CALLIDE
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CALLIDE
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Callide is a quoting and job-management app for skilled trades, operated from Ontario, Canada by Box and Post Inc., operating as Callide. We are the organization responsible for the personal information described here, under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy law — including, for anyone in Quebec, the Act respecting the protection of personal information in the private sector.
Person in charge of the protection of personal information: the person with the highest authority at Box and Post Inc., operating as Callide — the operator of the business. Reaching that person is one address, not a queue: info@callide.ca. Quebec law requires this title and contact to be published, and this is where it is published.
| What | Why we have it | Optional? |
|---|---|---|
| Your email address and a password | To create your account, sign you in, reset your password, and reach you about the service. | Required |
| Your business details — company name, legal name, address, phone, licence numbers, logo, tax registration, and any wording you save for your documents and emails | To put them on the quotes, invoices and emails you produce. | You choose what to enter |
| Lines you write on a quote under “Anything else” — the wording (with phone numbers, emails, postal codes and street addresses removed on your device), unit, quantity, rates, your trade, province and the kind of job | To learn what the built-in price list is missing and what that work costs. Recorded against your account. See Terms section 5. | Optional — Business → Quote defaults → Help improve the built-in price list |
| Your subscription — plan, billing period, crew seats, status, and the customer and subscription references from our payment processor | To bill you and to switch on what you paid for. Your card is entered on Stripe’s page and never reaches us. | Only if you subscribe |
| A First Nations relief record — the status registry number or band name you type on a job you mark as relieved of GST/HST | The CRA asks the supplier to keep it as evidence, and it prints on that job’s quote and invoice. It is your client’s information, held for you (section 4). | Only if you use it |
| Your clients' details — name, address, phone, email, notes | To address quotes and invoices to them and keep your job history straight. See section 4. | You choose what to enter |
| Job and financial records — estimates, prices, line items, expenses, mileage, payments, change orders | The core purpose of the app: producing quotes and keeping records you can hand to an accountant. | Required to use the app |
| Photos and receipt images | Only when you attach them. Receipts can be read automatically to fill in the amount and vendor; project photos attach to a job. | Optional |
| Your vehicles — the name you give each one, whether it is yours personally or the company's, and the dates you started and stopped using it | A per-kilometre claim and a company vehicle are taxed differently, so the record has to say which. We do not ask for a plate, a VIN or a registration. | Optional |
| Odometer readings and, if you take one, a photo of the dash | To show the year's business kilometres against the distance the vehicle actually covered. The photo is the evidence behind the number. | Optional |
| Trips — date, where from, where to, distance, and which job | The mileage record you hand to your accountant. | Optional |
| Voice recordings — only while you hold the microphone button | Turned into text so you can describe a job by talking. The recording is sent once, transcribed, and not kept by us. See section 5. | Optional |
| Crew members you invite — their email address, the name you give them, and what they submit to you | So a crew member can send you hours, photos and site notes against your jobs. See section 4a. | Only if you invite someone |
| Your job site, rounded to about a kilometre — with the kinds of material on a materials list and your trade | To show, under each group of your materials list, the partner supplier nearest the job. Sent to our own server when you open the list, used to answer and not stored. Never sent to the supplier. See “Suppliers near your job site” below. | Optional — Business → Hide suppliers on my materials lists |
| Your record of agreeing to these terms — which version, and when | Proof that consent was given, and to what. Written when you create your account and whenever you accept an amended version. | Required to have an account |
| Your invite code, and the code of whoever invited you | Callide gives your account a six-character code so an invite you send can be recognised as yours. If you arrived on someone else’s invite link, we keep their code against your account so we know the invite worked. It identifies an account to us and nothing to anybody else. | Part of the service |
| Basic usage events — that a quote was completed, a document sent, the app opened; app version, device type, language, last-seen time | To operate and support the service, spot faults, and understand which features are actually used. | Part of the service |
| Acceptance evidence on a client quote link — typed name, signature drawing, time, IP address, browser | Only when a client of yours accepts or declines a quote. It is the proof of what was agreed, and the client is told on the page that it is recorded. | Only if you send a link |
| Notification subscription — the address your browser or phone gives us for notifications | Only if you allow notifications, so the app can tell you when a client accepts a quote or something needs you. | Optional |
| Trying the app before you sign up — a count of free receipt reads and route lookups, kept on your device and against your network (IP) address | To stop free use at the limit the app shows. The count is not linked to a name or an account. | Only if you try it signed out |
Keeping use fair. The Terms (section 4a) allow one account per business, used for that business's own documents, and one free trial per person or business. To enforce that, we may look at how often each account uses each feature — quotes, documents, client links, voice, images and receipts, as counts — and at the business names that appear on the documents and client links it sends. We may also compare information we already hold for other reasons — the email address and business details on accounts, payment records from our payment processor, and the network address the free-trial counter keeps — to spot one person or business holding several accounts. We never look at your clients' details for this. We collect nothing extra for it and use it for nothing else.
We do not collect: advertising identifiers, contacts, browsing history, health data, biometric identifiers, or any device data beyond the basics listed above.
A photo taken on a phone usually has the date it was taken, and often the coordinates of where it was taken, written inside the file by the camera. Callide reads both, on your device, from the front of the file:
Where a photo's coordinates end up on a record you keep, they are stored with your data and sync to your devices like everything else. When the app measures the drive to the place a photo was taken, those coordinates are sent to Geoapify (section 5) to calculate the route — coordinates only, with no name or account attached. We do not build a movement history out of them. If you would rather no photo carried a location at all, most phones let you turn that off in the camera or in the share sheet before you attach it.
Your business address is collected to print on your quotes and invoices. We also use it for one thing beyond that, and it is fair that you know: to understand which parts of the country are actually using Callide, so we know where to spend our time.
How that is done matters more than the fact of it. Before your location is used this way it is deliberately blurred to about eleven kilometres — enough to say which town or city an account is in, not enough to say which street or which building. It is then counted alongside everyone else's. The result is a table of towns and numbers. We do not build a map of individual businesses, we do not share or sell any of this, and it never leaves our own operator console.
If you would rather not be counted at all, leave the address field empty — the app works without it, and only the tax rate and the mileage start point are affected.
Your materials list can show, under each group of materials, a nearby supplier that partners with Callide, labelled Sponsored. To choose it, when you open the list the app sends our own server the job site's location rounded to about a kilometre — never the street address, never your client's name — with the kinds of material on the list (drywall, paint and so on) and your trade. The server uses them to answer and does not store them. Nothing is sent when Callide doesn't know where the job site is (no pinned site address, and an address this device has never looked up), when you are offline, or when you have switched suppliers off, and the app never uses your phone's own location for this.
The supplier gets nothing from the app. We count, for each store and day, how many times its listing was shown and how many times Directions, Call or its website was tapped — with no account, no job and no place attached — and we may share those totals with that supplier. The Directions button opens your own map app (Apple Maps, Google Maps or Waze) with the store's address only; that app's own privacy terms then apply, as they do whenever you use it.
Switch it off at any time under Business → Hide suppliers on my materials lists.
When you enter a client's name and address into Callide, that information is yours to be responsible for. You decide what to collect and why; you are the organization your client's privacy expectations sit with. We process it only on your instructions — storing it, syncing it to your devices, and printing it on the documents you generate. We do not use your clients' details for our own purposes, ever.
If you operate a business in Canada, PIPEDA obligations toward your own clients rest with you. Callide gives you the tools — export, correction, deletion — to meet them.
If you invite someone to your crew, you give us their email address so we can send them an invite code, and they create their own Callide sign-in. What they then send you — hours, photos, site notes — is attached to your jobs and is visible to you.
The same rule as section 4 applies: a crew member's information is yours to be responsible for as their employer or contractor. We store it and pass it between the two of you, and use it for nothing else. A crew member can close their own account at any time, and doing so does not delete the work they already submitted to you — that is your business record, not theirs.
These features hand information to an outside provider to do their job. Each is listed plainly because you should know before you use it. All of them are optional, and the app remains fully usable without any of them.
When you describe a job in your own words (typed or spoken) and ask Callide to build the quote lines, that description — and the photo, if you attach one — is sent to an artificial-intelligence provider (currently one of Google, OpenAI or Anthropic, depending on configuration) to be interpreted. Your account identity is not sent with it. We use these providers’ paid business services, whose terms say they do not use what we send to train their models. If you'd rather not use it, every quote can still be built by hand from the catalogue.
When you ask for a picture of a finished room, the photo you took, any inspiration photo you add, and your description of the look are sent to an image provider (OpenAI or Google) to generate it. The picture that comes back is stored in your private folder with the job. Your account identity is not sent with the request.
When the app suggests a category for an expense, the words from the receipt (vendor and items) are sent to the same class of AI provider. When it builds a materials list, the job’s ticked work and room measurements are sent the same way. Neither carries your name or your client’s.
When you photograph a receipt and ask Callide to read it, the image is sent to the same class of AI provider to extract the vendor and the store’s address, the date, each tax line and the seller’s GST/HST number, the total, and the type of card with its last four digits. The image itself is stored in your own private storage folder.
A photo of your dash is kept with the reading as your evidence; it is not sent to anyone to be read — you type the number from the dash (since 29 September 2026). Worth knowing before you take the picture: it is stored in your account and can include whatever is visible through the windscreen. The photo is never required.
When you hold the microphone button and describe a job out loud, the recording is sent once to OpenAI to be turned into text. The words come back to you to check before anything is added to your quote. Callide does not keep the recording — only the text, and only if you accept it. The app asks you before it touches the microphone the first time on each device, and declining leaves you free to type.
When you email a quote or invoice, the document, the recipient's email address and your business details are passed to our email delivery provider (Resend) so the message can be sent. We record whether it was delivered and opened, so you know whether your client saw it.
If you allow notifications, a message such as “your client accepted the quote” is sent through the push service run by your browser or phone maker (for example Apple, Google or Mozilla). It is encrypted in transit and carries no more than the notification itself.
When you type an address, whether for your business, a client, a job site or a receipt, that address is sent to Geoapify to turn it into a location on a map. When Callide works out the driving distance between stops for your mileage log, those locations are sent to the same provider.
Your name, your account and your client’s name are never sent, only the address text itself — or, when the drive to a photo’s location is measured, its coordinates. Geoapify is operated by KEPTAGO LTD of Paphos, Cyprus, and Callide uses their European endpoint, so these lookups are processed in the European Union under a data processing agreement. Results are held in our own cache so the same address is not looked up twice. Address data is derived from OpenStreetMap, which we credit in the app as its licence requires.
This happens as you type, from the third character onward, not only when you pick a result from the list. It also happens in the background when the app works out the distance between two saved addresses for a mileage entry. If you would rather not send an address at all, leave the field empty, or type it while your device is offline — the app then falls back to the places already saved on your device. Distances can always be typed into your mileage log by hand.
| Provider | What they do |
|---|---|
| Supabase | Database, sign-in, and private file storage — where your data actually lives. |
| Netlify | Serves the website and the app itself. |
| Resend | Delivers the emails you send from the app. |
| Google / OpenAI / Anthropic | Interpret job descriptions and receipt images, as described above. |
| OpenAI (transcription specifically) | Turns a voice recording into text. Named on its own because, unlike the row above, this one is a specific provider rather than whichever is configured. |
| Geoapify (KEPTAGO LTD, Cyprus) | Turns a typed address into a location and calculates driving distance between stops. Processed in the EU; address text, or a photo’s coordinates when measuring a drive — never a name. |
| Stripe | Processes your Callide subscription and, if you turn on payments, your clients’ deposits and payments. Card details go directly to Stripe and are never seen or stored by Callide. |
| Google (sign-in) | Only if you choose “Sign in with Google”: Google tells us your email address and name so we can sign you in. |
| Apple, Google or Mozilla (push services) | Deliver a notification to your device, only if you allow notifications. |
| Netlify Forms | Receives what you type into the contact form on our website — your name, email and message. |
| Cloudflare (R2 storage) | Stores our encrypted backups (section 10), in eastern North America. They are encrypted before they reach Cloudflare, and Cloudflare cannot read them. |
| GitHub (Actions) | Runs the nightly job that makes the encrypted backups, and a weekly test that one can be restored. The data is encrypted there; no copy is kept on GitHub. |
These providers process data on our behalf under their own security and privacy commitments. We do not give any of them permission to use your information for their own purposes.
Your data is held on secured cloud infrastructure and may be processed or stored on servers in Canada, the United States, or other countries where our providers operate. When information is stored or processed outside Canada it may be accessible to the courts and law-enforcement authorities of that country. Data always travels encrypted between your device and our servers.
Before personal information is communicated outside Quebec we assess the transfer: how sensitive the information is, what it will be used for, what protections are in place, and the legal regime of the receiving country. We use only providers whose contractual commitments give it protection equivalent to what it would have here. Write to us if you want to discuss it.
No system is perfectly secure, so we cannot promise absolute security — but we take these measures seriously and design for them from the start.
If there is ever a breach of our security safeguards involving your information, and it creates a real risk of significant harm to you, Canadian law requires us to report it to the Office of the Privacy Commissioner of Canada and to notify you directly, as soon as feasible. If you are in Quebec the notice goes to the Commission d'accès à l'information as well. We are also required to keep a record of every breach of safeguards, whether or not it met that threshold, and to give those records to the Commissioner on request. We will tell you what happened, what information was involved, what we have done about it, and what you can do — in plain language, not a legal notice.
We keep your data for as long as your account is open, because that is the point of the app — your job records from three years ago are the ones your accountant asks about. When you delete your account, we remove your records, files and sign-in as described in section 10. We may keep a minimal, non-identifying record that a deletion occurred, and anything a law requires us to retain.
In the app: Account → Delete my account permanently. Before anything is touched, the app shows you what is about to be erased — counted, not described — offers you the complete download first, and asks you to confirm two things: that you understand the records cannot be recovered by you or by us, and that you have taken a copy or decided you do not want one. You then type your email address, and it is done immediately — no email to us, no waiting.
Without the app installed: use the request form at callide.ca/delete-account.
What is deleted: your jobs, estimates, clients, expenses, payments and documents; your trips, vehicles, odometer readings and dash photos; your uploaded receipts, project photos and generated files; your business profile; any client quote links or crew invites you created; your invite code and any record of who invited you; your usage events; and your sign-in itself.
We keep a record that you acknowledged this before deleting — the fact and the time, not your data. It exists so neither of us has to rely on memory about whether the warning was given, and it carries no job information of any kind.
What is retained, and why: a non-identifying note that an account was deleted, kept for our own audit trail; the record that a version of these terms was agreed to, which is the evidence that the account was lawfully operated and cannot honestly be erased by the person it protects both of us against; and billing or tax records we are legally required to keep, if you ever paid for a subscription. None of these contains your job data.
Your crew members' own accounts are theirs, not yours, and are not deleted with yours. What they submitted to you is your business record and is deleted with the jobs it belongs to.
How long it takes: deletion from the app is immediate. A request through the web form is completed within 30 days, and normally within a few business days. Our encrypted backups still hold a deleted account until each copy reaches the end of its time — 35 days for a nightly copy, one year for a monthly copy — and its files leave the backups 35 days after the deletion. We never use a copy to bring back an account its owner deleted; if we ever have to restore Callide from a backup after a failure, every account our records show was deleted since that copy was made is deleted again. (Corrected October 2026.)
We answer privacy requests within 30 days.
We send service email — password resets, receipts for payment, and important notices about your account. These are necessary to the service and are not marketing.
News and offers only if you ask for them. If you tick “Keep me posted about Callide”, Box and Post Inc., operating as Callide, may send you the occasional email about the app and its offers. Every one names us, gives our contact details and has a way to unsubscribe, as Canada's anti-spam law (CASL) requires. Untick it or unsubscribe at any time. We keep a record of when you said yes or no.
We never use your client list to send anything on your behalf. The only emails that reach your clients are the documents and follow-ups you personally choose to send, and those go out under your name with the footer you control.
Callide has a button that hands a short message and a link to your own phone's share sheet, so you can pass it to someone in the trades you already know. We do not send it. The app never asks for their email address or phone number, never sees who you chose, and never contacts them — you send it yourself, from your own number or address, in your own messaging app, and you can edit the wording first.
This is a deliberate design decision rather than a limitation. Canada's anti-spam law makes the sender of a commercial electronic message responsible for it, and the exemptions that exist for referrals are narrower than they look. Building it so that the app can never be the sender keeps you out of that question, and keeps us out of it too. If someone accepts your invite, all we record is that an account arrived on your code.
Callide is a business tool for adults working in the trades. It is not directed to children, and we do not knowingly collect information from anyone under 18. If you believe a child has created an account, write to us and we'll remove it.
If we change something material, we will tell you in the app or by email before it takes effect, update the version and date at the top of this page, and ask you to accept the new version together with the Terms of Use. If you do not accept it, you can still export your data and close your account.
The app can now show, on your materials list, a supplier near the job site that partners with Callide, labelled Sponsored — on your screen only. Section 2 no longer says we share nothing with advertisers; it says what is true now: we never sell your data, and a partner supplier never sees your data, your clients or your job sites — only how many times its listing was shown or tapped. Section 3 says what is sent to choose the supplier: the job site rounded to about a kilometre, the kinds of material and your trade, to our own server, not stored and never shared with the supplier. You can switch it off. Nothing else changed.
The Terms gained a section on what belongs to Box and Post Inc. and on fair use, including one account per business and one free trial per person or business. Section 3 now says how we check that: feature counts, the business names on the documents an account sends, and information we already hold — never your clients' details, and nothing extra collected. Nothing else changed.
This version describes things the app already did, or newly does, that the previous version left out or described too narrowly. That is the reason for the change.
Nothing about what we collect, why we have it, who it goes to, or how long we keep it changed in this version. The version moved because the Terms of Use did, and the two documents are versioned together so that one acceptance covers both.
Two of these are new features described for the first time. One is a use of information we were already collecting, which is why the version moved rather than being quietly edited.
The app gained features after Version 3 was written. Nothing below is a change in what we do with your information; it is a description of things the app now does that the previous version did not mention. That is the honest reason for the amendment, and it is stated rather than glossed.
Privacy questions, access requests, corrections and complaints: info@callide.ca. We're a small Canadian shop — a real person reads it.