Purpose of this Policy

Varstar Alliance is a transportation and logistics company operating across North America and Canada. In the course of our operations, Varstar Alliance may collect and process various types of information that you provide to us, as well as data related to your interactions with our website, software applications, and other services.

This Privacy Policy outlines our principles and practices regarding the collection, use, and protection of your personal information. It does not apply to any third-party websites, services, or entities that may be linked to or referenced by our website, as those are governed by their respective privacy policies.

By accessing, using, or interacting with our website, products, or services (“Your Use”), you acknowledge and agree to the terms of this Privacy Policy. Your continued use of our services constitutes your consent to the collection, use, and disclosure of your personal information as described herein. If you do not agree with these terms, please discontinue and revoke Your Use immediately.

This Privacy Policy has been developed in compliance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA), which establishes the legal framework for the collection, use, and disclosure of personal information in the course of commercial activities.

1.1 The Ten Principles of PIPEDA

The Personal Information Protection and Electronic Documents Act (PIPEDA) is built upon ten fundamental principles that guide our approach to privacy protection. These principles form the foundation of this Privacy Policy:

  1. Accountability – Varstar Alliance is responsible for the personal information it collects, uses, retains, and discloses during its business operations. We have designated a Chief Privacy Officer to oversee our compliance with privacy regulations.
  2. Identifying Purposes – We clearly state the purposes for which personal information is collected at the time of collection, ensuring that it is used only for those specified purposes.
  3. Consent – We obtain express or implied consent from individuals before collecting, using, or disclosing their personal information.
  4. Limiting Collection – We collect only the personal information necessary for the identified purposes, ensuring that data collection remains relevant and appropriate.
  5. Limiting Use, Disclosure, and Retention – Personal information is used solely for its stated purpose and is not shared with third parties without the individual’s consent, except where required by law. Information is retained only as long as necessary to fulfill its intended purpose.
  6. Accuracy – We take reasonable steps to ensure that personal information remains accurate, complete, and up-to-date.
  7. Safeguards – To protect personal information from unauthorized access, disclosure, or misuse, we implement physical, organizational, and technological security measures.
  8. Openness – We maintain transparency by making our privacy policies and procedures readily available to our clients and employees.
  9. Individual Access – Individuals have the right to access the personal information we hold about them and to request corrections if necessary.
  10. Provide Recourse – Varstar Alliance provides a clear process for individuals to submit access requests or privacy-related complaints. Our Chief Privacy Officer will review and respond to such requests in a timely manner.

1.2 Definitions

For the purposes of this Privacy Policy, the following definitions apply:

  • “Personal information” – Any information about an identifiable individual. This includes, but is not limited to, details regarding identity, nationality, age, gender, address, telephone number, email address, Social Insurance Number, date of birth, marital status, education, employment history, health records, assets, liabilities, payment records, credit history, loan information, income, and financial transactions. It may also include personal opinions or views. Personal information does not include an individual’s name, title, business address, or business telephone number when used in a professional context.
  • “Business information” – Data related to business entities, such as business name, address, telephone number, names of owners, officers, and directors, job titles, business registration numbers (e.g., GST, RST, tax identification), financial details (e.g., credit card and bank account information). While business information is not subject to PIPEDA, Varstar Alliance applies the same confidentiality and security standards to business information as it does to personal information.
  • “Client” – A business entity applying for or approved for services provided by Varstar Alliance, including sole proprietorships and partnerships.
  • “Individual” – The owners, shareholders, co-signers, or guarantors associated with a client.
  • “App” – The Varstar Alliance mobile application used by drivers and clients.
  • “Application” – Any form or document submitted by an individual or business to request financing or other services from Varstar Alliance or its divisions.
  • “Database” – The collection of client and individual information, including names, addresses, and phone numbers, stored in various formats such as computer files, paper records, and digital systems, including the Varstar Alliance software and app.
  • “File” – The records containing personal and business information collected during the application process and any updates related to ongoing service management.
  • “Express consent” – A written or electronic agreement in which an individual explicitly authorizes Varstar Alliance to collect, use, and disclose personal information for specified purposes.
  • “Implied consent” – Consent that is assumed based on an individual’s actions, use of services, or failure to object to the use, retention, or disclosure of their personal information for the original purpose it was collected.
  • “Software” – The proprietary systems used by Varstar Alliance to manage business operations.
  • “Third Party” – Any external service provider that supports Varstar Alliance in delivering its services, including financial institutions, credit bureaus, and business partners. This does not include government agencies or departments to which Varstar Alliance reports as part of its regulatory compliance.

2.0 What Personal Information Is Collected?

When you use our website varstaralliance.com, we may collect the following personal information:

  • Name – used to address you properly and associate documentation with your account.
  • Email Address – used to share updates, important notifications, and relevant communications.
  • Mobile Number – used to send alerts, updates, and service-related notifications.
  • IP Address – collected for security purposes and fraud prevention.
  • Cookies and Usage Data – collected to enhance user experience and website performance.

2.1. Purposes of Collecting Personal Information

Varstar Alliance collects personal and business information to provide and improve its services, enhance security, fulfill legal obligations, and support marketing and business development efforts. Our data collection practices help us refine our products, services, and website functionality while ensuring compliance with applicable regulations.

How the Collected Information Is Used?

We use the collected personal information for the following purposes:

  • To personalize communication and provide customer support.
  • To send important updates about our services, changes in policies, or promotional offers.
  • To improve our website functionality and ensure a seamless user experience.
  • To comply with legal requirements and prevent fraudulent activities.

Specific Uses of Personal and Business Information

We collect, use, and disclose personal and business information for the following purposes:

  • Identification & Verification – Confirming your identity for business transactions, account creation, and security purposes.
  • Suitability & Eligibility Assessment – Evaluating potential customers, suppliers, drivers, and carriers, including conducting background and credit checks.
  • Service Delivery – Providing requested products and services, including fleet management, logistics coordination, and transportation solutions.
  • Fraud Prevention & Security – Protecting against errors, fraud, and unauthorized access to our services.
  • Personalized Recommendations – Suggesting relevant services based on client needs and usage patterns.
  • Ongoing Service Updates – Communicating updates, changes, or enhancements to products and services.
  • Regulatory Compliance – Responding to legal, governmental, and regulatory requests, including compliance with industry regulations.
  • Software & App Operation – Managing and maintaining digital platforms, including our software systems and mobile applications.

Cross-Border Data Processing

Personal and business information may be transferred, processed, viewed, and stored in the United States to fulfill the above purposes. Varstar Alliance complies with U.S. legal requirements, which may include the obligation to disclose personal information to government authorities. Additionally, our subsidiaries, affiliates, and authorized third parties may process data in compliance with local and international data protection regulations.

3.0 Consent

Varstar Alliance is committed to protecting individual privacy and ensuring that Personal Information is collected, used, and disclosed only with proper consent.

Types of Consent

  • Express Consent – Individuals must provide written consent before or at the time of data collection. This consent explicitly authorizes Varstar Alliance to collect, use, or disclose Personal Information for specified purposes. If a new use for the data arises, fresh express consent will be required.
  • Implied Consent – When an individual signs an application, uses the Varstar Alliance App or Software, or engages in transactions with Varstar Alliance, they provide implied consent for data collection and verification with third parties (e.g., banks, credit bureaus, lenders, and insurance companies). Additionally, Varstar Alliance may disclose information to Industry Canada as required.

Right to Withdraw Consent

  • Individuals may choose not to provide some or all Personal Information; however, insufficient information may result in the denial of financing or other requested services.
  • Clients or individuals may withdraw consent for the use of their Personal Information before an application is approved by submitting a written request.
  • Once a loan is approved, individuals cannot withdraw consent for the use and disclosure of their Personal Information related to financing and contractual obligations.
  • Express consent is always required before Varstar Alliance discloses Personal Information to other lenders, credit insurers, or credit bureaus.

Statistical Data Use

This Privacy Policy does not apply to anonymized or aggregated statistical data that does not identify individuals. Varstar Alliance reserves the right to use and disclose such statistical data as necessary.

4.0 Limiting Collection

Varstar Alliance will limit the collection of Personal Information strictly to what is necessary for the purposes outlined in this Privacy Policy, as well as in:

  • Varstar Alliance applications
  • The App
  • The Software
  • Other official forms

No additional Personal Information will be collected beyond what is required to fulfill these specified purposes.

5.0 Limiting Use, Disclosure, and Retention

Varstar Alliance will use and/or disclose Personal Information only for the purposes specified in this Privacy Policy. In fulfilling these purposes, we may engage third parties to process Personal Information or perform specific tasks on our behalf, including:

  • Website, App, and Software licensors
  • Hosting partners
  • Service providers who assist in operating our website, App, and Software, conducting business, or serving clients

We require all third parties to implement appropriate safeguards to protect Personal Information in compliance with applicable privacy and data security laws.

5.1 Use of Personal Information

Personal information will only be used for purposes to which the individual has consented, except in the following cases permitted under PIPEDA:

  • If Varstar Alliance has reasonable grounds to believe the information could be useful in investigating a contravention of a federal, provincial, or foreign law, and the information is used for that investigation.
  • In an emergency where an individual’s life, health, or security is threatened.
  • When the information is used for statistical study or research.
  • If the information is publicly available.
  • When the use is clearly in the individual’s interest, but consent is not available in a timely manner.
  • If obtaining knowledge and consent would compromise the availability or accuracy of the information.
  • When the information is required to investigate a breach of an agreement.

5.2 Disclosure and Transfer of Personal Information

Personal information will be disclosed only to Varstar Alliance employees, suppliers, committee members, and Directors who require access to fulfill the purposes outlined in this Privacy Policy.

Personal information will be disclosed to third parties with the individual’s knowledge and consent, which may be implied as per this Privacy Policy.

Restrictions on Mobile Information:

  • No mobile information will be shared with third parties or affiliates for marketing or promotional purposes.
  • Text messaging originator opt-in data and consent will not be shared with any third parties.

Permitted Disclosures Without Consent Under PIPEDA

PIPEDA allows Varstar Alliance to disclose Personal Information to third parties without the individual’s knowledge or consent in the following cases:

  • To a lawyer representing Varstar Alliance.
  • To collect a debt owed to Varstar Alliance by the individual or client.
  • To comply with a subpoena, warrant, or court order.
  • To a law enforcement agency conducting a civil or criminal investigation.
  • To a government agency or department requesting the information.
  • As otherwise required by law.

Permitted Transfers Without Consent Under PIPEDA

Varstar Alliance may transfer Personal Information to a third party without the individual’s knowledge or consent if:

  • The transfer is solely for processing purposes.
  • The third party only uses the information for the purposes for which it was transferred.

Varstar Alliance will ensure, by contractual or other means, that the third party protects the information and only uses it for the specified purposes.

5.3 Location Access

As a logistics company, we need to track our shipments to ensure timely deliveries. Our app collects location data to track shipments while they are being hauled. This helps our operations staff guide the carriers in case of detours and also provides customers with ETA (Estimated Time of Arrival) updates on their shipments.

Location Access Permissions:

  • The App will access location data only after due permissions are granted by the user.
  • Users can choose to allow or deny location access permission at any time.
  • The user can revoke this permission at any time.

Data Security:

  • We do not share location data with any third parties.
  • The location data is transferred and kept securely on our servers to protect your privacy.

5.4 Retention of Personal Information

Personal information will be retained in client files for as long as the use for which it was collected remains active and in accordance with applicable laws and regulations.

  • Inactive Files:
    Personal information in inactive files will be retained for a period of seven (7) years, unless Varstar Alliance has actively rejected the intended use of that information.
  • Rejected Uses:
    If an intended use of the personal information is rejected, the file and all personal information contained within it will be retained for a period of two (2) years.

This ensures that Varstar Alliance complies with legal retention requirements while safeguarding client privacy.

6.0 Accuracy

Varstar Alliance makes reasonable efforts to ensure that any Personal information provided by the individual in their active file(s) is accurate, current, and complete as necessary to fulfill the purposes for which the information was collected, used, retained, and disclosed.

  • Notification of Changes:
    Individuals are encouraged to notify Varstar Alliance of any changes to their personal or business information to ensure its accuracy.
  • Inactive Files:
    Information contained in inactive files is not updated.

7.0 Safeguards

Varstar Alliance will implement physical, organizational, and technological measures to safeguard Personal information, ensuring it is accessible only to those employees, volunteers, or third parties who need to know this information for the purposes outlined in this Privacy Policy. These parties are also bound by reasonable confidentiality obligations regarding the Personal information.

  • Organizational Safeguards:
    Access to Personal information is restricted to those who need it for the purposes identified in this Privacy Policy and is granted only for the duration of that need.
  • Physical Safeguards:
    • Active files are stored in locked filing cabinets when not in use.
    • Access to work areas where active files may be handled is restricted to Varstar Alliance employees and authorized third parties.
    • Inactive files or Personal information that is no longer required are shredded prior to disposal to prevent unauthorized access.
  • Technological Safeguards:
    • Personal information stored in Varstar Alliance computers, electronic databases, the App, and the Software are password protected.
    • All Varstar Alliance computers are secured with password protection.
    • The Internet router or server used by Varstar Alliance is equipped with firewall protection, which helps protect Personal and Business information against virus attacks and unauthorized data interception (“sniffer” software) arising from Internet activity.

8.0 Openness

Varstar Alliance will make every effort to ensure that its privacy policies and procedures are clearly communicated to individuals through this Privacy Policy. This transparency allows individuals to be aware of how their Personal information is collected, used, disclosed, and protected, ensuring that they are informed about the organization’s practices related to privacy and data security.

9.0 Individual Access

An individual who wishes to review or verify what Personal information is held by Varstar Alliance, or to whom the information has been disclosed (as permitted by the PIPEDA), may request access by contacting contact@varstaralliance.com.

Upon verification of the individual’s identity, Varstar Alliance will respond within 60 days. Varstar Alliance may request sufficient Personal information to confirm whether or not we have information relating to the individual making the request. A minimal fee may be charged for copies of documents requested under this Privacy Policy. If assistance is required in preparing the request, we will ensure the individual is provided with such support. For individuals with sensory disabilities, Varstar Alliance will make efforts to provide access to personal information in an alternate format upon request. Please contact Varstar Alliance for such requests and assistance.

There may be circumstances where we cannot provide the requested access, including situations where providing access would be prohibitive due to cost, where the information contains references to other individuals, where disclosure is prohibited for legal, security, or commercial reasons, or where the information is subject to solicitor-client or litigation privilege.

If the individual finds that the information held by Varstar Alliance is inaccurate or incomplete, Varstar Alliance will promptly make the necessary changes to the individual’s active file(s) upon receipt of documentary evidence verifying the correct information.

10.0 Complaints/Recourse

If an individual has a concern about Varstar Alliance’s Personal information handling practices, a complaint may be directed to contact@varstaralliance.com.

Upon verification of the individual’s identity, Varstar Alliance will act promptly to investigate the complaint and provide a written report of the investigation’s findings to the individual.

Where Varstar Alliance determines that the individual’s complaint is well-founded, the company will take the necessary steps to correct the offending information handling practice and/or revise Varstar Alliance’s privacy policies and procedures.

Where the company determines that the individual’s complaint is not well-founded, the individual will be notified in writing.

If the individual is dissatisfied with the findings or the action taken by Varstar Alliance, the individual may bring the complaint to the Federal Privacy Commissioner at the address provided below:

Questions/Access Request/Complaint

Any questions regarding this or any other privacy policy of Varstar Alliance may be directed to contact@varstaralliance.com. Requests for access to information, or to make a complaint, are to be made to contact@varstaralliance.com.

Amendment to Varstar Alliance’s Privacy Policies

This Varstar Alliance Privacy Policy is in effect as of April 1, 2024. This policy is subject to amendment in response to developments in privacy legislation. The company will review and revise the Privacy Policy from time to time as required by changes in privacy law. Notification of any changes in the Privacy Policy will be posted on Varstar Alliance’s website. Any changes in the Privacy Policy will apply to Personal information collected from the date of the posting of the revised Privacy Policy.

Additional Terms and Conditions

Disclaimers

Notwithstanding that we take the security precautions set out herein to protect your privacy and confidentiality, we cannot guarantee the security of your Personal information or company information. E-mails or forms sent via the Internet are neither confidential nor secure and can be viewed and modified by third parties. Varstar Alliance will not be liable for damages arising from messages sent to it via unsecured e-mail or other messages sent electronically (SMS, etc.).

Financial Transactions

Financial transactions may be processed through a payment provider and/or the App or Software. Such financial transactions may include Personal information and/or Business information. Such third parties may access, process, and store Personal information and/or Business information as may be required to process transactions.

Cookies

Varstar Alliance may use cookies to help understand and save users’ preferences for future visits, compile aggregate data about site traffic and site interactions in order to offer better site experiences and tools in the future. We may also use trusted third-party services that track this information on our behalf. Cookies may be turned off, but if you turn cookies off, some of the features that make your site experience more efficient may not function properly.

CASL (Canada’s Anti-Spam Legislation)

Varstar Alliance complies with the Canada Anti-Spam Law with respect to all commercial electronic messages we send out. At any time, if you would like to unsubscribe from receiving future emails, you can email us at contact@varstaralliance.com, and we will promptly remove you from ALL correspondence.