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 Callide Construction. 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 Callide Construction — 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, address, phone, licence numbers, logo, tax registration | To put them on the quotes and invoices you produce. | You choose what to enter |
| 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 |
| Location — precise, only at the moment you tap | To record a start or end point for a mileage entry, or to attach a location to a site log. Never collected in the background and never tracked continuously. | Optional |
| 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 a quote. It is the proof that the quote was agreed to. | Only if you send a link |
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. We do not send a photo's coordinates to the address provider, and 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.
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. The providers we use do not train their models on data submitted through their business APIs. If you'd rather not use it, every quote can still be built by hand from the catalogue.
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, date, tax and total. The image itself is stored in your own private storage folder.
Photographing your dash to record a reading uses the same path: the image is sent to an AI provider to be read, and the number it finds is offered to you to confirm before it is saved. Worth knowing before you take the picture — a dash photo taken from the driver's seat can include whatever is visible through the windscreen. You can always type the reading in instead, and 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.
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. 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, receipt images and odometer photos, 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 only, never a name. |
| Stripe (only if you turn on payments) | Processes deposits and payments. Card details go directly to Stripe and are never seen or stored by Callide. |
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. Routine backups are overwritten on a rolling cycle within 30 days.
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. We do not run promotional campaigns, and we do not use your client list to send anything on your behalf other than the documents you personally choose to send. This is deliberate: Canada's anti-spam law (CASL) requires consent, and we would rather build a feature you can't get in trouble with.
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'll tell you in the app or by email and update the version and date at the top of this page. Continuing to use Callide after a change means you accept the updated policy.
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.