PRIVACY POLICY
Effective Date: October 15, 2025
Last updated October 15, 2025
This Privacy Notice for OnTrack Systems (operated by Preston Graham) ("we," "us," or "our"), describes how and why we might access, collect, store, use, and/or share ("process") your personal information when you use our services ("Services"), including when you:
- Visit our website at https://ontracksystems.ca or any website of ours that links to this Privacy Notice
- Use our Services. OnTrack Systems provides digital systems and tools designed to help businesses operate efficiently through automation, communication, and customer management. Our Services may include CRM setup, communication automation, payment processing, lead management, or other related digital business tools.
- Engage with us in other related ways, including sales, marketing, or events
Questions or concerns? Reading this Privacy Notice will help you understand your privacy rights and choices. We are responsible for decisions about how your personal information is processed. If you do not agree with our policies and practices, please do not use our Services. If you have any questions, contact us at [email protected].
1. WHAT INFORMATION DO WE COLLECT?
Personal information you disclose
In Short: We collect personal information that you provide to us.
This includes names, phone numbers, email addresses, billing details, authentication data, and payment information. All information must be accurate and updated by you.
Payment Data: We may collect payment details for Services and usage-based rebillable costs such as phone numbers, text messages, and call minutes. Clients maintain a digital wallet balance for such usage charges and are automatically billed in USD when funds are low, based on selected auto-top-up preferences. All payment data is securely handled by Stripe Inc..
Automatically collected data: We automatically collect limited data such as IP address, device details, and usage logs for analytics and security purposes. For more details, refer to our Cookie Policy.
2. HOW DO WE PROCESS YOUR INFORMATION?
We process personal information to operate, maintain, and improve our Services. This includes account management, billing, support, security monitoring, marketing (as permitted), and compliance with applicable law.
3. WHAT LEGAL BASES DO WE RELY ON?
We process personal data under lawful bases such as consent, contract performance, legal obligation, or legitimate business interest, consistent with privacy laws including PIPEDA (Canada) and applicable international frameworks.
6. DO WE OFFER AI-BASED PRODUCTS?
We may use AI and automation tools to assist in service delivery. All AI processing follows strict security controls and complies with our data protection standards.
8. HOW LONG DO WE KEEP INFORMATION?
We retain personal information as long as needed to provide Services, meet legal obligations, or resolve disputes. When no longer necessary, we delete or anonymize the data.
9. HOW DO WE KEEP INFORMATION SAFE?
We use encryption, secure data storage, and access controls to protect your data. However, no system is fully secure, and online data transmission carries inherent risks.
10. DO WE COLLECT INFORMATION FROM MINORS?
We do not knowingly collect or market to individuals under 18 years old. If such data is discovered, it is promptly deleted. Contact us to report concerns.
11. WHAT ARE YOUR PRIVACY RIGHTS?
You may request access, correction, or deletion of your data, withdraw consent, or restrict processing where applicable. Contact [email protected] to exercise your rights.
You may opt out of marketing communications by clicking “unsubscribe” in emails or replying “STOP” to SMS messages.
12. DO-NOT-TRACK CONTROLS
We currently do not respond to browser-based DNT signals. If a standard emerges, we will comply accordingly.
13. UPDATES TO THIS NOTICE
We may update this policy periodically. The revised version will be indicated by an updated date. Continued use of our Services constitutes acceptance of such changes.
14. HOW TO CONTACT US
OnTrack SystemsSt. Albert, Alberta, Canada
[email protected]
15. REVIEW, UPDATE, OR DELETE YOUR DATA
You may request access to, update, or deletion of your personal information by emailing us. We respond in accordance with applicable laws.
16. MOBILE MESSAGING PRIVACY
We do not sell or share SMS opt-in data with unaffiliated third parties. Message frequency may vary. Standard rates apply. Reply STOP to opt out or HELP for help.
7. HOW DO WE HANDLE SOCIAL LOGINS?
If you log in using a third-party account, we may receive limited profile data necessary for account setup. We do not control how social platforms handle your data; review their privacy policies for details.