Privacy

What we collect

• Your name, email address and optionally a phone number and company name, so we can identify you and reach you about a booking.
• Your password, stored only as a one-way hash. We cannot read it back.
• Delivery addresses you save or use for a booking.
• Your booking history, points balance, tier, referral code and, if you used one, the referral code you signed up with.
• Notes you send us about a booking, and notes our staff make while handling it.
• Whether you have opted in to marketing email.

We never see or store your full card number. When you check out we give Stripe, our payment processor, your name, email address and phone number so it can hold your card against your account. Card details, and any billing address Stripe asks for, go directly to Stripe on its own checkout page. Stripe returns us a token we use to charge the rental and place the deposit hold. Stripe is PCI DSS certified.

Why we collect it

To take and fulfil your booking, to place and release the deposit authorization, to run the rewards programme, to meet our record-keeping obligations under Canadian tax law, and to email you about your bookings. Marketing email only goes to people who ticked the box at registration or on their profile page, and you can untick it there at any time. Every marketing email has an unsubscribe link.

Who we share it with

• Stripe, to process payments and hold deposits.
• The service that hosts our email, when we write to you.

Nobody else. We deliver and collect in Calgary ourselves, so no courier sees your address. We do not sell your data, and we do not share it for anyone else’s advertising.

Where it lives

The site and its database run on our own server in Canada, and nightly backups of the database are kept on that server for thirty days. Stripe processes payment data in accordance with its own privacy policy and may process it outside Canada.

How long we keep it

Booking and payment records are kept for seven years, which is what Canadian tax record-keeping requires. Account details are kept while your account is open. Ask us to close your account and we delete everything except the booking and payment records we are obliged to retain.

Your rights

Under Canada’s Personal Information Protection and Electronic Documents Act and Alberta’s Personal Information Protection Act you can ask what we hold about you, ask us to correct it, and ask us to delete it subject to the retention above. Email hello@gearfree.ca and we will respond within thirty days.

Cookies

One cookie, holding your signed-in session. It lasts thirty days or until you sign out, is required for the site to work, and is not used for tracking or advertising. We run no third-party analytics or advertising scripts. We count how many people see and click our own promotional banners, but that count is a plain tally with nothing in it that identifies you.

Stripe’s checkout page is hosted by Stripe and sets its own cookies under Stripe’s privacy policy.