Your details, and
what we do with them

Maple Rental Inc. rents and sells commercial trailers in London, Ontario. This page explains what we collect through maplerental.ca and when you contact us, why we collect it, who handles it for us, how long we keep it, and what you can ask us to do with it. We follow Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).

What we collect

Only what you choose to give us.

• The quote form: your name, company name, phone number and extension, email address, the service you are asking about, any of the optional details you fill in (trailer type, how many, dates, how long, location, the trailer you want to buy or sell), and anything you write in the details box.
• Phone calls and email: if you call or write to us, we keep a record of that conversation so we can follow up on it.
• Customers: if you rent or buy from us, the details needed for the agreement, delivery and invoicing, such as your business address, and the insurance and identification documents a rental requires.

The site sets no tracking or advertising cookies and runs no analytics. We do not use your details for profiling or automated decisions.

How the quote form works

When you press send, the form goes over an encrypted connection to our website, which checks it and passes it to our business email at office@maplerental.ca. It arrives there as an email, and that email is the only copy we keep. The website itself does not store it. If sending fails, your own email app opens with the request filled in instead, and nothing leaves your device until you press send there.

Why we collect it

To answer your request, quote you, and arrange a rental, sale or purchase. If you become a customer, to prepare the agreement, deliver what you rented or bought, invoice for it, and meet our legal and tax obligations. We do not sell, rent or trade your details, we do not share them for anyone else's marketing, and we do not add you to a mailing list.

By sending the form or contacting us, you agree to us using your details for these purposes. You can withdraw that consent at any time (see Your rights), though we may then be unable to complete a quote or rental.

Who handles it for us

We use a small number of service providers to run the website and our email. They handle your information only to provide that service to us, under their own security and privacy commitments.

• Cloudflare hosts the website and passes the quote form on to our email. Like any web host, it processes the IP address and browser details of each visit to deliver the site and protect it from attacks.
• Google Workspace runs our email, so quote requests and emails you send us are stored in our Google account.
• Google Fonts serves the site's typefaces, so your browser requests them from Google's servers.

These providers may store or process information on servers outside Canada, including in the United States. While it is there, it may be accessible to courts, law enforcement and national security authorities of that country.

How we protect it

The website is served only over encrypted connections (HTTPS). Our email accounts are limited to the people who need them to do their jobs. Paper records, such as signed rental agreements, are kept at our office. If a breach of your information ever creates a real risk of significant harm, we will tell you and report it to the Privacy Commissioner of Canada, as the law requires.

How long we keep it

Requests that do not turn into business are deleted twelve months after we last spoke. Customer records are kept for as long as we do business together and for two years after. Invoices and the records behind them are kept for six years, as the Canada Revenue Agency requires. After that, they are deleted or securely destroyed.

Your rights

You can ask to see what we hold about you, have it corrected, have it deleted when we no longer need to keep it, or withdraw your consent to being contacted. Email office@maplerental.ca or call 905-699-1046 or 647-963-1707. We may ask you to confirm who you are first, and we will reply within 30 days. There is no charge.

If you are not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada.

Who is responsible

Maple Rental Inc. is responsible for the personal information described here. Our Privacy Officer handles questions and requests about it:

Privacy Officer, Maple Rental Inc.
110 Shamrock Rd, London, ON N6L 0H6
office@maplerental.ca

Changes

If this policy changes, the date at the top changes with it. We will not use details you have already given us for a new purpose without asking you first.