Contents
- Scope of This Policy
- Who We Are
- Information We Collect
- Why We Collect Information
- Legal Basis for Handling Information
- The Contact Form and Email
- Telephone Calls and Dispatch Notes
- Cookies and Similar Technologies
- When Information Is Shared
- How Long Information Is Kept
- How Information Is Protected
- Accuracy and Correction
- Access to Your Information
- Privacy for Children
- Your Choices and Consent
- Links to Other Websites
- Storage and Processing Location
- Automated Decisions
- Changes to This Policy
- Questions and Complaints
- Developer and Technical Contact
Scope of This Policy
Tes Transportation Inc. respects the privacy of every carrier, driver, woodlot owner, broker and visitor who deals with the logging haul yard at 15 Algonquin Forest Dr, East Gwillimbury - L9N 0C6, Canada (CA). This policy explains what information the yard collects, why it is collected, how it is handled and what choices a person has. It applies to the website at testransport.hair, to the dispatch desks at the yard, and to every written record kept by the weigh bill office, the driver sheet window and the fuel desk.
This policy was prepared for Tes Transportation Inc. by TES Transport, the developer who maintains the website and the digital forms connected to the dispatch line. The developer name TES Transport appears here so that visitors can identify the party who built and supports the technical side of the site. The developer does not own the yard records and does not set the business rules that govern timber hauling. Those rules belong to Tes Transportation Inc. and to the carriers who work with the yard.
Anyone who does not agree with the practices described below should contact the yard before sending information or using the dispatch forms. Continued use of the website after a policy update means that the current version has been accepted. The yard keeps older versions of this policy on file and will provide a copy on request.
Who We Are
Tes Transportation Inc. is a computer systems design and integrated dispatch service business operating a logging haul yard in East Gwillimbury, Ontario, Canada. The company arranges timber moves, prepares driver sheets, verifies weights at the scale house, checks route clearances and administers advances at the fuel desk. In privacy terms the company is the organization responsible for the personal information that passes through those desks.
The yard address for all privacy correspondence is 15 Algonquin Forest Dr, East Gwillimbury - L9N 0C6, Canada (CA). The dispatch email address is note@testransport.hair and the yard telephone number is +13094556577. A person who wishes to raise a privacy question may use any of these channels. The company prefers written correspondence for formal requests because a written record protects both parties.
Where this policy refers to the company, the yard or the organization, it means Tes Transportation Inc. Where it refers to the developer, it means TES Transport, the party who built the website and maintains the dispatch forms. Where it refers to a carrier, it means a trucking business that books work through the yard, including its drivers and office staff.
Information We Collect
The yard collects several categories of information, and the category depends on what a person is doing. A casual visitor who reads the services page generates very little. A carrier who books a load generates a substantial file, because a timber move requires permits, weights, route clearances and payment records.
Information provided directly
- Contact details such as name, business name, email address, telephone number and mailing address supplied through the contact form or by telephone.
- Ticket numbers, tractor and trailer identifiers, plate numbers and registration details given at the load board bays.
- Driver sheets containing mill names, gate codes, bunk counts and handwritten notes from the road.
- Weigh bill data recorded at the scale house, including gross weight, tare weight, net weight and any correction notes entered by the desk clerk.
- Fuel advance stubs with the advance amount, signature and the ticket against which the advance is deducted.
- Tire log entries with tread readings, rotation dates and reported damage.
Information collected automatically
The website server records ordinary technical information whenever a page is requested. This includes the internet protocol address of the requesting device, the browser type, the operating system, the referring page and the time of the request. The yard uses this information to keep the site running, to detect abusive traffic and to understand which pages visitors find useful. The information is not used to build advertising profiles and is not sold.
Why We Collect Information
Every item of information collected at the yard serves a stated operational purpose. The yard does not collect information simply because it is available, and the desk clerks are instructed to record only what a ticket, a weigh bill or a safety check genuinely requires.
- To match a posted load to a suitable tractor and trailer pair at the load board bays.
- To prepare a correct driver sheet so that a driver reaches the right mill gate with the right bunk count.
- To certify weight at the scale house and to defend the recorded figure if a carrier or a supplier disputes it later.
- To confirm that a load is legal on the corridor it will travel, including bridge ratings and seasonal restrictions.
- To protect the tractor fleet by tracking tire wear and flagging mismatched pairs before a loaded run.
- To issue and later recover a fuel advance against a settled weigh bill.
- To answer enquiries sent through the contact form or by email.
- To comply with tax, transport and record keeping obligations that apply to a Canadian hauling business.
Where the company wishes to use information for a purpose that is not listed above, it will explain the new purpose before the information is used and will seek consent where consent is required.
Legal Basis for Handling Information
Canadian private sector privacy law requires an organization to have a lawful basis for collecting, using and disclosing personal information. Tes Transportation Inc. relies on several bases depending on the situation.
The primary basis is consent. When a carrier submits the contact form, signs a driver sheet, signs a fuel advance stub or asks the yard to hold a ticket, that act constitutes consent to the handling described in this policy. Consent may be withdrawn at any time for future handling, although withdrawal does not undo records that the company is required to keep.
A second basis is the performance of a contract. A booking creates a contract between the carrier and the company, and the yard must handle truck identifiers, weights, routes and payment details in order to perform that contract. Without those records the move cannot be completed or defended.
A third basis is legal obligation. Transport authorities, tax authorities and insurers may require the company to retain weigh bills, permits and advance records for defined periods. The company keeps those records because the law requires it, not because it wishes to build a larger profile of any carrier.
The Contact Form and Email
The contact page contains a form with fields for name, email address, subject and message. When a visitor submits the form, the browser is instructed to open the visitor mail program with a prepared message addressed to note@testransport.hair. The website itself does not store the contents of the form and does not transmit them to a database. The message travels only when the visitor chooses to send it from the mail program.
Because the form uses this mail handoff, a visitor should understand that the message becomes an ordinary email once it is sent. Email is not encrypted in transit by the yard and is not a secure channel for sensitive identifiers such as social insurance numbers, bank account details or full payment card numbers. Visitors should never send such details through the form or through ordinary email. Where sensitive details are required, the yard will arrange a different channel.
Enquiries received by email are read by the gate office and forwarded to the desk best able to answer them. The company keeps business correspondence for as long as it remains relevant, and it may keep the correspondence longer where a dispute is active or where a legal retention rule applies.
Telephone Calls and Dispatch Notes
Calls to +13094556577 are answered at the gate office or at one of the desks. The yard does not record calls by default. Clerks do, however, write dispatch notes when a call changes a booking, a route, a driver sheet or an advance. Those notes form part of the ticket file and are retained with it.
A dispatch note typically records the time, the caller name, the ticket number and the change agreed. It does not record personal opinions about a driver or a carrier. Where a caller provides a call back number, the number is used only to return the call and is not added to any marketing list.
The yard asks callers to avoid sharing payment card details by voice. If a payment must be made, the desk will direct the caller to the office procedure rather than take the details over an open line.
How Long Information Is Kept
Retention is governed by the operational need and by the retention rules that apply to a hauling business in Canada. The yard does not keep records indefinitely without a reason, and it does not destroy records that it is obliged to keep.
Weigh bills, driver sheets and route clearance stamps are kept for the period required by the tax and transport rules that apply to the business, and in any event for as long as a dispute about the load remains open. Fuel advance stubs are kept with the settled ticket so that the deduction can be proven if the advance is questioned. Tire logs are kept with the tractor file for the life of the unit and for a further period after resale so that a later purchaser or insurer can review the history.
Contact enquiries that do not become bookings are ordinarily kept for a short period and then deleted, unless the enquiry contains a complaint or a legal claim. Website server logs are kept for a limited rolling period and are then overwritten.
When a retention period ends, records are destroyed in a way that prevents reconstruction. Paper is shredded and electronic records are deleted from the active system and from routine backups as those backups roll over.
How Information Is Protected
The yard is a working facility, and the protection of records is treated as part of the work rather than as an afterthought. Paper tickets are held at the desks under the eye of a clerk, and closed ticket files are stored in the gate office rather than left on the deck. The office is locked outside working hours.
Electronic records are kept on systems that are restricted to staff who need them for dispatch, settlement or record keeping. Access is granted by role, and a clerk at the fuel desk does not automatically have access to every historical tire log. Passwords are individual, and shared logins are not permitted.
The website is served over an encrypted connection, and the dispatch forms do not store data on the server. The developer TES Transport reviews the site for obvious technical weaknesses when changes are made, and the company acts on any credible report of a vulnerability.
No system is perfect. Where a breach of security creates a real risk of significant harm, the company will notify affected persons and the appropriate authority as required by applicable law, and it will explain what happened in plain language rather than in vague terms.
Accuracy and Correction
A weigh bill is only useful if it is accurate, and the same is true of every other record the yard keeps. The company asks carriers and drivers to check the details on a driver sheet before signing and to report an error at the desk immediately, while the truck is still at the scale.
A person who believes that a record held by the company is wrong may ask for a correction. The request should identify the ticket or the file, state the detail that is believed to be incorrect and explain what the correct detail should be. Where the company agrees, it will correct the record and note the correction so that the history remains transparent. Where the company does not agree, it will explain why and will attach the person view to the file so that the disagreement is visible to anyone who later reviews the record.
Access to Your Information
A person may ask the company to confirm whether it holds personal information about that person and may ask for a copy of the information. The request should be made in writing to note@testransport.hair or by post to 15 Algonquin Forest Dr, East Gwillimbury - L9N 0C6, Canada (CA).
The company will respond within the period required by applicable privacy law. Where the request is broad or the file is large, the company may ask for clarification so that it can respond accurately rather than approximately. The company may charge a reasonable fee where a request requires a substantial amount of staff time, and it will tell the requester the amount before the work begins.
Certain information may be withheld where disclosure would reveal personal information about another person, would disclose a trade secret, or would interfere with a legal claim. Where information is withheld, the company will state the reason for the withholding.
Privacy for Children
The yard is a commercial dispatch facility and the website is directed at carriers, drivers, brokers and woodlot owners. The company does not knowingly collect personal information from children, and the contact form is not intended for use by a child.
Where a parent or guardian believes that a child has sent personal information to the yard, the parent or guardian should contact note@testransport.hair. The company will check the correspondence and will delete any information that was provided by a child without appropriate authority.
Your Choices and Consent
A person may choose not to provide information, although a refusal may prevent the yard from completing a booking. A weigh bill cannot be issued without a weight, a driver sheet cannot be printed without a destination, and a fuel advance cannot be recorded without a signature.
A person may withdraw consent to future handling for a purpose that is optional. Optional purposes at the yard are limited, and the main one is the occasional dispatch note sent by email to carriers who have asked to be told about seasonal capacity. A carrier may ask to be removed from that list at any time, and the request will be honoured promptly.
Withdrawal of consent does not affect handling that has already occurred, and it does not affect records that the company must keep under a legal obligation.
Links to Other Websites
The website may link to the websites of carriers, sawmills or public authorities. Those websites are not operated by Tes Transportation Inc., and their privacy practices are their own. A visitor who follows a link should read the privacy notice on the destination site before providing information there.
The company is not responsible for the content or the practices of an external site, and a link does not imply that the company has reviewed or endorsed the privacy practices of that site.
Storage and Processing Location
The yard is located in Canada, and the principal records are kept in Canada. Some service providers, including hosting and email providers, may store data in other countries. Where that happens, the information may be subject to the laws of the country where it is stored.
Before engaging a provider that stores data outside Canada, the company considers the sensitivity of the information and the protections offered by the provider. The company does not transfer dispatch records to a provider outside Canada unless the transfer is necessary for the service being used.
Automated Decisions
The yard does not use automated systems to make decisions that have a legal or similarly significant effect on a carrier. Load matching, route clearance and advance approval all involve a person at a desk who reviews the ticket and signs the record.
The website uses a small script to reveal page sections as they scroll into view and to open the question panels on the contact page. That script does not profile a visitor and does not feed any decision about the visitor. It exists only to make the page readable.
Changes to This Policy
The company may revise this policy when its practices change, when a new service is added, or when the law requires a different disclosure. The revised policy will be posted on this page with a new effective date.
Where a revision materially changes how information is handled, the company will take reasonable steps to bring the change to the attention of active carriers, either by a notice on the website or by a message to the dispatch contact on file. A carrier who continues to use the yard after a revision is treated as having accepted it.
Questions and Complaints
A person who has a question about this policy, or who believes that the company has handled information in a way that does not match the policy, may contact the company at note@testransport.hair or by telephone at +13094556577. Written correspondence may be sent to 15 Algonquin Forest Dr, East Gwillimbury - L9N 0C6, Canada (CA).
The company takes complaints seriously. A complaint will be acknowledged, investigated and answered. Where the company finds that a mistake was made, it will correct the record and explain what changed. Where the company believes the complaint is not justified, it will explain the reasoning.
If a person is not satisfied with the response from the company, that person may raise the matter with the privacy authority that has jurisdiction over the company. The gate office will provide the name of the relevant authority on request.
Developer and Technical Contact
The website, the stylesheets and the dispatch form script were prepared for Tes Transportation Inc. by TES Transport. The developer name TES Transport is given so that carriers who notice a technical fault on the site can identify who built it.
A visitor who finds a broken link, a form that does not open the mail program, or a page that does not display correctly should report the fault to note@testransport.hair. The report should describe the device, the browser and the page involved. The company will pass technical faults to the developer and will keep the reporter informed where practical.
The developer handles technical data only to the extent needed to diagnose a fault. The developer does not use dispatch records for any other purpose and is bound by the same confidentiality expectations as yard staff.