Privacy policy

1. Who this policy covers and our two roles

This policy applies to ToolSwift Inc. (“ToolSwift”, “we”, “our” or “us”) and to our website, our customer dashboards, our mobile apps and our related services (together, the “Services”).

We act in two roles. First, for visitors to our website, people who contact us, book a demo, subscribe to our newsletter or sign up for our Services, we decide why and how personal information is used. This policy describes that use.

Second, ToolSwift is a platform used by lumber yards, hardware stores and other building supply dealers (our “Dealers”). When a Dealer’s customers, staff or contractors use a Dealer’s store, portal or app, the Dealer decides why and how their personal information is used, and we process it on the Dealer’s behalf as a service provider. If you shop with a Dealer, the Dealer’s own privacy policy applies to that information, and you should contact the Dealer to exercise your rights over it.

2. Information we collect

Information you give us:

• Contact details such as your name, work email address, phone number, company name and role.
• What you tell us in our forms, including the contact form, support requests and demo booking (for example your ERP, business type and what you would like to see).
• Your email address, and a record of your consent, when you subscribe to our newsletter.
• Account and billing details we need to set up and invoice a ToolSwift subscription.
• Messages and files you send us by email, SMS, WhatsApp or through the Services.

Information collected automatically:

• Device and usage data such as your IP address, browser and operating system, pages viewed, referring page and time spent.
• Cookies and similar technologies, described in section 6.

Information from other sources:

• Information you or your Dealer choose to connect, such as orders, pricing, inventory, invoices and payments synced with an ERP, accounting system or distributor catalog.
• Information from our service providers, for example a record that a form was submitted or an email was delivered.

Information in AI features:

When you use features such as the Takeoff Agent, AI search or product enrichment, the content you submit (for example takeoff documents, drawings, photos, voice notes and messages) is processed to provide the feature. Please do not submit information you are not entitled to share.

Payment card details are handled by the payment provider used by you or your Dealer, under that provider’s own terms and privacy policy.

3. How we use information and why

We use personal information to:

• Provide, secure and maintain the Services, including accounts, authentication, orders, quotes, messaging and integrations.
• Respond to your questions, support requests and demo requests.
• Send you our newsletter and product updates, only where you have agreed or the law allows (see section 4).
• Send service messages such as account, billing and security notices.
• Improve, test and develop the Services, and analyze how the website is used.
• Detect, prevent and investigate fraud, abuse and security incidents, including with reCAPTCHA.
• Comply with legal obligations and enforce our agreements.

Where privacy law requires a legal basis, we rely on your consent, on our contract with you, on our legitimate interests in running and improving a secure business, or on a legal obligation, depending on the purpose.

4. Newsletter and email marketing (CASL)

We send our newsletter and other marketing emails only with your consent, or where Canada’s Anti-Spam Legislation (CASL) or other applicable law otherwise allows. When you subscribe, you give express consent by submitting your email address and ticking the consent box. We keep a record of that consent, including the wording you agreed to, the date and time, the page you used and your IP address.

Every marketing email identifies ToolSwift as the sender, includes our contact information and contains a working unsubscribe link. You can withdraw consent at any time by using that link or by emailing us, and we will act on your request without delay and no later than 10 business days.

We use HubSpot to collect newsletter signups, store contact records and send email. Withdrawing consent to marketing does not stop service messages that are necessary for your account.

5. Text messaging (SMS) and WhatsApp

Some Services let Dealers and ToolSwift send and receive text messages by SMS and by WhatsApp. We use Twilio to send and receive SMS and WhatsApp messages, and WhatsApp is operated by Meta.

• Consent. We send marketing or promotional text messages only to people who have given express consent. You can give consent by ticking a box or replying to a message that asks for it. Consent to text messages is not a condition of buying anything.
• Opt out. Reply STOP to any SMS to stop receiving messages, and HELP for help. For WhatsApp, you can opt out by replying STOP or by blocking the business. We will confirm your request.
• Costs. Message and data rates from your mobile carrier may apply. Message frequency varies depending on how you use the Services.
• Phone numbers. We do not sell or share mobile phone numbers, or text messaging consent, with third parties for their own marketing. We share them only with providers that deliver the messages for us, such as Twilio and Meta.
• Dealers’ messages. When a Dealer uses ToolSwift to message its own customers, the Dealer is responsible for obtaining consent and for honoring opt-outs under applicable law, and the Dealer’s privacy policy applies.

6. Cookies, analytics and similar technologies

We use cookies and similar technologies to make the website work, understand how it is used and protect our forms. When you first visit, we ask whether you accept analytics cookies. Analytics tools load only if you accept, and you can change your choice at any time with Cookie settings in the footer. Cookies that make forms and security work are always on. They include:

• Google Tag Manager and Google Analytics, which measure traffic and usage in aggregate. These load only if you accept analytics cookies, and we also record a few actions as events, such as a demo booking, a newsletter signup or a click on a Book a demo button.
• Google reCAPTCHA, which helps tell people from bots on forms such as demo booking, contact and support. reCAPTCHA collects hardware and software information, such as device and application data, and the results are sent to Google. Its use is subject to Google’s Privacy Policy and Terms of Service.
• HubSpot, which may set cookies on forms and pages to connect a form submission to a contact record.

You can control cookies through your browser settings and delete cookies that are already stored. You can also opt out of Google Analytics with Google’s browser add-on. If you disable cookies, parts of the website may not work, and reCAPTCHA may block form submissions.

7. Who we share information with

We do not sell your personal information. We share it only as described here, with service providers who are bound by contract to protect it and to use it only for the services they provide to us:

In addition, depending on how a Dealer sets up the Services, information may be shared with:

• Payment providers chosen by you or your Dealer, such as Stripe, VersaPay, Clover, Square, Moneris and Konek.
• Shipping providers such as ShipStation and Shippo.
• ERP, accounting and distributor catalog systems that you or your Dealer connect.
• Marketing tools that a Dealer connects, such as Klaviyo and ActiveCampaign.

We may also disclose information:

• To comply with law, a court order or a valid request from a public authority.
• To protect the rights, safety and security of ToolSwift, our customers and others.
• In connection with a merger, financing, acquisition or sale of all or part of our business, subject to confidentiality.
• With your consent or at your direction.

8. International transfers

We and our providers process information in Canada, the United States and other countries where those providers operate. When information is processed outside your country, it may be subject to the laws of that country, including laws that permit courts and authorities to access it. We use contracts and other safeguards to protect it, as required by applicable law.

9. How long we keep information

We keep personal information only as long as needed for the purposes in this policy, including to provide the Services, meet legal, tax and accounting requirements, resolve disputes and enforce our agreements. When it is no longer needed we delete or anonymize it. We keep a record of newsletter consent for as long as we send you marketing and for a reasonable period afterward to show that we had consent. A Dealer decides how long its own customer data is kept in its store.

10. Security

We use technical, administrative and physical safeguards designed to protect personal information against loss, theft and unauthorized access, use or disclosure, and we limit access to people who need it. No system is completely secure, and we cannot guarantee absolute security. Our trust center at trust.toolswift.ai describes our security practices.

11. Your choices and rights

Depending on where you live, you may have the right to access the personal information we hold about you, ask us to correct or delete it, withdraw your consent, object to or restrict certain processing, receive a copy of it in a portable format, and challenge our compliance with this policy. Residents of some US states and of the European Economic Area and United Kingdom have additional rights under local law, which we honor where they apply.

To use these rights, email us at info@toolswift.ai. We may need to verify your identity first, and we will respond within the time required by law, generally within 30 days. If your request is about information that a Dealer controls, we will refer you to that Dealer.

If you are not satisfied with our response, you may complain to your privacy regulator, for example the Office of the Privacy Commissioner of Canada.

12. Children

The website and the Services are for businesses and are not directed to anyone under 18. We do not knowingly collect personal information from children. If you believe a child has given us information, contact us and we will delete it.

13. Links to other sites

Our website links to third-party sites, such as our trust center and partner or customer sites. We are not responsible for their privacy practices, so please read their policies.

14. Changes to this policy

We may update this policy from time to time. The effective date at the top shows when it last changed. If we make a material change, we will give notice in a way that is appropriate, for example by email or a notice on the website, and where the law requires it we will ask for your consent again.

15. Contact us

Questions, requests or complaints about this policy or our privacy practices can be sent to ToolSwift Inc. at info@toolswift.ai. Our privacy contact will respond to you.