Privacy Policy
Effective date: June 25, 2025 · Jurisdiction: Canada
ReviewMate (“we,” “us,” or “our”) is operated by ReviewMate Inc. We are committed to protecting the personal information of everyone who uses our platform — business owners, their staff, and their customers. This policy explains what we collect, why, and how we keep it safe.
This policy is governed by the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation.
1. Who This Policy Covers
This policy applies to:
- Business subscribers — individuals or businesses that create a ReviewMate account.
- End customers — the customers of those businesses whose contact information is uploaded to send review requests.
- Visitors — anyone who browses reviewmate.ca without creating an account.
2. Information We Collect
From business subscribers
- Name, email address, and password (for account creation)
- Business name, type, and province
- Billing information (processed by Stripe; we do not store card numbers)
- Usage data: review requests sent, platform activity logs
From end customers (uploaded by the business)
- Name and email address and/or mobile number
- We do not collect health information, financial information, or any sensitive personal information from end customers
- We do not independently verify or supplement end-customer data
From visitors
- Standard web server logs (IP address, browser type, pages visited, referral source)
- We do not use third-party advertising trackers or sell visitor data
3. Why We Collect It
| Purpose | Legal basis |
|---|---|
| Providing the ReviewMate service | Contractual necessity |
| Sending review request emails/SMS on behalf of businesses | Consent obtained by the business under CASL |
| Processing subscription payments | Contractual necessity |
| Fraud prevention and security | Legitimate interest |
| Improving the platform | Legitimate interest (anonymized/aggregated data only) |
| Legal compliance | Legal obligation |
4. How We Store and Protect Your Data
- Data is stored on servers located in Canada (DigitalOcean Toronto region).
- All data in transit is encrypted via TLS 1.2 or higher.
- Passwords are hashed using bcrypt; we cannot retrieve your password in plain text.
- Access to production data is restricted to authorised personnel only.
- We conduct periodic security reviews.
5. Data Retention
- Active accounts: data is retained for the duration of the subscription.
- Cancelled accounts: data is retained for 90 days after cancellation, then deleted, unless required by law.
- End-customer contact data: deleted within 30 days of a subscriber's written request or account closure.
- Billing records: retained for 7 years as required by the Income Tax Act.
6. Sharing Your Information
Mobile information: mobile phone numbers and SMS opt-in consent are never shared with, sold to, or disclosed to any third party or affiliate for marketing or promotional purposes. Text messaging originator opt-in data will not be shared with third parties.
We do not sell personal information. We share data only with:
- Stripe — payment processing (their privacy policy applies to payment data)
- Resend / Twilio — email and SMS delivery infrastructure
- DigitalOcean — cloud hosting
- Law enforcement — only when required by valid legal process
All third-party processors are contractually bound to use data solely to provide services to us.
7. Your Rights
Under PIPEDA, you have the right to:
- Access the personal information we hold about you
- Correct inaccurate information
- Withdraw consent (subject to legal or contractual restrictions)
- Request deletion of your data (subject to retention obligations above)
- Lodge a complaint with the Office of the Privacy Commissioner of Canada
To exercise any of these rights, email us at privacy@reviewmate.ca.
8. Cookies
We use session cookies strictly necessary for account login and security. We do not use advertising cookies or third-party tracking pixels.
9. Children
ReviewMate is a business-to-business service not directed at anyone under 18. We do not knowingly collect personal information from minors.
10. Changes to This Policy
Material changes will be communicated by email to account holders at least 30 days before taking effect. Continued use of the platform after the effective date constitutes acceptance of the updated policy.
11. Contact
Questions or concerns about this policy:
ReviewMate Inc.
Privacy Officer
privacy@reviewmate.ca
Note: This policy is provided for informational purposes. It does not constitute legal advice. We recommend consulting qualified Canadian privacy counsel for your specific situation.