Privacy Policy for GearScout

Last Updated: August 21, 2025

Thank you for visiting GearScout ("we," "us," or "our"). This Privacy Policy outlines how we collect, use, and protect your personal and non-personal information when you use our website located at https://gearscout.ca (the "Website").

By accessing or using the Website, you agree to the terms of this Privacy Policy. If you do not agree with the practices described in this policy, please do not use the Website.

1. Information We Collect

1.1 Personal Data

We collect the following personal information from you:

Name: We collect your name to personalize your experience and communicate with you effectively.
Email: We collect your email address to send you important information regarding your orders, updates, and communication.
Payment Information: We collect payment details to process your orders securely. However, we do not store your payment information on our servers. Payments are processed by trusted third-party payment processors.
Phone Number: We may collect phone numbers when you report found gear or submit repair tickets through our public workflows.
Report Found Gear Details: When you submit a "Report Found Gear" form, we collect the information you provide (such as your name, email address, and phone number) to help the gear owner or group administrators contact you and arrange the return of the item.

1.2 Non-Personal Data

We may use web cookies and similar technologies to collect non-personal information such as your IP address, browser type, device information, and browsing patterns. This information helps us to enhance your browsing experience, analyze trends, and improve our services.

2. Purpose of Data Collection

We collect and use your personal data for the following purposes:
- Order processing and account management
- Customer support and communication
- Processing reports of found gear and repair tickets
- Facilitating lost-and-found processes by sharing your submitted details with the relevant group administrators or gear owners solely for the purpose of returning gear
- Improving our services and user experience
- Compliance with legal obligations

3. Data Sharing

We do not share your personal data with any third parties except as required for order processing (e.g., sharing your information with payment processors). We do not sell, trade, or rent your personal information to others.

For "Report Found Gear" and similar workflows, the details you submit are shared only with the administrators of the relevant group or the gear owner. They are not used for marketing purposes or shared outside that context.

4. Children's Privacy

GearScout is not intended for children under the age of 13. We do not knowingly collect personal information from children. If you are a parent or guardian and believe that your child has provided us with personal information, please contact us at the email address provided below.

5. Your Privacy Rights

You have the following rights regarding your personal data:

5.1 Right to Access: You have the right to request access to your personal data that we hold.
5.2 Right to Rectification: You have the right to request correction of inaccurate personal data.
5.3 Right to Erasure: You have the right to request deletion of your personal data.
5.4 Right to Data Portability: You have the right to request a copy of your personal data in a structured, machine-readable format.
5.5 Right to Object: You have the right to object to the processing of your personal data.
5.6 Right to Restrict Processing: You have the right to request restriction of processing of your personal data.

To exercise any of these rights, please contact us at dylan@gearscout.ca.

5.7 Data Retention: We retain your personal data for the duration of your active account plus 90 days after account termination or deletion.

5.8 Data Breach Notification: In the event of a data breach that affects your personal data, we will notify impacted users within 30 days of becoming aware of the breach.

5.9 Legal Basis for Processing: We process your personal data based on:
- Consent (when you provide it)
- Contract performance (to provide our services)
- Legitimate interests (to improve our services)
- Legal obligations (to comply with applicable laws)

6. Updates to the Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. Any updates will be posted on this page, and we may notify you via email about significant changes.

7. Contact Information

For any questions, concerns, or requests related to this Privacy Policy, including privacy rights, data deletion, or data exports, please contact us at:

Email: dylan@gearscout.ca

By using GearScout, you consent to the terms of this Privacy Policy.