Privacy Policy

PostMaster Pro ("we," "us," or "our") is a real estate sign post installation service operated in Toronto, Ontario. This Privacy Policy explains how we collect, use, share, and protect personal information provided through our website, booking form, agent portal, and SMS communications.

By using our services or submitting your information, you agree to the practices described in this policy. If you do not agree, please refrain from using our services.

We may collect the following categories of personal information:

• Full Name — to identify you as the booking agent or homeowner.
• Email Address — to send order confirmations, updates, and correspondence.
• Phone Number — to send SMS order notifications and delivery confirmations.
• Property Address — the installation location for your order.
• Order & Service Metadata — post type, scheduled date, status, and photos confirming installation.
• Payment Information — processed securely through our payment provider; we do not store raw card numbers.
• Approximate Property Coordinates — your property address is geocoded (converted to geographic coordinates) server-side solely to calculate driving distance for mileage surcharges. We do not collect precise device location data from agents.

We collect this information directly from you when you submit a booking form, contact us, or interact with our SMS messaging service.

We use the information we collect to:

• Schedule, coordinate, and confirm post installation and removal orders.
• Send SMS notifications related to your active orders (e.g., proof of install, order confirmations, removal reminders).
• Respond to inquiries and provide customer support.
• Maintain internal order records and improve our service quality.
• Comply with applicable legal and regulatory obligations.

We will not use your information to send unsolicited marketing communications unrelated to your service orders without your separate consent.

We send SMS notifications strictly for order-related purposes. Our mobile messaging practices comply with applicable carrier and regulatory requirements.

Mobile information will not be shared with third parties/affiliates for marketing or promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

You may opt out of SMS notifications at any time by replying STOP to any message we send. Reply HELP for support. Message and data rates may apply.

Your personal data is stored securely in an encrypted cloud database with encryption at rest, encrypted connections in transit (TLS), and row-level access controls that scope each record to its owner. Access to your data is role-controlled — only authorized PostMaster Pro personnel can access records beyond their own scope.

We use HTTPS and standard web security controls to protect your data in transit.

While we implement industry-standard safeguards, no system is completely immune to risk. We encourage you to contact us immediately if you suspect any unauthorized access to your account or personal information.

We do not sell your personal information. We share data only with the vetted service providers described below, each of whom is contractually obligated to protect your data and prohibited from using it for any purpose beyond providing services to us.

• Database and file storage provider — your order records, job photos, and account data are stored in an encrypted, access-controlled cloud database and object store with row-level security policies.
• Payment processor— handles all payment transactions, customer profile management, and tax receipt delivery. A customer identifier is linked to your agent profile so future bookings can use a saved payment method. PostMaster Pro does not store raw card numbers. The payment processor's own privacy policy governs their use of your payment data.
• Transactional email provider — delivers order confirmations, magic-link sign-in emails, takedown confirmations, and other service notifications to your inbox.
• SMS and voice communications provider — sends SMS order notifications and handles automated phone responses and voicemail for service-related communications.
• Mapping and address-lookup provider — powers address autocomplete in the booking form and calculates one-way driving distance server-side for mileage surcharges. Property addresses are transmitted to this provider solely for these purposes.
• Cloud hosting provider — serves the PostMaster Pro web application and processes each request at the network edge.

We also use security infrastructure services that process anonymized request metadata solely to protect our platform from abuse. As stated above, text messaging originator opt-in data and consent are never shared with any third party under any circumstances.

PostMaster Pro uses only essential cookies necessary to operate the service. We do not use marketing cookies, cross-site tracking, or third-party analytics cookies.

• Authentication cookies — set when you sign in via magic link. Required to maintain your authenticated session across page loads. These are HttpOnly, Secure, and scoped to our domain.
• pmp_job_context — a short-lived operational cookie used only during active installer job sessions. It is never set for agent accounts and expires within minutes of use.
• Payment processor cookies— when the checkout form is displayed, our payment processor may set its own cookies governed by their privacy policy. These are scoped to the payment processor's domains and are outside our control.

Install and takedown photos are captured by our installers as proof of completed work. These photos may visually include the property frontage and are tagged with the associated property address in our internal records.

• Photos are stored in a private, access-controlled storage bucket protected by row-level security policies.
• Access is restricted to the booking agent and authorized PostMaster Pro staff (installers and admins). Photos are never publicly accessible.
• Photos serve as chain-of-custody evidence for equipment condition and may be referenced in any dispute regarding equipment damage or non-return fees.

We retain your personal information only as long as necessary for the purposes described in this policy and to comply with applicable law.

• Order, billing, and tax records — retained for a minimum of 6 years in accordance with Canada Revenue Agency (CRA) record-keeping requirements applicable to business transactions.
• Job photos— retained for the duration of the associated order's record and subject to the same 6-year minimum.
• Account profile data — retained while your account is active. You may request deletion at any time; deletion will be actioned subject to our legal retention obligations above.

You have the right to request access to, correction of, or deletion of the personal information we hold about you. To exercise these rights, please contact us at the email address below. We will respond within a reasonable timeframe and in accordance with applicable Canadian privacy law (PIPEDA and applicable Ontario statutes).

Our services are intended for real estate professionals and adult homeowners. We do not knowingly collect personal information from individuals under the age of 18. If you believe we have inadvertently collected such information, please contact us and we will delete it promptly.

We may update this Privacy Policy from time to time. When we do, we will revise the "Last Updated" date at the top of this page. We encourage you to review this policy periodically to stay informed about how we protect your information. Continued use of our services after changes are posted constitutes your acceptance of the updated policy.

If you have questions about this Privacy Policy or our data practices, please contact PostMaster Pro at: privacy@postmasterpro.ca