Privacy Policy

1. Who We Are

WCAP Detailing Inc. ("WCAP Detailing", "we", "us", "our") is a mobile detailing company operating in Halifax Regional Municipality, Nova Scotia, Canada. This Privacy Policy explains our privacy and consent practices for wcapdetailing.com, booking requests, direct communications, payments, service follow-up, and fleet inquiries.

WCAP Detailing is responsible for personal information under its control. Privacy questions, access requests, correction requests, deletion requests, withdrawals of consent, or complaints can be sent to info@wcapdetailing.com or (902) 536-3404.

2. Information We Collect

a) Information you provide

• Name, email address, phone number, address, postal code, parking notes, and appointment details.
• Vehicle type, package, add-ons, make, model, year, colour, condition flags, and service notes.
• Fleet inquiry details such as company name, contact name, email, phone, vehicle count, frequency, location, timing, and notes.
• Messages, photos, videos, or documents you send by email, phone, text, website forms, or direct conversation.
• Terms acceptance and marketing consent evidence, including timestamp, version, channel, and the checkbox text shown when submitted.
• If you opt into booking recovery, the selections and contact details needed to restore the booking, plus consent, delivery, completion, and unsubscribe evidence.
• If you opt into maintenance emails, qualifying Square service-completion information and the eligibility cycle, reminder status, selected Upkeep cadence, request status, suppression, and unsubscribe information needed to operate those reminders.

b) Information collected automatically

• Vercel: Website hosting, security, performance, and routing data. Vercel tools may process technical data such as page requests, device/browser information, IP-derived information, and performance metrics.
• Sentry: Application error tracking and performance monitoring. Sentry may automatically collect technical data such as IP addresses, browser/device information, and application crash details to help us identify and fix bugs.
• Google Places: When you type in the booking address field, Google Places may receive address query text, location-bias information, and related technical data to provide autocomplete suggestions.
• Google Ads conversion measurement: Google tags may initialize with consent defaults set to denied. Advertising storage, ad user data, and ad personalization are granted only after you accept the cookie banner.

c) Information from service partners

• Square booking, customer, payment, and service-completion information.
• Resend delivery, contact, unsubscribe, and email-event information.
• Google Sheets operational records used as an internal booking and review-email log.

3. How We Use Information

• Schedule, confirm, deliver, document, and follow up on mobile detailing appointments.
• Send booking confirmations, service messages, one-time review requests after completed services, and responses to inquiries.
• If you expressly opt in, save a temporary booking draft and send no more than two secure booking-recovery messages for that draft.
• Process payments through Square or verify e-transfers, invoices, and totals.
• Prepare for service, confirm access, assess vehicle condition, resolve disputes, support insurance needs, and maintain quality control.
• Maintain operational, tax, legal, insurance, consent, and security records.
• Measure Google Ads booking conversions only where consent settings allow.
• Send email marketing only if you expressly opt in.
• Determine whether a recent Classic or Signature Detail may qualify for an Upkeep request, send consented maintenance reminders, and close the applicable reminder cycle after a verified request, unsubscribe, expiry, or later qualifying completion.

4. Photos and Videos

Service and administrative photos

WCAP Detailing may use service photos or videos privately to provide and document the service, communicate with you, record vehicle condition, show before/after progress, support quality control, respond to disputes, support insurance, and maintain appointment records.

Marketing photos

Public marketing photos or videos are used only when anonymized by removing or avoiding license plates, faces, addresses, property identifiers, and other obvious identifiers. Identifiable public use requires your explicit written permission.

5. Cookies and Consent

We use a cookie consent banner for advertising and conversion-measurement consent. Google tags may initialize before you make a choice, but default consent is set to denied for analytics storage, ad storage, ad user data, and ad personalization. If you accept, those settings are updated to granted. If you decline or ignore the banner, those settings remain denied.

The site stores your banner choice in local storage. You can reset the banner by clearing browser site data. Vercel hosting and security/performance processing may continue because it is needed to operate the website.

6. Sharing and Cross-Border Processing

We do not sell personal information. We share information only as needed for service, operations, legal compliance, payment, hosting, communication, analytics/conversion measurement, insurance, accounting, or dispute handling. Some providers process information in the United States or other jurisdictions, where it may be subject to foreign laws.

• Square: Booking, customer, scheduling, service completion, and payment processing.
• Resend: Booking confirmations, fleet inquiry emails, review request emails, optional email marketing contacts, delivery records, and unsubscribe handling.
• Google: Places autocomplete, Google Sheets operational records, Google Calendar links in internal booking emails, and Google Ads conversion measurement where consent allows.
• Vercel: Website hosting, routing, security, and performance tooling.
• Sentry: Application error tracking, performance monitoring, and crash reporting.
• Professional advisors: Accountants, legal counsel, insurers, or other advisors where needed for legal, tax, insurance, or dispute purposes.

7. Payments and Financial Data

Card payments are processed by Square. WCAP Detailing does not store full card numbers, CVV codes, or banking credentials. We may retain invoice totals, payment status, service records, and related tax records.

8. Retention

Tax, invoice, payment, and core booking records may be kept for up to seven years where needed for tax, accounting, insurance, legal, or operational purposes. A recoverable booking draft expires after 72 hours and is deleted earlier after completion, consent withdrawal, or booking-recovery unsubscribe. Minimum protected booking-recovery consent and message evidence may be retained for up to three years.

Maintenance eligibility state, hashed email lookup records, and reminder-unsubscribe mappings expire no later than 130 days after the qualifying completion that created the cycle. A verified Upkeep request marks that cycle as requested and removes its remaining reminders; a later qualifying completion may create a fresh cycle. Processed-payment idempotency records and non-identifying daily automation metrics may be retained for up to 400 days. Consent and suppression records may be retained as needed to demonstrate consent, honour an unsubscribe, and prevent future maintenance or offer emails.

Review-email logs and dispute records may be kept as long as needed to demonstrate compliance or resolve claims. Photos, messages, fleet inquiries, and support records are kept only as long as reasonably needed for the purpose collected unless legal, insurance, or dispute needs require longer retention.

9. Communications and CASL Practices

Service messages

Booking confirmations, appointment logistics, access questions, payment questions, service follow-up, and one-time review requests are service-related communications. Review requests are kept limited to the completed service and do not include coupons, upsells, rebooking prompts, referral offers, or promotional content unless you opted into marketing.

Booking recovery

Booking recovery is optional and unchecked by default. If you opt in with a valid email address, we save a temporary draft and schedule one secure link after about 45 minutes and one final link after about 24 hours. Each message includes a booking-recovery-only unsubscribe. Unsubscribing deletes the recoverable payload and does not change booking confirmations, review requests, or separately consented marketing preferences.

Email marketing

Optional email marketing, such as maintenance reminders and offers, is sent only if you expressly opt in. The checkbox is optional and unchecked by default. We record the consent version, channel, timestamp, and exact checkbox text. You can unsubscribe from marketing emails using the email unsubscribe link or by contacting info@wcapdetailing.com. We do not currently operate SMS marketing.

10. Your Rights

You may request access to personal information we hold about you, ask for corrections, withdraw non-essential consent, or request deletion subject to legal, tax, insurance, operational, and dispute-retention obligations. We will respond within 30 days where required by law or explain if more time is needed.

11. Security and Breach Response

We use reasonable safeguards such as HTTPS/TLS, limited access, service-provider controls, and operational review. No internet or email system is perfectly secure. If personal information is lost, accessed without authorization, or disclosed by mistake, WCAP Detailing will document the incident, assess the risk of significant harm, notify affected individuals and the Office of the Privacy Commissioner of Canada where legally required, and keep breach records as required by law.

12. Children's Privacy

Our services are not directed at individuals under 18. We do not knowingly collect personal information from minors. If you believe a minor has provided personal information, contact us and we will review the request.

13. Changes to This Policy

We may update this Privacy Policy when our practices, providers, or legal requirements change. The version and last-updated date at the top show the current public version.