The operator of Estima (“Estima,” “we,” “us”) respects your privacy. This policy explains how we collect, use, disclose, and retain personal information when you use the Estima website and application. It is meant to meet PIPEDA for commercial activity in Canada and to address Quebec’s Law 25 requirements for transparency.
Privacy requests: sign in and send a General Inquiry, or use Report Issue. We will treat those messages as a request to the person in charge of privacy for Estima.
1. Whose information we handle
We handle:
- account holders (you, the subscriber)
- your clients and contacts that you enter into Estima (we process this for you)
- website visitors (limited technical data)
If you put another person’s information into Estima, you must have a lawful reason to do so, usually your business relationship with that client.
2. Information we collect
From you when you sign up or use the account: full name, email, password (stored in hashed form by our authentication provider); phone number if you provide it; business name, address, city, province or territory, postal code, business email and phone; GST/HST/QST or other tax number; logo file if you upload one; optional WhatsApp update consent and the phone number tied to it; support and report-issue messages and screenshots; plan choice, trial dates, subscription status, and complimentary access dates.
Payment for Estima (not your clients’ payments): if you subscribe, Stripe collects payment card details. We receive subscription status, Stripe customer and subscription IDs, and decline notices. We do not store full credit card numbers on our website.
Your client and job data (you enter this): client name, billing and shipping addresses, city, province, postal code, phone, email; products and services, prices, and tax codes; estimates, invoices, credit notes, line items, notes, payment records, and related reports.
Automatically: session cookies needed to keep you signed in, and basic device and log data used to operate and secure the Service.
We do not sell personal information. We do not use it to build advertising profiles.
3. Why we use it
- Provide the Service: create your account, estimates, invoices, and reports
- Bill you for Estima: trial, paid plan, and GST/HST on your subscription via Stripe
- Communicate with you: confirm email, password reset, billing, maintenance, announcements
- Support: General Inquiry and Report Issue
- Optional updates: WhatsApp group only if you tick the consent box
- Security and abuse prevention
- Legal: tax, accounting, and lawful requests
We use personal information only for these purposes, or a use that a reasonable person would consider appropriate in the circumstances.
4. Consent
Express consent includes creating an account, uploading a logo, sending a support ticket, ticking WhatsApp updates, and entering a credit card at Stripe. Implied consent includes using the Service to store the client data you choose to enter, and receiving transactional messages (password reset, invoices for your Estima plan, security notices).
You may withdraw optional consent (for example WhatsApp updates) by changing Profile or contacting us. If you withdraw consent needed to run the account, we may not be able to keep providing Estima. We will not send you commercial electronic messages without consent where CASL requires it. Account, billing, and security messages are not marketing.
5. Sharing
We share information only as needed:
- Stripe — to charge your Estima subscription in CAD
- our hosting and database providers — to store data and run the app
- email delivery — to send confirmation and reset messages
- our operators — the Estima owner can see subscriber accounts and support tickets in order to run the platform
- professional advisers or authorities when required by law
- a buyer if we sell or reorganize the business, with appropriate protections
We do not share your client lists with other subscribers. If you send a share link, the recipient can see that document.
6. Storage outside Canada / Quebec
Servers and processors (including Stripe and our database host) may be in Canada, the United States, or another country. Information stored outside Quebec or Canada can be accessed by courts or regulators of that country under their laws. By using Estima you are informed of this transfer.
7. Retention
- Active accounts: kept while you use Estima and as needed for tax and legal records
- After you cancel: estimates and invoices are kept about 90 days, then may be deleted
- Billing records: kept as required for Canadian tax and bookkeeping
- Support tickets: kept long enough to handle the request and improve the Service
- Backups: may exist for a limited time after deletion
You may ask us to delete your account information, subject to records we must keep by law.
8. Security
We use access controls, encrypted connections (HTTPS), hashed passwords, and restricted admin access. No method of storage is perfectly secure. Tell us through General Inquiry if you believe there has been unauthorized access. If a confidentiality incident presents a risk of serious injury, we will notify affected persons and the required commissioner(s) as the law requires.
9. Your rights
Subject to legal limits, you may:
- access the personal information we hold about you
- correct inaccurate information (much of it you can edit in Profile and your records)
- withdraw optional consent
- ask us to delete information we no longer need
- complain to the Office of the Privacy Commissioner of Canada, or in Quebec to the Commission d’accès à l’information
To make a request, sign in and send a General Inquiry. We may need to verify it is you. Your clients should normally send access or correction requests to you, because you control that data. We will cooperate where reasonably needed.
10. Cookies
We use necessary cookies for login and security. The Service is not designed to run without them. We do not use third-party advertising cookies.
11. Children
Estima is not directed at children under 18. We do not knowingly collect their information.
12. Changes
We may update this policy. The new version will be posted with a new effective date. For a material change we will try to notify account holders.
13. Contact
For privacy questions, sign in and send a General Inquiry. That is the contact channel for the person in charge of privacy for Estima.