounds and booking sittings. These records are operational in nature, but they can include personal detail such as the name of a driver, a gate clerk or a dispatcher.
When we design these records we follow a principle of minimum necessary data. A ramp log records what happened at the dock edge, not the biography of the person who crossed it. A driver note records the fact and the context of an observation, not personal opinions about colleagues. This discipline protects the people whose work is recorded and keeps the record defensible.
Client yard records remain the property of the client. Where we host a board on behalf of a client, we access the data only to operate, support and improve that board, and we follow the client security requirements set out in the services agreement. Our staff are bound by confidentiality obligations that continue after an engagement ends.
We may use aggregated and de-identified operational observations to improve our design patterns, provided that no individual can reasonably be identified. Aggregation is performed at the level of events and patterns, never by stitching together records to single out a person.
7. Legal Basis for Processing
We process personal information on the following bases:
- Consent, where you have asked us to contact you or have agreed to an engagement.
- Performance of a contract, where processing is needed to deliver services you have requested.
- Legitimate interests, where we process information to run and secure our business in a way that does not override your rights.
- Legal obligation, where we must keep records or disclose information to comply with applicable law.
Where we rely on consent you may withdraw it at any time by contacting us. Withdrawal does not affect processing that took place before the withdrawal, nor does it affect processing carried out on another lawful basis.
9. Service Providers
We use a small number of service providers to operate our website, email and business systems. These providers may process personal information on our behalf, and they are selected for their security practices and reliability.
Typical categories include website hosting, email delivery, document storage and accounting software. Each provider is bound by a written agreement that limits its use of the information to the service it provides to us. Providers are not permitted to use our information for their own marketing.
We review our service provider list periodically and remove providers that no longer meet our requirements. If a provider experiences a security incident that affects information we are responsible for, we will take appropriate steps and notify affected parties where required.
10. Retention of Information
We keep personal information only for as long as it is needed for the purpose for which it was collected, or for as long as applicable law requires. Retention periods are set by category rather than by a single blanket rule.
Enquiry messages are usually kept for two years so that we can answer follow up questions and maintain a record of the conversation. Booking and visit records are kept for the duration of the related engagement and for a reasonable period afterwards. Accounting records are kept for the period required by Canadian tax and corporate law.
Client yard records that we host are retained according to the client instruction and the services agreement. When an engagement ends, we return or delete client records within an agreed period unless the client has asked us to continue hosting the board under a support arrangement.
When a retention period ends we delete the information or render it anonymous. We do not keep duplicate copies in backups beyond the normal rotation period of the relevant system.
11. Storage and Security
We store information in access controlled systems, and we apply technical and organisational measures that are proportionate to the sensitivity of the information. Measures include strong authentication for staff accounts, role based access, encrypted connections to our website and services, regular software updates and backups held in a separate location.
Our yard boards use a narrow set of roles. A reader who is allowed to view a manifest bay does not automatically gain the ability to edit it, and a partner yard sees only the sittings published to it. This restriction is a security measure as much as a design decision.
Physical records are kept in a locked office at our Brampton location and are accessible only to staff who need them. Visitors to the yard are accompanied and do not have access to record storage areas.
No system is perfectly secure. If we become aware of a breach that presents a risk to individuals, we will investigate promptly, contain the impact, and notify affected parties and the relevant authorities where the law requires. We also record the incident and review our measures so that the same weakness is not repeated.
12. International Transfers
Our business is based in Canada and most of our processing takes place in Canada. Some service providers may store data in other countries, and where that happens we take steps to ensure the information receives an appropriate level of protection.
Steps may include contractual commitments from the provider, selection of providers with established security programmes, and limiting the categories of information that are stored outside Canada. Where a client requires data to remain in Canada, we can configure the engagement accordingly and will confirm the arrangement in writing.
If you have a question about where a specific category of information is stored, contact us and we will explain the current arrangement for that category.
13. Your Rights
Subject to applicable law, you have the following rights regarding your personal information:
- The right to know whether we hold information about you and to request access to it.
- The right to request correction of information that is inaccurate or incomplete.
- The right to request deletion of information that we no longer need for a lawful purpose.
- The right to object to or restrict certain processing, including processing based on legitimate interests.
- The right to withdraw consent where processing is based on consent.
- The right to receive a copy of information you provided to us in a structured format where the law provides for portability.
- The right to lodge a complaint with the appropriate privacy authority.
To exercise a right, contact us using the details at the end of this policy. We may ask for information to verify your identity before acting on a request, and we will respond within the period required by law. There is normally no charge for a request, though we may charge a reasonable fee where a request is manifestly unfounded or repetitive and the law permits such a fee.
Where your request concerns information held on behalf of a client, we may refer the request to the client, since the client is responsible for that information. We will tell you when we do this and provide the client contact details where we have them.
15. Privacy for Children
Our services are intended for businesses and professionals in the freight and systems design sectors. We do not knowingly collect personal information from children under the age of thirteen, and our website is not directed at children.
If you believe that a child has provided us with personal information, please contact us and we will take reasonable steps to delete the information from our systems. If you are a parent or guardian and you have a question about this policy, you are welcome to write to the contact address below.
We do not use personal information from children for any purpose and we do not create profiles of minors. This section reflects our commitment to keeping the site appropriate for a professional audience.
16. Changes to This Policy
We review this policy from time to time to reflect changes in our practices, our services or the law. When we make a material change we update the date at the top of this page and, where the change is significant, we may provide additional notice through our usual business channels.
We encourage you to check this page periodically so that you are aware of the current version. The version published on this page is the one that applies to information collected through our website and direct business channels.
If a change would affect the way we use information you have already provided, we will explain the effect and, where the law requires it, seek your consent before applying the new practice to that information.
17. How to Contact Us
If you have a question about this Privacy Policy, wish to exercise a right, or want to raise a concern about how your information has been handled, please contact us. We take privacy enquiries seriously and aim to resolve them promptly.
40 Alabaster Dr, Brampton - L6V 4G7, Canada (CA)
Email: update@hrscarrier.lol
Phone: +19895754479
When you write to us about privacy, please include enough detail for us to identify the information concerned and tell us what outcome you are seeking. We will acknowledge your message and explain what happens next. If you are not satisfied with our response, you may raise the matter with the privacy authority that applies to you.
We may update our contact details from time to time. The address, email and phone number shown on this page are the current channels for privacy matters for Hrs Carrier Ltd.