1. Introduction
RoadReady AI (the “Service”) is operated by PacificAI Systems Inc.of Beaumont, Alberta, Canada. This policy explains what personal information we collect, why, and the choices you have. We aim to comply with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and Alberta's Personal Information Protection Act (PIPA).
Our role
Driving schools use RoadReady AI to manage their own students and staff. For that information (“School Data”), the school is responsible for the purposes and legality of collection and PacificAI Systems acts as its service provider, processing the data on the school's instructions. For website visitors, demo requests, and school account administrators, we are responsible for the information ourselves. Students with questions about their own records should contact their driving school first.
2. Information we collect
School and staff users
- Name, work email, phone number, role, and login credentials (passwords are stored hashed by our authentication provider).
- School name and settings, instructor qualifications and availability, and signoff activity.
Students (entered by the school or the student)
- Name, contact details, date of birth, and address.
- Driver's licence class and number, and related eligibility information the school records.
- Enrolment and program information; lesson attendance, hours logged (classroom, in-yard, in-cab, air brake, and similar), assessments, instructor signoffs, and notes.
- Billing records such as invoices and payments. Card details are handled by our payment processor and are not stored by us.
Fleet and scheduling
- Vehicle and yard details, lesson bookings, and expiry dates for documents tracked by the school.
Demo requests and website use
- Name, email, school, phone, number of students, and message when you submit the contact form.
- Basic technical data such as IP address, browser type, and error logs, needed to operate and secure the Service.
3. How we use information
- To provide the Service: scheduling with conflict detection, compliance and hours tracking, signoffs, billing, and the student portal.
- To send transactional messages such as invitations, password resets, lesson reminders, and billing notices, subject to each person's communication preferences where they apply.
- To respond to demo and support requests.
- To secure, maintain, and improve the Service, and to detect misuse.
- To meet legal obligations.
We do not sell personal information, and we do not use student data for advertising.
4. Who can see information
- The school: its administrators and staff see their own school's data according to their role. Schools cannot see each other's data.
- Instructors: see the students, lessons, and records needed to teach and sign off their work.
- Students: see only their own records through the student portal.
- PacificAI Systems staff: access School Data only when needed to provide support or maintain the Service, and under confidentiality obligations.
- Service providers: we use providers for database hosting and authentication, payment processing, and email delivery. They process information only to provide those services to us.
- Legal requirements: we may disclose information where required by law or to protect rights and safety.
5. Retention and deletion
We keep School Data while the school's account is active. Training and compliance records may need to be kept by the school for regulatory or insurance purposes, so schools should export what they must retain before closing an account. After an account is closed we delete or anonymize School Data within a reasonable period, except where we must keep it by law or for backup integrity until backups expire. Demo-request information is kept only as long as needed to follow up and for our business records.
6. Security
We use safeguards appropriate to the sensitivity of the information, including role-based access controls, per-school data isolation, encrypted connections, and hashed credentials. No system is perfectly secure. If a breach creates a real risk of significant harm, we will notify affected schools and report to the appropriate privacy commissioner as required by law.
7. Where information is processed
Our service providers may store or process information in Canada or in other countries, including the United States. Information processed outside Canada may be accessible to courts and authorities in those countries under their laws. Contact us if you would like more detail about our service providers.
8. Your rights
Subject to applicable law, you may:
- request access to the personal information we hold about you;
- ask us to correct inaccurate information;
- withdraw consent or ask us to delete information, subject to legal and contractual retention needs; and
- complain about our handling of your information.
For student or instructor records held on behalf of a school, we will direct your request to the school, or assist the school in responding. Send requests to contact@PacificAI.systems; we respond within 30 days.
9. Cookies
We use essential cookies and similar storage to keep you signed in and secure the Service. We do not use third-party advertising cookies.
10. Children and minors
The Service is used by schools for adult commercial-licence training. Accounts are intended for people 18 and older; if a school enrols a younger person where permitted, the school is responsible for any required parental or guardian consent.
11. Changes
We may update this policy. We will post the new version here with a revised date and notify account holders of material changes.
12. Contact and complaints
Privacy Officer, PacificAI Systems Inc., Beaumont, Alberta, Canada
Email: contact@PacificAI.systems · See Legal Contacts.
If you are not satisfied with our response you may contact the Office of the Privacy Commissioner of Canada or the Office of the Information and Privacy Commissioner of Alberta.