Privacy Policy

Whitecourt All Terrain Ltd. · Effective 31 August 2026

Whitecourt All Terrain Ltd. (“WAT”, “we”) operates the WAT Rental staff application at rentals.seaside360.ca. This policy covers personal information in that app. The public rental website at whitecourtutv.com is separate.

WAT is in Whitecourt, Alberta. We follow Alberta’s Personal Information Protection Act (PIPA). Questions: dave@whitecourtutv.com or 780-779-8056.

What this app is

WAT Rental is an internal yard and billing tool for employees and authorized contractors. Customers do not create accounts here. An owner connects QuickBooks Online once. Employees do not log into QuickBooks. Card payments, when enabled, run through Helcim inside this app. QuickBooks only records that a payment was made.

Information we collect

• Staff accounts: name, email, role, and a hashed password.
• Customer companies: company name, contact name, phone, email, address, credit hold, certificate of insurance dates, and notes.
• Fleet and jobs: unit numbers, serials, plates, rates, photos, inspections, files, rental dates, sites, and invoice lines.
• Payment records: amount, method (cash, cheque, deposit, or Helcim), and date. We do not store full card numbers.
• Connection tokens the owner saves for QuickBooks and, later, Helcim. Those stay in WAT’s database on our systems.

How we use it

We use this information to run rentals, dispatch, shop work, invoicing, and records we need for tax and warranty. We do not sell personal information. We do not use it for advertising.

QuickBooks Online

When an owner connects QuickBooks, WAT may send and receive customer names and contact details, inventory and service items, estimates (rental agreements), invoices, and payment status. Intuit Inc. processes that data under Intuit’s own terms and privacy policy. WAT is the system of truth for yard operations. QuickBooks is the accounting record.

Helcim

When card payments are enabled, Helcim processes the card. Helcim’s terms and privacy policy apply to that payment. WAT stores that a payment was taken, the amount, and a reference. WAT does not store the full card number, CVV, or PIN.

Who can see it

Access is by login and role. Techs see units, photos, files, and status. Office staff see customers, rentals, parts, and billing. Owners see all of that plus connection keys. We share information with Intuit and Helcim only as needed to run those connections, and with authorities when the law requires it.

Storage and retention

Records stay on WAT systems (including our NAS) for as long as we need them for the rental, the unit file, accounting, and legal retention. Connection tokens stay until an owner disconnects or replaces them.

Your rights

Under PIPA you may request access to your personal information, ask us to correct it, and withdraw consent where the law allows. Staff access ends when employment or contractor access ends. To make a request, email dave@whitecourtutv.com. You may also contact the Office of the Information and Privacy Commissioner of Alberta.

Changes

We will post updates on this page with a new effective date. Continued use of WAT Rental after a change means you accept the updated policy.