Privacy Policy

Effective 2026-05-25. Last updated 2026-05-25.

Robert's Equipment ("we," "us") is a Kubota and Toro equipment dealership based in Owen Sound, Ontario, with branches in Owen Sound, Chesley, Lucknow, Meaford, Mount Forest, and Walton. This policy explains how we collect, use, and protect personal information when you contact us, submit a lead, request a trade-in evaluation, or otherwise interact with our digital tools.

We follow the Personal Information Protection and Electronic Documents Act (PIPEDA) and the ten Fair Information Principles set out by the Office of the Privacy Commissioner of Canada.

1. What we collect

Depending on how you contact us, we may collect:

• Identity and contact information — name, business name, address, email address, telephone number, mobile number.
• Equipment information — make, model, serial number, year, hours, photos of equipment you offer for trade-in or service.
• Transaction information — quotes, invoices, deposits, deliveries, service work orders, warranty registrations.
• Submission metadata — date and time of submission, the form or page used, the branch or trade show, and a record of which sales representative the submission was routed to.
• Business card scans — if you submit a photo of a business card through our lead-capture or CRM tools, the image is stored for up to 30 days and the extracted contact information is retained as part of your contact record.

We do not collect government identification, payment card numbers, or banking information through public forms. When financing is required, those details are handled directly by our finance partners under their own privacy practices.

2. Why we collect it

• To respond to your inquiry and provide quotes, evaluations, parts, service, or delivery.
• To complete a purchase, trade-in, or service work order, and to register warranty and recall information with the manufacturer (Kubota Canada, Toro, or other shortline suppliers).
• To contact you about your equipment — service reminders, recall notices, parts availability, and recommended maintenance.
• With your consent, to send occasional updates about products, promotions, and events. You may withdraw this consent at any time.
• To keep internal records for accounting, audit, and regulatory purposes.

3. Consent

By submitting one of our online forms (including lead capture, trade-in evaluation, contact requests, or business card scans), you consent to the collection and use described above. You may withdraw consent for marketing communications at any time by unsubscribing in any marketing email, replying to a message from us, or contacting our privacy officer (see Section 9). Withdrawing consent for marketing does not affect our ability to contact you about an active deal, an open service work order, or a safety recall.

4. Who sees your information

Personal information you submit is accessible to:

• Your assigned sales representative and their branch team.
• Robert's Equipment owners, managers, and authorized support staff (finance, service, parts, logistics) on a need-to-know basis.
• Manufacturers and suppliers (such as Kubota Canada) when warranty registration, financing, recall notices, or parts orders require it.
• Service providers we use to operate our internal tools — including Cloudflare (hosting and data storage in Canada), Google Workspace (email), and Microsoft 365 (calendar, scheduling, and Teams). These providers process data on our behalf and are bound by their own contractual and regulatory obligations.

We do not sell personal information. We do not share it with third parties for their own marketing purposes.

5. Where information is stored

Customer records, lead submissions, and equipment data are stored in a Cloudflare D1 database hosted in Ontario, Canada. Generated documents, photos, and scanned business cards are stored in Cloudflare R2 (also Canadian region) or in Microsoft OneDrive for Business under the Robert's Equipment tenant. Email is hosted by Google Workspace. Some metadata may transit through Cloudflare's global network during routing; the canonical record always remains in Canadian-region storage.

6. How long we keep it

• Sales records, invoices, and service work orders — retained for at least seven years to meet tax and warranty obligations.
• Active customer contact records — retained for as long as the customer relationship is active, and for a reasonable period after the last interaction.
• Lead submissions that do not become customers — retained for up to three years for follow-up; longer if you remain on our marketing list.
• Scanned business card images — deleted automatically 30 days after upload. The extracted contact fields are retained with your contact record per the rules above.
• Trade-in evaluation photos — retained with the evaluation record. If the trade is not completed, photos are eligible for deletion after one year.
• Backups — encrypted nightly database backups are retained for up to 90 days; deletions made in the live system are reflected in subsequent backups but may persist in older backup snapshots for the duration of that retention window.

7. How we protect it

• Two-factor authentication is required for every Robert's Equipment staff account that accesses customer data.
• Authenticated routes use Cloudflare Access; public form submissions are rate-limited and gated by origin allowlists.
• Per-record authorization checks prevent staff from viewing customer records outside their branch or scope of work.
• All traffic between you and our tools is encrypted in transit (HTTPS).
• Database storage at the hosting provider is encrypted at rest.
• We log access to customer records so unusual patterns can be investigated.

No system is perfectly secure. If we ever experience a breach that creates a real risk of significant harm, we will notify affected individuals and the Office of the Privacy Commissioner of Canada as required by PIPEDA.

8. Your rights

Under PIPEDA, you have the right to:

• Access the personal information we hold about you.
• Correct any information that is inaccurate or incomplete.
• Withdraw consent for the collection, use, or disclosure of your information, subject to legal or contractual restrictions and reasonable notice.
• Request deletion of personal information that is no longer required for the purpose it was collected, except where we are legally required to retain it (tax records, warranty registrations, safety recall notices, etc.).
• Challenge our compliance with this policy by contacting our privacy officer below. You may also escalate a complaint to the Office of the Privacy Commissioner of Canada (priv.gc.ca).

9. Privacy Officer

If we cannot resolve your concern, you may contact the Office of the Privacy Commissioner of Canada at priv.gc.ca.

10. Changes to this policy

We may update this policy as our tools evolve or as regulations change. Material changes will be reflected in the "Last updated" date at the top of this page. Continued use of our forms after a change indicates acceptance of the updated policy.