Privacy Policy

Our Commitment

Wheatpool Data Labs believes that privacy is a fundamental right. We collect only what we need, we're transparent about what we do with it, and we never sell your personal information. This Privacy Policy explains our practices in plain language.

Wheatpool Data Labs is a Saskatchewan non-profit corporation. We are subject to Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and are committed to meeting or exceeding its requirements.

1. Information We Collect

We collect the minimum information necessary to provide our services.

1.1. Account Information

If you create an account, we collect:

• Email address (required) — used for account management and service communications
• Name and organization (optional) — used to personalize your experience

You can use many features of Wheatpool without creating an account.

1.2. Usage Data

We collect information about how you interact with our service, including:

• Search queries
• Pages and records viewed
• Features used
• Date and time of access

We use this information to improve our service, understand how it is used, and identify technical issues. We do not build advertising profiles or sell this data.

1.3. Technical Data

When you visit our site, we automatically collect:

• IP address
• Browser type and version
• Operating system
• Referring URL

This information is used for security purposes, to prevent abuse, and to ensure our service functions properly. IP addresses are not retained beyond 90 days except where required for security investigations.

1.4. Information We Do Not Collect

We do not collect:

• Payment information (we do not charge for our services)
• Precise geolocation data
• Data from third-party sources to supplement your profile
• Information from social media accounts

2. How We Use Your Information

We use your information for the following purposes:

• To provide our services — delivering search results, maintaining your account, and enabling platform features
• To improve our services — analyzing usage patterns to enhance functionality and user experience
• To communicate with you — sending service-related notices, responding to inquiries, and providing support
• To ensure security — protecting against unauthorized access, fraud, and abuse
• To comply with legal obligations — responding to lawful requests from authorities where required by law

We do not use your information for advertising, profiling, or purposes unrelated to the operation of our service.

3. Information Sharing

We do not sell, rent, or trade your personal information.

We may share your information only in the following limited circumstances:

• With your consent — when you explicitly authorize us to share information
• With service providers — we work with a limited number of third-party services to operate our platform (see Section 4). These providers are contractually bound to protect your information and may only use it to provide services to us.
• To comply with law — when required by a valid legal process, such as a court order or subpoena
• To protect rights and safety — when necessary to protect the rights, property, or safety of Wheatpool Data Labs, our users, or the public

We will notify you if we are compelled to disclose your information unless prohibited by law from doing so.

4. Third-Party Services

We use the following third-party services to operate our platform:

We select service providers that demonstrate strong privacy and security practices. We do not use third-party analytics services that track users across websites, and we do not use advertising networks.

5. Data Storage and Security

5.1. Where We Store Your Data

Your data is stored on servers located in Canada. We do not transfer your personal information outside of Canada except where a third-party service provider operates in another jurisdiction, in which case we ensure appropriate safeguards are in place.

5.2. How We Protect Your Data

We implement appropriate technical and organizational measures to protect your personal information, including:

• Encryption of data in transit (TLS/SSL)
• Encryption of sensitive data at rest
• Access controls limiting who can view personal information
• Regular security reviews and updates

No method of transmission over the internet is completely secure. While we strive to protect your information, we cannot guarantee absolute security.

5.3. Breach Notification

In the event of a data breach that poses a real risk of significant harm, we will notify affected users and the Office of the Privacy Commissioner of Canada as required by PIPEDA.

6. Data Retention

We retain your personal information only as long as necessary to fulfill the purposes outlined in this policy:

• Account information — retained while your account is active and for a reasonable period afterward to allow for reactivation
• Usage data — retained in identifiable form for up to 12 months, then aggregated or deleted
• Technical data — IP addresses retained for up to 90 days; aggregated technical statistics may be retained indefinitely

You may request deletion of your account and associated personal information at any time (see Section 7).

7. Your Rights

Under Canadian privacy law, you have the right to:

• Access your personal information held by us
• Correct inaccurate or incomplete information
• Withdraw consent for processing where consent is the basis
• Request deletion of your personal information, subject to legal retention requirements
• Request a copy of your data in a portable format
• File a complaint with the Office of the Privacy Commissioner of Canada if you believe your privacy rights have been violated

To exercise any of these rights, please contact us at [email protected]. We will respond to your request within 30 days.

8. Cookies and Similar Technologies

8.1. What We Use

We use only essential cookies required for core functionality:

• Session cookies — to maintain your login state and preferences during a visit
• Security cookies — to protect against unauthorized access

These cookies are strictly necessary for the operation of our service.

8.2. What We Don't Use

We do not use:

• Third-party tracking cookies
• Advertising cookies
• Social media tracking pixels
• Cross-site analytics tools

You can configure your browser to refuse cookies, but this may affect your ability to use certain features of our service.

9. Children's Privacy

Wheatpool Data Labs is a general audience service. We do not knowingly collect personal information from children under 13 years of age. If we become aware that we have collected personal information from a child under 13, we will take steps to delete that information promptly.

If you believe a child has provided us with personal information, please contact us at [email protected].

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make changes:

• We will update the "Last Updated" date at the top of this page
• For material changes, we will provide notice through our website or by email to registered users
• Your continued use of the service after changes take effect constitutes acceptance of the revised policy

We encourage you to review this policy periodically.

11. Accountability

Wheatpool Data Labs is accountable for the personal information under our control. Questions, concerns, or complaints regarding our privacy practices should be directed to:

We take all privacy concerns seriously and will investigate and respond to any complaint. If you are not satisfied with our response, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada.