Privacy notice

What this covers

IntLandSync is the app International Landscaping (“ILI”, “we”) uses to record the landscaping and snow services our crews carry out, to review those records, and to share them with the clients whose properties we look after. This notice says what personal information the app collects, why, who sees it, how long it is kept, and whom to ask.

What we collect

Crews and ILI staff

• Your name, email address, phone number, role, and your sign-in details (your password is stored only as a secure hash).
• For each report you submit: the property, the date and times, the work checked off, notes, and the photos you take. The phone's location (GPS) is recorded when the report is filled in and when each photo is taken, to show where the work was done. The app never tracks your location continuously.
• Each photo's date, time and GPS position are printed on the copies that ILI staff and the property's clients see. The original photo files are kept as the phone took them, including the camera's own details (which can include the phone model and location).
• The app version and a random identifier of the phone the report came from (not the phone's serial number or phone number).
• A security record of sign-ins and of changes and views of records, with the time, the internet (IP) address and the browser used.

Clients

• Your name, email address, phone number, organization and role, given to us by your organization, and your portal sign-in details if you have a login.
• Your answers to our reports (“Seen” or “Flag an issue”), with any note or photo you add, the time, the internet (IP) address and the browser used. These show when a report was received and what was raised.
• A security record of sign-ins and of the reports and documents you open in the portal, with the time, the internet (IP) address and the browser used.

Why

• To carry out, check and report on the services we provide at each property.
• To keep a reliable record of the work, in case of a question, a complaint, an insurance claim or a legal claim (for example after a slip on snow or ice).
• To keep the app and your account secure.

We don't sell personal information or use it for advertising.

Who sees it

• Crew leaders see their own reports. ILI administrators review all reports and manage accounts.
• Clients see only the approved reports, photos and documents of the properties shared with them, never another organization's. Crew members appear to clients by first name and last initial only; the photos show where and when they were taken.
• The service providers below, which handle the data for us and only on our instructions.
• Anyone the law requires us to give it to.

Service providers and where the data is

• Supabase: the database, sign-in and photo and document storage. Canada (Montréal).
• Vercel: runs the app. Canada (Montréal) for the app's servers; its worldwide network may serve the app's static files (code, styles, images) from elsewhere.
• Resend: sends the app's emails (reports, sign-in and security messages). USA.
• Open-Meteo: the weather at the time of a visit. It receives the report's location rounded to about 1 km and the date, never a name. Europe (EU).

ILI staff also use an address lookup (Google Maps or Photon by Komoot) for property addresses, and the admin map loads its map images from Esri (ArcGIS). They receive addresses and map areas, not personal information, though your browser's internet address reaches Esri when the map loads.

Data handled outside Canada may be accessible to that country's authorities under its laws.

How long we keep it

Proposed, pending legal review: records of the work (reports, photos, site readings, acknowledgements and issues) 7 years; accounts 2 years after they are deactivated, then deleted; logs and the record of privacy breaches 2 years.

Records of completed work are never edited in place: a correction is added as a new version, and the earlier one is kept.

Your information, and whom to ask

You may ask to see the personal information we hold about you and to have it corrected. Our privacy officer is (to be confirmed), reachable through your International Landscaping contact. If you aren't satisfied with our answer, you may complain to the Office of the Privacy Commissioner of Canada.