Privacy Policy
Effective Date: October 11, 2026
RabbitManage respects the privacy of its users, contractors, technicians, equipment owners, and customers. This Privacy Policy explains how personal information is collected, used, stored, disclosed, retained, and protected when individuals access the RabbitManage website, software platform, and related services (collectively, the “Service”).
RabbitManage is an equipment management and service documentation platform operating in British Columbia, Canada.
By accessing or using RabbitManage, users acknowledge the information practices described in this Privacy Policy. Where consent is required by applicable law, RabbitManage will obtain that consent through an appropriate process.
1. Scope of This Privacy Policy
This Privacy Policy applies to personal information collected through RabbitManage.ca, registered user accounts, contractor and technician portals, equipment registration processes, Asset Condition Reports (ACRs), customer communications, support requests, and other related services.
It applies to information collected directly from individuals and information submitted by contractors, technicians, equipment owners, or other authorized users.
This Policy does not govern the independent privacy practices of third-party websites or services that may be accessed through external links.
2. Information We Collect
RabbitManage may collect personal and business information reasonably necessary to operate and support the Service.
This information may include names, business names, email addresses, telephone numbers, mailing addresses, service locations, account credentials, user roles, subscription details, billing records, and communications with RabbitManage.
Contractors and technicians may also enter customer information, equipment details, service histories, photographs, measurements, technician observations, and other information associated with equipment management and reporting.
Technical information may be collected automatically when users access the website or platform, including IP addresses, browser types, device information, login activity, and website usage information.
RabbitManage seeks to limit collection to information reasonably necessary for identified business and operational purposes.
3. How Information Is Collected
Information may be collected when individuals register an account, subscribe to a service, register equipment, complete a form, prepare a report, upload photographs, communicate with support, or otherwise interact with RabbitManage.
Information may also be submitted by authorized contractors or technicians acting on behalf of their customers or employers.
Certain technical information may be collected automatically through website hosting systems, security tools, cookies, and other technologies used to maintain and improve the Service.
RabbitManage does not require users to provide unrelated personal information as a condition of using equipment management features.
4. How We Use Information
RabbitManage uses collected information to establish and administer accounts, manage subscriptions, register equipment, maintain customer and location records, create and distribute reports, provide customer support, process payments, and deliver related services.
Information may also be used to maintain platform security, investigate technical problems, prevent unauthorized access, improve functionality, and communicate important service updates.
Where available and authorized, information may be used to generate equipment service reminders, renewal notifications, and other communications associated with registered equipment or subscriptions.
RabbitManage will not use personal information for materially unrelated purposes without obtaining any additional consent required by law or establishing another lawful basis for that use.
5. Contractor and Technician Responsibilities
Contractors and technicians using RabbitManage are responsible for ensuring that customer information submitted to the platform has been collected and disclosed with appropriate authority.
This includes customer contact details, service addresses, equipment photographs, inspection observations, and other information recorded during service visits.
Contractors are responsible for managing access permissions within their organizations and ensuring that employees or representatives access only information necessary for their authorized duties.
RabbitManage provides tools for storing and organizing information but does not independently verify that every contractor or technician has obtained all required permissions.
Contractors remain responsible for their own privacy obligations under applicable legislation.
6. Customer and Equipment Records
RabbitManage allows authorized users to create and maintain records concerning customers, service locations, and individual pieces of equipment.
These records may include manufacturer details, model and serial numbers, installation information, equipment identification numbers, service histories, photographs, and related documentation.
Some equipment information may not identify an individual on its own. However, when associated with a customer’s name, address, or other identifying information, it may constitute personal information and will be treated accordingly.
Access to these records is governed by account permissions and applicable authorization requirements.
7. Asset Condition Reports and Photographs
Asset Condition Reports (ACRs) may contain equipment information, measurements, photographs, technician observations, service recommendations, and customer contact details.
Photographs may incidentally capture personal information, property details, identifying features, or other information unrelated to the equipment being serviced.
Users are responsible for ensuring that photographs and report contents are appropriate for their intended purpose and that unnecessary personal or confidential information is not included.
RabbitManage may provide separate settings for internal notes, private photographs, and customer-facing report information.
Information designated as internal is intended to be accessible only to appropriately authorized users and excluded from customer-facing reports, subject to the platform’s access controls.
Users should review reports and photographs before sharing them with customers or other recipients.
8. Internal Notes and Restricted Information
RabbitManage may permit contractors and technicians to record internal observations, administrative comments, and other information not intended for customer distribution.
Such information is subject to applicable access permissions and is not intended to appear in customer-facing reports when properly designated as internal.
Users must not assume that an internal designation overrides legal obligations concerning access to personal information, disclosure, preservation of records, or compliance with lawful requests.
RabbitManage may access restricted information where reasonably necessary for authorized technical support, security investigations, legal compliance, or platform administration, subject to appropriate safeguards.
9. Sharing and Disclosure of Information
RabbitManage does not sell personal information to third parties.
Information may be shared with authorized contractors, technicians, equipment owners, customers, or other users when necessary to provide the Service and consistent with applicable permissions.
Information may also be disclosed to service providers supporting website hosting, electronic communications, payment processing, security, backups, and other operational functions.
Service providers are expected to handle information only for authorized purposes and under appropriate confidentiality and security arrangements.
RabbitManage may disclose information where required by law, legal process, regulatory obligation, or a valid request from an authorized public authority.
Information may also be disclosed where reasonably necessary to investigate fraud, protect platform security, or respond to threats involving users or the Service, subject to applicable law.
10. Customer Access to Reports and Equipment Information
RabbitManage may provide customers or equipment owners with access to selected equipment records, service histories, and reports.
Access is limited according to the functionality available, account permissions, and the authorization associated with the relevant records.
Contractors and technicians must ensure that reports are directed to the correct recipients and that customer-facing documents do not inadvertently disclose information concerning unrelated customers or organizations.
A customer’s ability to access personal information held through RabbitManage is subject to applicable privacy legislation and any lawful restrictions on disclosure.
11. Account Security and Access Controls
RabbitManage uses reasonable technical and administrative safeguards intended to protect information against unauthorized access, disclosure, alteration, loss, or misuse.
These safeguards may include authenticated accounts, user permissions, secure communications, security monitoring, access restrictions, and system backups.
Users are responsible for protecting their login credentials, using appropriate passwords, and preventing unauthorized individuals from accessing their accounts.
Contractor administrators should promptly remove or modify access when employees or representatives leave an organization or change responsibilities.
No internet-based platform can guarantee absolute security, and users should report suspected unauthorized access or security incidents promptly.
12. Website Cookies and Analytics
RabbitManage may use cookies and similar technologies to maintain login sessions, support website functionality, improve security, and understand website usage.
Essential cookies may be necessary for authentication, account management, and other platform operations.
Website analytics may collect information about page visits, browser characteristics, general geographic regions, and interactions with the website.
Where required by applicable law, RabbitManage will obtain consent before using non-essential tracking technologies.
Users may be able to manage certain cookies through their browser settings, although disabling essential cookies may affect website functionality.
13. Electronic Communications and Notifications
RabbitManage may send emails concerning account registration, service reports, subscription renewals, payment confirmations, equipment reminders, security notifications, and other operational matters.
These communications may be necessary to provide services requested by users or to administer existing business relationships.
Promotional or marketing communications will be handled separately where required by Canada’s Anti-Spam Legislation (CASL) and other applicable laws.
Where consent is required for commercial electronic messages, RabbitManage will obtain and maintain appropriate consent records and provide an unsubscribe mechanism as required by law.
Unsubscribing from optional marketing communications may not prevent the delivery of essential transactional, security, or account administration messages where legally permitted.
14. Payment and Billing Information
RabbitManage may collect and retain billing information necessary to administer subscriptions, equipment registration fees, invoices, renewals, refunds, and payment records.
Depending on the payment method, transactions may be processed through external financial institutions or payment service providers.
RabbitManage does not intend to store complete payment card numbers or card security codes within its equipment management database.
Payment processors and financial institutions may collect and process information under their own privacy policies and security requirements.
Billing records may be retained as necessary to meet accounting, taxation, contractual, and legal obligations.
15. Equipment Identification Labels and QR Codes
RabbitManage may offer equipment identification labels containing QR codes or other identifiers.
Scanning a label may direct an individual to a RabbitManage webpage or an authorized equipment registration or access process.
A publicly accessible QR code does not, by itself, authorize access to private customer information, equipment records, or service histories.
Protected information will require appropriate authentication and authorization.
RabbitManage may collect limited technical information associated with visits to QR-linked webpages for security, troubleshooting, and operational purposes, consistent with this Privacy Policy.
16. Third-Party Service Providers
RabbitManage may use third-party providers for website hosting, email delivery, software infrastructure, security services, payment processing, and technical support.
These providers may process limited information necessary to perform their contracted services.
RabbitManage will seek to use providers with appropriate privacy and security practices and will take reasonable steps to protect personal information handled on its behalf.
Some service providers may operate or store information outside British Columbia or Canada.
Where personal information is transferred or processed outside Canada, it may be subject to the laws of the jurisdiction in which it is processed, including lawful access requests by public authorities.
17. Data Storage and Retention
RabbitManage retains personal information only for as long as reasonably necessary to fulfil identified purposes, maintain legitimate business records, resolve disputes, or comply with applicable legal obligations.
Retention periods may vary according to the type of information, the applicable subscription, the status of equipment records, and relevant legal requirements.
Service reports and equipment histories may be retained for extended periods where necessary to support authorized recordkeeping and continuity of equipment documentation.
When information is no longer required, RabbitManage will take reasonable steps to securely delete, destroy, or anonymize it, subject to applicable legal obligations and operational backup procedures.
Account closure does not necessarily result in immediate deletion of all associated information.
18. Access, Correction, and Privacy Requests
Individuals may request access to personal information held about them by RabbitManage, subject to applicable legal requirements and exceptions.
Individuals may also request correction of inaccurate or incomplete personal information.
Where information was originally provided by a contractor or another organization, RabbitManage may need to coordinate with that organization to verify the request and determine the appropriate response.
RabbitManage may request reasonable identity verification before releasing or modifying personal information.
Requests will be addressed within the time limits required by applicable privacy legislation.
19. Withdrawal of Consent
Where personal information is processed based on consent, individuals may withdraw that consent, subject to applicable legal or contractual restrictions and reasonable notice.
Withdrawal of consent may affect RabbitManage’s ability to provide certain services or maintain particular records.
Some information may need to be retained despite withdrawal of consent where required or permitted by law.
Requests to withdraw consent may be directed to RabbitManage using the contact information below.
20. Privacy and Security Incidents
RabbitManage takes reasonable measures to prevent unauthorized access, disclosure, or loss of personal information.
If a privacy or security incident occurs, RabbitManage will investigate the circumstances, take appropriate containment and corrective measures, and assess whether notification or reporting is required under applicable law.
Affected individuals, organizations, regulators, or other authorities will be notified where legally required.
Users who become aware of a suspected privacy or security incident involving RabbitManage should promptly contact support@rabbitmanage.ca.
21. Children’s Privacy
RabbitManage is intended primarily for adult users, businesses, contractors, technicians, and equipment owners.
The Service is not designed for use by children under 18 without appropriate authorization or supervision.
RabbitManage does not knowingly seek to collect personal information directly from children for independent account registration.
If information concerning a child is submitted as part of an authorized customer or property record, it must be handled in accordance with applicable privacy laws and only where reasonably necessary.
22. Changes to This Privacy Policy
RabbitManage may update this Privacy Policy to reflect changes in services, technology, legal requirements, or information-handling practices.
The current version will be published on RabbitManage.ca with an updated effective date.
Where changes materially affect how personal information is collected, used, or disclosed, RabbitManage will provide appropriate notice and obtain additional consent where required by law.
Users are encouraged to review this Policy periodically.
23. Applicable Privacy Laws
RabbitManage operates in British Columbia, Canada, and seeks to comply with applicable Canadian privacy legislation.
Depending on the nature of the information, organization, and activities involved, relevant legislation may include British Columbia’s Personal Information Protection Act (PIPA), the federal Personal Information Protection and Electronic Documents Act (PIPEDA), and other applicable provincial or federal laws.
Contractors and other organizations using RabbitManage remain responsible for understanding and meeting their own privacy obligations.
Nothing in this Privacy Policy limits rights or protections that cannot lawfully be excluded under applicable legislation.
24. Privacy Questions and Complaints
Individuals who have questions or concerns about RabbitManage’s handling of personal information may contact RabbitManage using the information provided below.
RabbitManage will review privacy complaints and take reasonable steps to investigate and address substantiated concerns.
25. Contact Information
Questions, privacy requests, correction requests, or concerns regarding this Privacy Policy may be directed to:
RabbitManage
Prince George, British Columbia, Canada
Email: support@rabbitmanage.ca
Website: https://rabbitmanage.ca
Please include sufficient information to identify the nature of your request without sending unnecessary sensitive personal information.