How Koolcans collects, uses and protects your personal information — written to British Columbia's Personal Information Protection Act and Canadian privacy law.
Last updated: October 12, 2026
1. Who we are and what this policy covers
Koolcans, operated by K2 Marketing and Promotions Inc., is part of K2 Marketing and Promotions Inc. and its businesses (K2 Crane & Cartage, Koolcans and BC Crane Service), based in British Columbia. The companies share one secure operations platform to handle enquiries, scheduling and records. This policy explains how we collect, use, share and protect personal information through koolcans.ca and when you deal with us by phone, email or in person.
We follow British Columbia's Personal Information Protection Act (PIPA) and, where it applies, the federal Personal Information Protection and Electronic Documents Act (PIPEDA). Information about a business (such as a company's address or a contractor's equipment list) is not personal information, but we protect it with the same care.
2. Information we collect
We only collect what we need to respond to you and do the work. Depending on how you use our services, this may include:
Job or order details you give us: pick-up, delivery or site addresses, dates, load or product descriptions, weights and dimensions, site conditions and notes.
Photos you choose to upload. We automatically remove hidden location (GPS) and camera data from photos when they are uploaded.
Messages and records of our dealings with you: quotes, bookings, rentals, purchases, invoices, delivery confirmations and proof-of-delivery photos.
If you register as a supplier: business and contact details, the products you supply and pricing you share with us.
Technical information needed to run a secure website: IP address, browser type and pages requested, kept in server logs for security and troubleshooting. We do not use advertising or cross-site tracking cookies.
3. Why we collect it
We use personal information only for purposes a reasonable person would expect, which we identify at or before the time we collect it:
to respond to enquiries and prepare quotes;
to schedule, dispatch, deliver and complete services, rentals and sales — including sharing job details with the crew or contractor doing the work;
to invoice, collect payment and keep business, tax and safety records;
to send service messages you would expect (confirmations, reminders, renewal notices, and requests to review our service);
to protect our customers, staff, systems and property, and to meet legal and regulatory obligations;
to understand demand and improve our services, using summarised information wherever possible.
4. Consent
By submitting a form, uploading documents or booking a service, you consent to us using your information for the purposes described when you provided it. Where information is sensitive — for example contractor insurance and certification documents — we rely on your express consent, which the application form asks you to confirm.
You may withdraw consent at any time by contacting us, subject to legal or contractual restrictions and reasonable notice. If you withdraw consent, we may not be able to provide some services (for example, we cannot dispatch work to a contractor whose insurance we can no longer verify). We will explain the consequences when you ask.
5. Who we share it with
We do not sell or rent personal information. We share it only as needed to provide our services:
Within K2 Marketing and Promotions Inc. and its businesses (K2 Crane & Cartage, Koolcans and BC Crane Service), when one company helps fulfil another's work — for example K2 Crane & Cartage delivering and placing a Koolcans container, or BC Crane Service coordinating a lift.
With the crew or independent contractor dispatched to your job — limited to what they need (name, contact number, site address and job details). Contractors must use it only for that job.
With service providers who host and run our systems on our behalf, under contracts that require them to protect it: cloud hosting and secure file storage (DigitalOcean), transactional email (Resend), and address and map services (Google Maps Platform, MapTiler) used when you type an address or we plot a job location.
Where required or permitted by law — for example to comply with a court order, to WorkSafeBC or other regulators, or to collect a debt — and with professional advisers (lawyers, accountants, insurers).
If a business in the group is sold or reorganised, to the new owner under a confidentiality agreement, for the same purposes.
6. Storage and processing outside Canada
Some of our service providers store or process information outside Canada, including in the United States and Europe. While there, it is protected by contract but may be accessible to courts, law-enforcement and national-security authorities of that country under its laws. If you have questions about our providers' practices, contact our Privacy Officer.
7. How long we keep it
We keep personal information only as long as needed for the purposes above or as required by law, then securely delete or anonymise it. As a guide:
enquiries that do not lead to work — up to 2 years;
job, rental, sales and invoicing records — 7 years, to meet Canada Revenue Agency record-keeping requirements;
contractor applications and documents — for as long as the contractor is in our network plus 2 years, or 1 year for applications that are not approved;
if we use your information to make a decision that directly affects you, we keep it for at least one year after that decision, as PIPA requires, so you have a reasonable opportunity to request access to it.
8. How we protect it
We use reasonable security arrangements appropriate to the sensitivity of the information, including encrypted connections (HTTPS), role-based access so staff see only what their job needs, private storage for contractor documents (never publicly linked), removal of location data from uploaded photos, secure backups, and limits on repeated form submissions. No system is perfectly secure; if you believe your information has been put at risk, contact us immediately.
If a privacy breach creates a real risk of significant harm to you, we will notify you and the appropriate privacy regulator as soon as reasonably possible and explain what we are doing about it.
9. Your rights — access and correction
You may ask to see the personal information we hold about you, how it has been used, and to whom it has been disclosed, and you may ask us to correct anything that is inaccurate or incomplete. Send your request in writing to our Privacy Officer (below). We will respond within 30 business days, as PIPA requires, or tell you if we need more time and why. Access is free; if a request is complex we may charge a minimal fee and will give you an estimate first. In limited cases the law allows or requires us to refuse access (for example, where it would reveal another person's information) — we will explain why.
10. Emails and text messages
We send service messages connected to a request or job you started (quotes, confirmations, dispatch details, document reminders). We send promotional messages only with your consent, as required by Canada's Anti-Spam Legislation (CASL), and every promotional message includes a way to unsubscribe. Unsubscribing does not stop messages we need to send to complete your job.
11. Cookies and similar technologies
Our public websites use only cookies and browser storage that are needed for the site to work (for example remembering your cookie choice, or saving a long form on your own device so you don't lose it). The staff admin area uses a secure sign-in cookie. We do not use advertising cookies or sell browsing data. See our Cookie Notice for details.
12. Children
Our services are for businesses and adults. We do not knowingly collect personal information from anyone under 19 (the age of majority in British Columbia).
13. Questions, concerns and complaints
Our Privacy Officer is responsible for our compliance with this policy. Contact: K2 Marketing and Promotions Inc., Attn: Privacy Officer — British Columbia, Canada · harpreet.bagri@setosys.com · 778.995.8666.
If you are not satisfied with our response, you may contact the Office of the Information and Privacy Commissioner for British Columbia (oipc.bc.ca). Where federal law applies, you may also contact the Office of the Privacy Commissioner of Canada (priv.gc.ca).
14. Changes to this policy
We may update this policy as our services or the law change (for example, federal privacy reform currently before Parliament). The date at the top shows the latest version. If we make significant changes, we will post a notice on the website.
