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PRIVACY POLICY

Last updated: 2026-05-06

Purpose

The purpose of this Privacy Policy is to explain how Warnspot Data Services collects, uses, discloses, retains, and protects personal information, and to describe the rights and choices available to you with respect to that information. We are committed to handling personal information in accordance with applicable Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA), the British Columbia Personal Information Protection Act (PIPA BC), and Quebec’s Act respecting the protection of personal information in the private sector (“Law 25”), as well as other privacy laws applicable to your jurisdiction.

Introduction

Welcome to WarnSpot. Warnspot Data Services (“Company”, “we”, “our”, or “us”), a business registered in the Province of British Columbia, Canada, respects your privacy and is committed to protecting it.

This Privacy Policy governs your access and use of our website, https://www.warnspot.com, and the WarnSpot environmental monitoring platform, including any content, functionality, or services offered through the platform (collectively, the “Service”).

In this Privacy Policy, “you” or “your” refers to any individual or entity that accesses or uses the Service, whether as a registered user or a visitor.

PLEASE READ THIS PRIVACY POLICY CAREFULLY BEFORE USING OUR SERVICE.

Please review this Privacy Policy carefully. This Privacy Policy is legally binding as of the date you access our Service. By using our Service or by clicking to accept or agree to the Master Service Agreement and Privacy Policy when this option is made available to you, you expressly accept and agree to be bound and abide by this Privacy Policy. If you do not agree to the Privacy Policy, you must not access or use our Service.

This Privacy Policy sets out how we collect information from you when you use the Service, either automatically or through certain voluntary actions you may take, including but not limited to registering for an account, configuring monitoring settings, or interacting with us through the Service (collectively, “Services”).

This Privacy Policy applies to information we collect:

  • Through the Service and platform;
  • In email, chat, and other electronic communications between you and us;
  • Through account registration and administration; and
  • Through environmental monitoring data transmitted to the platform by devices configured by you.

This Privacy Policy does not apply to information collected by:

  • Us offline or through any other means not described in this Privacy Policy; or
  • Any third party, including through any application or content that may link to or be accessible from the Service.

Use of Service

The Service is designed for business use. You must be at least 18 years old or the age of majority in your jurisdiction to use the Service. We do not knowingly collect personal information from anyone under 18 years of age. If you become aware that we have collected information from anyone under 18, please contact us via our contact form so we may delete that information.

Information We Collect

We collect certain types of information from you when you use our Service. By accepting this Privacy Policy, you are expressly consenting to: (i) our collection of information as described below; (ii) our use of the information collected; (iii) the processing of this information; and (iv) our sharing of data with third-party processors as needed to operate our business.

Where required by law, we will seek your express consent before collecting or using your personal information, especially for purposes beyond those that are obvious or reasonably expected.

Account Information

When you register for the Service, we collect information such as your name, email address, organization name, job title, and other details you provide during account creation. You are responsible for keeping your password confidential and not sharing your account credentials with others.

Billing and Payment Information

We do not store or process your financial information directly. All payment transactions are securely processed through third-party payment providers (e.g., Helcim). Please review their privacy policies for details on how they manage your data.

Environmental Monitoring Data

When you use the Service to monitor environmental conditions, data from your configured devices and data series is transmitted to and stored on our platform. This data may include measurement values, timestamps, device identifiers, location coordinates, and related metadata. This is operational data related to your use of the Service and is treated as Client Data under the Master Service Agreement.

Computer, Browser, and Connection Information

We collect information that is sent to us automatically from your browser or device, such as your IP address, browser type and version, operating system, referring URL, pages visited within the Service, date and time of access, and duration of your session.

Cookies and Tracking Technologies

We collect information when you visit our Service by using cookies and similar tracking technologies to collect information about your engagement and usage patterns. These tracking technologies include:

  • Cookies: Cookies are small data files that may be stored on your device when you use the Service. We use strictly necessary cookies to operate core functionality (such as authentication and session management) and, with your consent, non-essential cookies for purposes such as analytics and preference-tracking. When you first access the Service you will be presented with a cookie banner allowing you to accept or reject non-essential cookies. You may change your preferences at any time through the Service settings, and you may also manage cookies through your browser; rejecting strictly necessary cookies may affect your ability to use parts of the Service.

  • Website Beacons or Pixels: These are small graphics that help us understand usage activity and provide a better user experience. Unlike cookies, website beacons and pixels are non-identifiable when you visit a page.

Website Analytics

From time to time, we may use third-party analytics tools to understand how the Service is used. These tools may use cookies or similar tracking technologies to collect information such as your IP address, browser type, pages visited, and interactions with the Service. We rely on these vendors as sub-processors and only share the information necessary for them to provide analytics services to us; we do not authorize them to use that information for their own independent purposes. We recommend you review each vendor’s privacy policy for further detail. Where required by applicable law, we will obtain your consent before enabling non-essential analytics.

How We Collect Your Information

Information You Voluntarily Provide

We collect information you voluntarily and manually provide when you use our Service, such as when you register for an account, configure monitoring settings, submit a support request, or interact with us through the Service. Some of the information you provide may be personal information, such as your name or email address.

Information Collected Automatically

We collect information that is sent to us automatically from your browser or device, such as your IP address, browser type, operating system, pages visited, and the date and time of your visit. This information is typically not personally identifiable on its own. However, we may combine it with other information in an attempt to identify you, or we may combine it with information that does identify you.

How We Use and Disclose Your Information

Use of Information

We store your data and may transmit it to third-party processors for processing. The purposes for which we collect and use your personal information, and — for users to whom the European Union General Data Protection Regulation (“GDPR”) or the United Kingdom GDPR applies — the lawful bases under Article 6(1) on which we rely, are set out below. We may rely on more than one lawful basis for a given purpose:

  • Provide our Service and its features to you — Art. 6(1)(b) (performance of a contract);
  • Create and manage your account — Art. 6(1)(b) (performance of a contract);
  • Process transactions and send related information, including invoices and payment confirmations — Art. 6(1)(b) (performance of a contract) and Art. 6(1)(c) (legal obligation) in respect of tax, accounting, and other statutory record-keeping;
  • Deliver alerts and notifications you have configured — Art. 6(1)(b) (performance of a contract);
  • Provide customer support and respond to your requests — Art. 6(1)(b) (performance of a contract);
  • Carry out our obligations and enforce our rights arising from any contracts between you and us, including billing and collection — Art. 6(1)(b) and Art. 6(1)(f) (legitimate interests) in enforcing our contractual rights;
  • Collect aggregate statistical data and analyse usage trends through cookies or similar technologies — Art. 6(1)(a) (consent), captured through our cookie banner;
  • Improve our Service, troubleshoot issues, and develop new features — Art. 6(1)(f) (legitimate interests) in maintaining, securing, and improving the Service;
  • Prevent fraudulent activities, abuse, and security incidents — Art. 6(1)(f) (legitimate interests) in the security and integrity of the Service, and Art. 6(1)(c) (legal obligation) where breach reporting or other security obligations apply;
  • Resolve disputes, respond to legal claims, and comply with our legal obligations — Art. 6(1)(c) (legal obligation) and Art. 6(1)(f) (legitimate interests) in establishing, exercising, or defending legal claims;
  • Any other purpose for which you have given specific consent — Art. 6(1)(a) (consent).

We do not knowingly process special categories of personal data within the meaning of Art. 9 GDPR. If we ever propose to do so, we will obtain a separate lawful basis (typically your explicit consent) at that time.

Legitimate-interests balancing. Where we rely on Art. 6(1)(f), we have considered (and on request will share a summary of) a balancing assessment to confirm that our interests are not overridden by your interests, fundamental rights, and freedoms. You have the right to object to processing based on legitimate interests at any time, as described in the “Your Rights” section below.

Withdrawal of consent. Where we rely on Art. 6(1)(a) (consent), you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before withdrawal, and does not affect processing carried out under a different lawful basis (such as contract performance or legal obligation).

Disclosure of Your Information

We do not sell, rent, lease, trade, “share” (as the term is defined under California’s CPRA for cross-context behavioral advertising), or otherwise make available your personal information or Client Data (including environmental monitoring and time-series data) to any third party for their own commercial purposes. This is not something we do today, and it is not something we will do in the future. Your data is yours. We only access and process it as necessary to provide the Service to you.

At certain times, we may disclose your personal information, as described in this Privacy Policy, with third parties in certain limited circumstances and solely to support our business operations, including but not limited to:

  • Administering our Service and various tasks such as payment processing, hosting services, email delivery, communications, and customer service;
  • Delivery of our Service;
  • Administering your account;
  • Entering into agreements and communicating with you;
  • Analyzing data and trends, including partnering with third-party analytic companies;
  • Protecting the security of our business and Service, including to investigate and remedy any breach of any of our rights or policies, or as needed to obtain and maintain insurance coverage, manage risks, or obtain financial or legal advice;
  • In the event of a sale, merger, reorganization, or transfer of all or part of our business or assets, in which case your personal information may be transferred to the acquirer or successor as part of the transaction; we will notify you of any such change in ownership or material change in how your personal information is used, and provide choices where required by applicable law;
  • To comply with any requirements to disclose by law, such as to initiate or respond to any legal action or to protect the rights, property, and safety of others, including sharing information with other parties to prevent security breaches, fraud, or credit risks;
  • Any other reason necessary to comply with any legal obligation, to protect your interests, the interests of others, or our business; and
  • With your consent.

Retention of Information

We retain your information only as long as is reasonably necessary to provide you with the Service, comply with our legal obligations, or until you request that we delete your information. Any information we no longer need will be permanently deleted.

For environmental monitoring data (Client Data), retention periods are specified in your Terms Sheet and the Master Service Agreement. Upon termination of the Service, Client Data is available for export for the period specified in the Master Service Agreement. After that period, Client Data is deleted from active systems within 30 days. Client Data may persist in automated rolling backup snapshots for up to 365 days following termination, after which it is permanently deleted.

Data Residency

Account data — including your name, email address, organization, and other registration information — is stored and processed on servers located in Canada. Billing and payment information is also processed in Canada by our payment processor, which is the controller of the cardholder data; we do not store full payment card numbers on our own servers.

Specific categories of personal information are processed by sub-processors located outside of Canada where necessary to deliver the Service:

  • Transactional email delivery may be performed by an email-delivery sub-processor located outside of Canada.
  • Error monitoring and operational telemetry may be processed by sub-processors located outside of Canada.
  • Customer support tooling may be hosted by a sub-processor located outside of Canada.

Where personal information is processed outside of Canada, we use contractual safeguards (such as data processing agreements and, where applicable, Standard Contractual Clauses) and require sub-processors to maintain a level of protection consistent with applicable privacy legislation.

Environmental monitoring and time-series data may also be stored or processed on servers located outside of Canada in order to provide the Service, including for purposes of redundancy, performance, or integration with third-party data infrastructure. Where time-series data is stored outside of Canada, we ensure that adequate safeguards are in place to protect the data in accordance with applicable privacy legislation. If our data residency practices change materially, we will notify you in advance and obtain your consent where required by applicable law.

Processing Your Information

We use third-party processors to process and store your information. In order to carry out our business, it is necessary for us to transmit certain information to third parties. For instance, your payment information is transmitted to and collected by a third-party payment processor. For a full list of third-party applications we use, please contact us via our contact form.

In some instances, we may process your information internally. When you agree to be bound by our Privacy Policy, you consent to our processing of your information for such purposes to carry out our business interests.

Protection of Your Information

We employ commercially reasonable safeguards — physical, technical, and organizational — to protect personal information against unauthorized access, disclosure, alteration, or destruction. These safeguards include, without limitation:

  • Encryption in transit using industry-standard TLS for connections between your browser or device and our Service;
  • Access controls based on the principle of least privilege, restricting access to personal information to authorized personnel and sub-processors who require it to perform their duties;
  • Authentication controls for administrative and operational access to our systems;
  • Logging and monitoring of network traffic and application activity to detect and respond to unauthorized access attempts and other security events;
  • Use of reputable sub-processors for payment processing, hosting, and related services, each of which is required by contract to maintain a level of protection consistent with applicable privacy legislation;
  • Confidentiality obligations and privacy awareness for personnel and contractors who handle personal information, with periodic review of our internal practices; and
  • Incident response procedures to investigate, contain, and notify affected parties in the event of a security incident affecting personal information.

Since email is not a secure channel, please do not send us private information via unencrypted email. Doing so is at your own risk.

While we take reasonable steps to protect your personal information, no system or transmission of data over the internet or any other public network can be guaranteed to be 100% secure. If you have questions or concerns about how we protect your personal information, please contact our Data Privacy Officer via our contact form.

Liability and Remedies

This Privacy Policy describes our practices and the commitments we make about how we handle personal information. For registered users of the WarnSpot platform, the Master Service Agreement (“MSA”) governs the contractual relationship between you and us, including all warranties, disclaimers, indemnification, and limitations of liability. Liability arising from or in connection with this Privacy Policy is subject to the limitation of liability provisions in the MSA (including the aggregate cap and the exclusion of indirect and consequential damages), except where applicable law — including data protection legislation such as PIPEDA, Quebec Law 25, the GDPR, the UK GDPR, and CCPA/CPRA — provides for liability that cannot be excluded or limited by contract. Nothing in this Privacy Policy waives or limits any right or remedy available to you under such law that cannot be excluded or limited by contract.

For website visitors who are not registered users of the platform, the Website Terms of Use govern your use of the Website, including any limitation of liability set out therein.

Event of a Breach

In the unlikely event customer data has been lost, stolen, or potentially compromised, our policy is to alert our customers via email no later than 72 hours after our becoming aware of the event. We will also report such incident to any required data protection authority. We will work closely with any customers affected to determine next steps, including any end-user notifications, needed patches, and how to avoid any similar event in the future.

Your Rights

We respect your rights to your personal information and data. You have the right to access, correct, request restriction or deletion of your information, or request information about how we use your personal information and data collected, as required by applicable law.

No fees for ordinary requests. Responding to a verified request is free of charge, in accordance with Article 12(5) GDPR, PIPEDA Principle 9 (Schedule 1, 4.9), Quebec Law 25 §33, and CCPA/CPRA §1798.130. We will only charge a reasonable, cost-based fee — or refuse to act — if a request is manifestly unfounded or excessive, in particular because it is repetitive. Where we intend to charge a fee or refuse a request on that basis, we will tell you the reason, the estimated cost (if any), and your right to complain to a supervisory authority before we proceed, and you may withdraw or revise the request. The burden of demonstrating that a request is manifestly unfounded or excessive is on us.

We reserve the right to verify your identity before taking action. We will use information already in our possession (such as your registered email address and account details) to verify identity where possible, and we will not request government-issued identification documents unless reasonably necessary.

After we verify your identity, you have the right to:

  • Access and update any information you have provided to us. To update or delete your information, please contact us via our contact form;
  • Confirmation of data held - Request that we confirm what data we hold about you, and for what purposes. You also have the right to confirmation of whether we process your data or deliver your data to third-party processors, and for what purposes. We will supply you with copies of your personal data unless doing so would affect the rights and freedoms of others;
  • Withdraw consent - Change your consent to our use of your information. In such cases, we may require you to delete your account with us, and you may not have full access to our Service;
  • Data portability - Request a digital copy of the personal data we hold about you in a structured, commonly used, and machine-readable format. This request is provided free of charge, subject to the manifestly-unfounded-or-excessive exception described above;
  • Deletion - Request that we delete all data that we hold about you, and we must delete such data without undue delay. There are exceptions to this right, such as when keeping your data is required by law, is necessary to exercise the right of freedom of expression and information, is required for compliance with a legal obligation, or is necessary for the exercise or defence of legal claims. Such a request may result in a termination of your account with us, and you may have limited or no use of our Service;
  • Opt-out of communications - Opt-out of receiving future email correspondence from us by managing your communication preferences in the Service or by contacting us via our contact form;
  • Opt-out of marketing - Opt-out of receiving any third-party marketing communications or having your personal information used for marketing purposes. You may do this by contacting us via our contact form;
  • Restrict processing - In certain situations, restrict the processing of your data, such as when you contest the accuracy of your data or when you have objected to processing, pending the verification of that objection. When processing has been restricted, we will continue to store your data but will not pass it on to third-party processors without your consent, or as necessary to comply with legal obligations or protect your rights, our rights, or those of others. In addition, you may opt out of any processing of your data altogether. However, doing so may result in the termination of your account and loss of access to our Service; and
  • Complain to a supervisory authority - Complain to a supervising authority in your jurisdiction if you believe we are misusing your data or have violated any of your rights under this Privacy Policy or applicable law.

If you wish to have any third parties, including those to whom we have transmitted your information, delete your information, you will need to contact those third parties directly to do so. Upon request, we will provide a list of all third parties to whom we have transmitted your information.

Complaints

EU Residents

If you are an EU resident, you have certain rights afforded to you by way of the General Data Protection Regulation, including the right to complain to a supervising authority if you believe we are misusing your information or have violated any of your rights under this Privacy Policy or applicable law. You may do so in the EU member state in which you reside or have your place of business or in which the alleged infringement took place. If you are located outside the EU, you may have rights under privacy laws in the jurisdiction where you live.

California Resident Privacy Rights

Warnspot is a small Canadian business and does not currently meet the applicability thresholds for the California Consumer Privacy Act of 2018, as amended by the California Privacy Rights Act of 2020 (collectively, “CCPA/CPRA”). Regardless of applicability, California consumers are entitled to exercise the rights described in the “Your Rights” section above, including the rights to access, correct, delete, port, and restrict the use of their personal information. We do not sell personal information, and we do not share personal information for cross-context behavioral advertising. If our business changes such that CCPA/CPRA becomes applicable to us, we will update this Privacy Policy to describe the additional CCPA/CPRA-specific procedures (including a “Do Not Sell or Share My Personal Information” link, a 45-day response window, and an authorized-agent process) and will honour those rights from that date.

Canadian Privacy Rights

As a Canadian business, we are subject to the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation, including the Personal Information Protection Act (PIPA) of British Columbia and Quebec’s Act respecting the protection of personal information in the private sector (“Law 25”). You have the right to access your personal information held by us, to request corrections, and to challenge our compliance with applicable privacy legislation.

We have designated a Data Privacy Officer who is accountable for our compliance with applicable privacy legislation and with this Privacy Policy. You may contact our Data Privacy Officer via our contact form for any privacy-related inquiry, request, or complaint.

Email Policies

We are committed to keeping your email address confidential. We do not sell, rent, or lease our subscription lists to third parties, and will not disclose your email address to any third parties except as expressly set out in this Privacy Policy. In compliance with Canada’s Anti-Spam Legislation (CASL), the CAN-SPAM Act of 2003 (Public Law No. 108-187) and the California Consumer Privacy Act of 2018 (“CCPA”), all emails sent from our organization will clearly state who the email is from and provide clear information on how to contact the sender. In addition, all email messages will also contain concise information on how to remove yourself from our mailing list so that you can opt-out of further email communication from us and will contain an “unsubscribe” link at the bottom of each email. If you have any issues unsubscribing from our communications, please contact us via our contact form requesting to unsubscribe from future emails.

Cookies Pop-Up and Consent

When you first access our Service, you will be presented with a cookie consent banner. In Canada, users must provide express opt-in consent for cookies, marketing emails, and collection of sensitive information. We use a cookie consent mechanism that requires you to actively accept or reject non-essential cookies. Your consent preferences are recorded and can be changed at any time through the Service settings.

Changes to Our Privacy Policy

We reserve the right to update and change this Privacy Policy and will make our best effort to update the date “Last Updated” at the top of this page each time we make changes. For material changes, we will notify registered users by email or through a notice within the Service. You can review our most recent changes by visiting this page. By continuing to use our Service after changes are posted, you accept and agree to the updated Privacy Policy.

Contact Us

If you have any questions about our Privacy Policy or wish to exercise any of your rights as set out in this Privacy Policy, please contact our designated Data Privacy Officer:

Data Privacy Officer: Tobias Mueller Contact form: warnspot.com/contact?topic=privacy Website: https://www.warnspot.com

This Privacy Policy is published at /privacy and is linked from the footer of every page on our Website to ensure it is easily accessible. We will update the “Last updated” date at the top of this page each time we make changes; for material changes, we will notify registered users by email or through a notice within the Service.