Privacy and Personal Information Policy

1. Scope and accountability

Oakwood Transport Ltd. is responsible for personal information under its control. This policy applies to information collected through this website, online forms, email, telephone, employment applications, customer service, and related transport or repair activities.

2. Information Oakwood collects

Depending on the request, Oakwood may collect contact details, pickup and delivery locations, vehicle and ownership information, shipment documents, repair details, payment or invoicing information, employment application materials, communications, and technical website logs. Native quote requests and driver applications also record a reference number, consent evidence, submission and email-delivery timestamps, IP address, user-agent and browser details, operating-system and device class, browser language, and the referring host and path when supplied. Native driver applications include the applicant's city and province, experience and position responses, and private PDF copies of the driver's abstract, CVOR abstract, and resume/CV.

3. Purposes and consent

Oakwood collects, uses, and discloses personal information for purposes a reasonable person would consider appropriate, including responding to enquiries, preparing quotes, arranging transport or repair services, processing applications, maintaining business records, providing customer service, and meeting legal, customs, safety, insurance, tax, and accounting requirements. Consent may be express or implied depending on the sensitivity of the information and the circumstances.

4. Limiting collection, use, and disclosure

Oakwood aims to collect only the information reasonably needed for the identified purpose. Personal information is not used or disclosed for a materially different purpose without consent unless permitted or required by law.

5. Service providers and cross-border processing

Oakwood uses service providers for website hosting, online forms, mapping, email, document handling, business systems, and related operational support. Current website integrations include Cognito Forms, Formsite, and Google Maps. A service provider may process or store information in Canada, the United States, or another jurisdiction, where it may be subject to local laws and lawful access by authorities.

6. Cookies and technical logs

The website uses normal server logs and limited technical data needed for delivery, security, request tracking, troubleshooting, and performance. The native quote form does not use cookies, browser fingerprinting, precise geolocation, or referrer query strings for this purpose. The first-party website does not require a persistent user session for ordinary public pages. Third-party embedded services may set their own cookies or collect technical information under their own policies.

7. Retention and safeguards

Oakwood retains personal information only as long as reasonably necessary for the purpose for which it was collected and for applicable legal, operational, insurance, customs, safety, employment, or accounting requirements. Administrative, technical, and physical safeguards are used according to the sensitivity and format of the information. No method of transmission or storage can be guaranteed completely secure.

8. Accuracy, access, and correction

Individuals may ask what personal information Oakwood holds about them and request correction of inaccurate or incomplete information, subject to lawful exceptions. Oakwood may require enough information to verify identity and locate the relevant records before responding.

9. Withdrawing consent and complaints

Consent may be withdrawn where permitted by law, subject to reasonable notice and any legal or contractual restrictions. Withdrawal may affect Oakwood's ability to provide a requested service. Privacy questions or complaints should be sent to the contact below. Oakwood will review the concern and explain the outcome or available next steps.

10. Policy updates

Oakwood may update this policy as services, systems, or legal requirements change. The effective date above identifies the current posted version.

Privacy contact

Privacy Contact, Oakwood Transport
129 Oakwood Street
Ingersoll, Ontario N5C 3K1
Canada

Phone: 519-485-4851

Toll-Free: 1-800-265-4008

Email: privacy@oakwoodtransport.com