SwapBoard Privacy Policy

1. Introduction

SwapBoard ("we," "us," "our") is a shift management platform operated in Canada. We are committed to protecting the privacy and personal information of our users in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation.

This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our platform, website (swapboard.ca), and related services.

2. Information We Collect

2.1 Information You Provide

• Full name
• Email address
• Phone number (if provided)
• Workplace name and location
• Job title or role (e.g., PSW, RPN, Cook)
• Department assignment
• Member ID (auto-generated)
• Password (stored in encrypted form)
• Shift schedule and availability preferences

2.2 Information Collected Automatically

• IP address and device information
• Browser type and operating system
• Pages visited and features used within SwapBoard
• Date and time of access
• Cookies and similar tracking technologies

2.3 Information from Employers/Managers

When a manager invites you to join SwapBoard, they may provide your name, email address, department, and role. This information is used solely to facilitate your onboarding and participation in shift management at your workplace.

3. How We Use Your Information

We use your personal information for the following purposes:

• To create and manage your SwapBoard account
• To facilitate shift swaps, postings, and claims between team members
• To send notifications about shift activity (new postings, claims, approvals, rejections)
• To provide managers with visibility into team shift coverage
• To process subscription payments through our payment processor (Stripe)
• To communicate service updates, security alerts, and support messages
• To improve our platform, troubleshoot issues, and analyze usage patterns
• To comply with legal obligations and enforce our Terms of Service

4. Consent

By creating a SwapBoard account or accepting an invitation to join a workplace on SwapBoard, you consent to the collection, use, and disclosure of your personal information as described in this Privacy Policy. You may withdraw your consent at any time by contacting us at hello@swapboard.ca or by deleting your account. Please note that withdrawing consent may affect your ability to use SwapBoard.

5. Disclosure of Information

We do not sell, rent, or trade your personal information. We may share your information with:

• Your workplace manager(s) on SwapBoard, limited to information necessary for shift management (name, role, shift schedule, swap activity)
• Your coworkers within the same SwapBoard location, limited to shift-related information (name, available shifts, swap requests)
• Service providers who assist us in operating SwapBoard, including Supabase (database hosting), Vercel (web hosting), Stripe (payment processing), and Resend (email delivery). These providers are contractually obligated to protect your data
• Law enforcement or regulatory authorities if required by law, court order, or to protect the rights, safety, or property of SwapBoard, our users, or the public

6. Data Storage and Security

Your data is stored securely using industry-standard measures, including encrypted database connections, secure HTTPS transmission, role-based access controls, and regular security audits. Our database is hosted by Supabase with servers located in secure data centres. While we take reasonable precautions to protect your information, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security of your data.

7. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you with our services. If you delete your account, we will delete or anonymize your personal information within 30 days, except where we are required to retain it for legal, accounting, or compliance purposes. Shift swap history may be retained in anonymized form for analytics purposes.

8. Your Rights Under PIPEDA

Under Canadian privacy law, you have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Withdraw your consent to the collection, use, or disclosure of your information
• Request deletion of your personal information (subject to legal requirements)
• 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, contact us at hello@swapboard.ca. We will respond to your request within 30 days.

9. Cookies and Tracking Technologies

SwapBoard uses cookies and similar technologies to maintain your login session, remember your preferences, and analyze platform usage. You can manage cookie preferences through your browser settings. Disabling cookies may affect the functionality of SwapBoard.

10. Electronic Communications (CASL)

We comply with Canada's Anti-Spam Legislation (CASL). By creating an account, you consent to receive transactional emails related to your shift activity (swap notifications, account confirmations, security alerts). You may also opt in to receive product updates and announcements. You can unsubscribe from non-essential communications at any time using the unsubscribe link in our emails.

11. Children's Privacy

SwapBoard is not intended for individuals under the age of 16. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child under 16, we will take steps to delete it promptly.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email or through a notice on our platform. Your continued use of SwapBoard after changes are posted constitutes your acceptance of the updated policy. We encourage you to review this policy periodically.

13. Contact Us

If you have questions, concerns, or complaints about this Privacy Policy or our privacy practices, please contact us: