Privacy Policy

MeltDesk Inc. ("MeltDesk", "we", "our", or "us") is committed to protecting the personal information of our customers and users. This Privacy Policy describes how we collect, use, disclose, and safeguard information when you use our platform at meltdesk.com and related services (collectively, the "Service").

MeltDesk is operated from British Columbia, Canada. We comply with the Personal Information Protection Act (PIPA, BC), the Personal Information Protection and Electronic Documents Act (PIPEDA), and the Canada's Anti-Spam Legislation (CASL).

1. Information We Collect

Account and profile information

When you or your school administrator creates an account, we collect your name, email address, phone number, and your school's name and DTC number.

Student and instructor records

As part of operating the Service, you may enter personal information about students and instructors — including names, email addresses, phone numbers, driver's licence numbers, and training records. This information is entered by you and is processed on your behalf as a data controller.

Usage and analytics data

We collect information about how you interact with the Service, including pages visited, features used, and session duration. We use Google Analytics 4 to collect anonymous usage data. Google's privacy policy is available at policies.google.com/privacy.

Contact form submissions

If you contact us through our website, we collect the information you provide (name, email, phone number, school name, and message) to respond to your inquiry.

2. How We Use Your Information

• To provide, operate, and maintain the Service
• To create and manage your account
• To send transactional emails (account setup, password resets, invitations)
• To respond to inquiries and support requests
• To monitor and improve the performance and security of the Service
• To comply with legal obligations

We do not sell, rent, or share your personal information with third parties for their own marketing purposes.

3. Legal Basis for Processing

We process personal information on the following bases:

• Contract performance: processing necessary to provide the Service you have subscribed to
• Legitimate interests: improving the Service, preventing fraud, and maintaining security
• Legal obligation: complying with applicable Canadian laws
• Consent: where you have provided explicit consent (e.g., marketing communications)

4. Data Storage and Security

Your data is stored on Google Cloud Platform infrastructure in the northamerica-northeast1 region (Montreal, Canada). We use industry-standard security measures including encryption in transit (TLS), encryption at rest, and role-based access controls.

While we take reasonable steps to protect your information, no method of transmission over the internet is 100% secure. You are responsible for maintaining the confidentiality of your account credentials.

5. Third-Party Service Providers

We share data with a limited number of trusted service providers who assist us in operating the Service, all of whom are bound by confidentiality obligations:

• Google Cloud Platform — infrastructure and data storage
• Google Analytics — anonymous website usage analytics
• SendGrid (Twilio) — transactional email delivery

6. Data Retention

We retain your account and associated data for as long as your account is active or as needed to provide the Service. Student training records are retained to support the ICBC-required 6-year record-keeping obligation. After account termination, we will delete or anonymize your data within 90 days, unless retention is required by law.

7. Cookies

We use cookies and similar technologies for:

• Session management: keeping you logged in during your session
• Analytics: Google Analytics 4 uses cookies to measure site usage

You can control cookies through your browser settings. Disabling cookies may affect your ability to use certain features of the Service.

8. Your Rights

Under BC PIPA and PIPEDA, you have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Withdraw consent for non-essential processing
• Request deletion of your personal information (subject to legal retention requirements)
• File a complaint with the Office of the Information and Privacy Commissioner for BC

To exercise these rights, contact us at privacy@meltdesk.com.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or by posting a prominent notice on the Service. Continued use of the Service after the effective date constitutes acceptance of the updated policy.

10. Contact Us

For privacy-related inquiries or to exercise your rights, contact: