Privacy Policy
Effective date: 1 January 2026. Last reviewed: 1 January 2026.
This Privacy Policy is published by Bds Truckline Ltd., 319 Rigmor Street Ss 4, Warman - S0K 4S3, Canada (CA). BDS Truckline is the developer name used for the website and for the freight coordination tools described in this document. Questions about this policy can be sent to billing@bdstruckline.mom or raised by telephone at +14348855611.
1. Who We Are
Bds Truckline Ltd. is a company registered and operating in Canada, with its office and freight yard at 319 Rigmor Street Ss 4, Warman - S0K 4S3, Canada (CA). The company coordinates scheduled freight loads, regional haulage routes, secure load strap-down work, warehouse transfer runs, farm machinery moves and seasonal contract haulage for shippers, farms and warehouses across the prairie corridor around Warman. The website at https://www.bdstruckline.mom is operated by the company and presents those services, the dispatch desk contact details and the legal notices that govern the website.
In this Privacy Policy, the terms we, us and our refer to Bds Truckline Ltd. The terms you and your refer to any person who visits the website, contacts the dispatch desk, requests a route or quote, or otherwise interacts with the company. BDS Truckline is the developer name that appears in the website build, in the page source and in the operational documentation for the freight coordination tools that the desk uses. The developer name is separate from the registered company name, and it should never be treated as a different legal entity.
The company is responsible for the personal information that it holds and processes in the course of running its freight and haulage coordination business. That responsibility covers the website, the contact forms, the email and telephone channels, the route sheets, the strap inspection records and the seasonal contract files. It does not cover personal information that belongs to an independent carrier, warehouse or farm with which the company does business, unless that information has been shared with the company for a specific operational purpose.
2. Scope of This Policy
This policy applies to personal information collected through the website, through email sent to billing@bdstruckline.mom, through telephone calls to +14348855611, and through the operational records that the dispatch desk keeps while coordinating freight and haulage work. It describes what information is collected, why it is collected, how it is used, how long it is kept and how a person can exercise the rights that apply to it.
The policy does not apply to the internal records of other companies, to information that is publicly available in registers or published sources, or to anonymous operational data that cannot be linked to an individual. Where the company handles information on behalf of a customer under a written haulage contract, the customer remains responsible for the lawfulness of that information and for informing the individuals whose details are supplied. In such cases the company acts only on the documented instructions of the customer, unless the law requires otherwise.
The policy also does not replace any separate contractual notice, carrier agreement or warehouse access rule that may apply to a particular shipment. Where a formal agreement contains privacy provisions that differ from this policy, the agreement governs the operational records covered by that agreement, and this policy continues to govern the public website.
3. Information We Collect
The company collects only the information that it needs to answer an enquiry, plan a load, secure a shipment, deliver a service and keep accurate business records. The categories below describe the information that may be collected. Not every category applies to every person.
- Contact details such as name, company name, postal address, email address and telephone number.
- Enquiry details such as the subject of a message, the cargo description, the loading and delivery addresses and the preferred dates.
- Operational details such as trailer class, deck plan, strap count, axle weight estimates and the names of drivers or dock staff involved in a load.
- Billing details such as invoice references, purchase order numbers, payment status and the business contact who receives invoices.
- Correspondence such as emails, call notes, written route amendments and signed delivery confirmations.
- Technical information such as the internet protocol address, browser type and the pages visited when someone uses the website.
- Photographs of cargo, machinery, trailers and loading areas that are taken for safety, condition or record keeping purposes.
The company does not ask for sensitive personal information such as health data, financial account credentials or government identification numbers through the website contact form. If such information is received by accident, the desk will delete it or return it as soon as it is identified, unless there is a legal obligation to keep it.
4. How We Collect Information
Most information arrives directly from the person who contacts the desk. A shipper may send a brief by email, fill in the contact form, telephone the office or hand a route sheet to a driver at the loading dock. In each case the information is recorded in the same operational folder so that the plan, the load and the delivery confirmation remain together.
Some information arrives indirectly. A warehouse may forward a pick list, a farm may send a machinery inventory, or a carrier may pass on the name of a dock supervisor who will receive the goods. The company treats this forwarded information with the same care as information received directly, and it limits use to the purpose for which it was supplied.
A small amount of technical information is collected automatically when the website is used. This includes the internet protocol address, the browser and device type, the pages visited and the time of the visit. The website does not run advertising trackers and does not build a profile of browsing behaviour across other sites.
5. Why We Use Information
The company uses personal information to answer enquiries, prepare route drafts and strap counts, confirm booking windows, coordinate drivers and equipment, create invoices, keep the seasonal contract ledger up to date and resolve any question that arises after delivery. Each use is tied to a specific operational purpose, and the desk does not collect information simply because it might be useful one day.
Information may also be used to improve the service. For example, a recurring delay at a particular loading dock may lead the desk to change a route window or to ask a shipper to adjust a pick-up time. Where such an improvement requires a review of past records, the review is limited to the records that are relevant to the change, and personal details are removed where they are not needed.
In limited circumstances, information is used to meet legal duties. These duties include tax and accounting requirements, insurance and claims handling, compliance with road transport rules and responding to a lawful request from a public authority. When information is used for a legal duty, the company keeps the use as narrow as the duty allows.
6. Legal Bases for Processing
Where Canadian privacy law applies, the company processes personal information with the knowledge and consent of the individual, except in the specific situations where the law permits collection or use without consent. Those situations include an emergency involving a threat to life or safety, a legal requirement, and the investigation of a breach of an agreement or a contravention of law.
Where the general data protection rules of another jurisdiction apply, the company relies on one or more of the following bases: performance of a contract with the person or with the company that the person represents; compliance with a legal obligation; the legitimate interests of the company in running a freight coordination business, provided those interests are not overridden by the rights of the individual; and consent where consent is the appropriate basis, such as an optional marketing message.
The company does not rely on consent where the processing is necessary to deliver a service that the person has requested. A shipper who asks for a route draft expects the desk to use the loading address, the delivery address and the cargo details to prepare that draft, and withdrawing consent for that use would prevent the service from being performed.
7. Freight and Load Records
Freight coordination generates a specific family of records that deserve their own explanation. These records include the route sheet, the deck plan, the strap inspection note, the photograph of the secured load, the delivery confirmation and any ordinary note about an exception. They are created so that a load can be planned safely, secured correctly and traced after delivery.
A typical record names the shipper, the receiver, the driver, the trailer and the dock contact. It may also record the time of departure, the time of arrival, the number of straps used and the result of the inspection. Some of these details are business information rather than personal information, but names, signatures, telephone numbers and photographs can identify an individual, and the company treats the whole record with the same protection.
Freight records are kept for the period described in the retention section of this policy. They are available to the customer who commissioned the load and, where appropriate, to an insurer or a public authority that has a lawful reason to see them. They are never sold and never used to build an advertising profile.
10. Service Providers
The company works with a small group of service providers who help it run the office. These providers may include a website hosting company, an email provider, an accounting platform and an insurance broker. Each provider is expected to handle personal information only for the purpose for which it was engaged and to keep it secure.
Where a provider processes information outside Canada, the company takes reasonable steps to confirm that the provider is subject to privacy obligations that are comparable to those that apply in Canada. The company remains accountable for the information that it hands to a provider and will act promptly if a provider reports an incident. A list of providers is maintained internally and is reviewed when a provider changes or when a new service is adopted.
11. How Long We Keep Information
Contact enquiries that do not lead to a booking are kept for twelve months and then deleted, unless the person has asked to be added to a seasonal contact list. Freight and load records are kept for seven years, which allows the company to respond to a claim, satisfy an insurer and meet accounting requirements. Billing records follow the same seven year period or the period required by tax law, whichever is longer.
Photographs of machinery and cargo are kept with the load record and are deleted at the end of the retention period. A photograph that is needed for an active claim is kept until the claim is closed. When a record reaches the end of its retention period, it is securely destroyed or anonymised so that it can no longer be linked to an individual.
A person may ask the company to delete information that is not subject to a retention duty. The desk will confirm what can be deleted, complete the deletion within a reasonable time and explain why any remaining record must be kept. Deletion requests do not remove a record that an insurer or a public authority requires the company to hold.
12. Storage and Security
Personal information is stored in the office file system at 319 Rigmor Street Ss 4, Warman - S0K 4S3, Canada (CA) and in the email and accounting platforms used by the desk. Paper route sheets are kept in a locked cabinet, and access to the electronic records is limited to the staff who need them to plan, secure or invoice a load.
Security measures include restricted accounts, a requirement for strong passwords, routine backups and a practice of removing a former staff member from the system on the last day of employment. The company also trains the desk on the handling of photographs, signatures and delivery confirmations, because a careless photograph of a loading area can reveal more than intended.
No system can be perfectly secure. If a visitor suspects that a message sent to the company has been intercepted or that a record has been exposed, they should contact billing@bdstruckline.mom or telephone +14348855611 so that the desk can investigate and take the appropriate steps.
13. International Transfers
The company operates in Canada and generally stores its records within Canada. Some service providers, such as an email host or an accounting platform, may process data in another country. When that happens, the information is subject to the laws of that country, and a foreign authority may be able to obtain access to it under its own legal process.
The company selects providers that publish a clear privacy commitment and that offer reasonable technical safeguards. For an international transfer that involves a substantial volume of personal information, the company reviews the provider arrangement before the transfer is made and records the review. A person who wants to know whether a particular record has been transferred may contact the desk, and the desk will answer to the extent that it can without disclosing information about another person.
14. Your Rights
Subject to the law that applies, a person may request access to the personal information that the company holds, ask for a correction where the information is inaccurate, ask for deletion where there is no legal duty to retain it, object to a particular use, ask for a copy of the information in a portable form and withdraw a consent that is not required for the performance of a contract.
A request should identify the person, describe the information involved and give enough detail for the desk to locate the record. The company may ask for reasonable proof of identity before releasing information, because a route sheet can contain the names and contact details of several people. A response is normally provided within thirty days. If more time is needed, the person will be told why and when to expect the answer.
There is no charge for a routine access request. A fee may apply where a request is unusually broad or requires a significant amount of copying, and the person will be told the amount before the work begins. If a request is refused, the company will explain the reason and describe the available route of complaint.
15. Access and Correction Requests
Access requests may be sent by email to billing@bdstruckline.mom or by post to Bds Truckline Ltd., 319 Rigmor Street Ss 4, Warman - S0K 4S3, Canada (CA). A clear subject line such as privacy access request helps the desk route the message to the right person. The desk will confirm receipt and explain any additional information it needs.
A correction request should state what is wrong and what the correct information is. Where the company agrees, the record is updated and, if the record was previously shared with a carrier or a warehouse, the company makes a reasonable effort to notify the recipient of the correction. Where the company does not agree, it will note the correction request on the file so that the disagreement is visible to anyone who later reviews the record.
The company keeps a short log of access and correction requests so that it can show that requests were handled consistently. The log records the date, the type of request and the outcome, but it does not repeat the personal details that were the subject of the request.
16. Privacy for Children
The website and the freight coordination services are intended for businesses and adults. The company does not knowingly collect personal information from a child under the age of thirteen, and it does not direct any part of the service to children. The contact form is not a place for a child to send personal details or photographs.
If the company learns that it has received personal information from a child without the consent of a parent or guardian, the desk will delete the information as soon as it is identified. A parent or guardian who believes that a child has sent information to the company may contact billing@bdstruckline.mom and ask for its removal. The desk will act on that request without asking the child to justify it.
17. Telephone and Text Communications
The dispatch desk answers calls at +14348855611 during business hours. A call may be recorded only where the desk has announced the recording and the caller has had a chance to object. Call notes that are taken during a conversation are kept with the relevant load or enquiry record and are used to plan the work, confirm a route window or resolve a question.
The company may send a short text message to confirm a pick-up time or a change in the route. Texts are kept to operational information and are not used for promotions unless the person has separately agreed to receive them. A person may ask the desk to stop sending texts at any time, and the request will be noted on the contact record.
18. Marketing and Business Contact
The company does not run a large marketing operation. It may send an occasional email to a shipper or farm that has asked to hear about the winter route calendar or the start of a seasonal contract window. Each message includes a way to unsubscribe, and an unsubscribe request is actioned promptly.
Business contact details that appear on a business card or in a public directory may be used to make a direct approach about a possible haulage need. A recipient of such an approach may ask the company to stop contacting them, and the desk will add the request to a suppression list so that the contact is not repeated. The suppression list is kept only for that purpose.
19. Third Party Sites
The website may contain a link to an outside site, such as a map service or a public transport regulator. The company does not control those sites and is not responsible for their privacy practices. A visitor who follows a link should read the privacy notice of the site that they reach before providing any personal information.
The presence of a link is not an endorsement of every practice on the linked site. If a linked site becomes unreliable or inappropriate, the company will remove the link when the issue is brought to its attention.
20. Automated Decisions
The desk uses simple scheduling tools to compare route windows and trailer availability, but it does not make a decision with a legal or similarly significant effect about a person through automated processing alone. A route draft is reviewed by a member of the desk before it is sent to a customer, and a strap plan is checked by the crew that will secure the load.
If the company later adopts a tool that produces a recommendation, the recommendation will be treated as an input to a human decision rather than as the decision itself. The desk will explain the basis of a route or strap recommendation to a customer who asks for the reasoning.
21. Breach Response
If the company becomes aware of a breach of its safeguards, it will take immediate steps to contain the breach, assess the risk to individuals and restore the security of the affected records. Where the breach creates a real risk of significant harm, the company will notify the affected individuals and the relevant privacy regulator as required by law.
The notice will describe the information involved, the likely consequence, the steps that have been taken and the steps that an affected person can take to reduce the risk. The company keeps a record of the breach, the investigation and the response so that it can improve its safeguards and answer questions from a regulator. A person who notices something unusual about a message that appears to come from the company should report it to billing@bdstruckline.mom.
22. Changes to This Policy
The company reviews this policy at least once a year and whenever a significant change is made to the website, the contact channels or the operational records. A change is published on this page with a revised effective date. Where the change affects the way that existing information is used, the desk will take reasonable steps to bring the change to the attention of the people who are affected.
Continued use of the website after a change is published indicates acceptance of the revised policy. A person who does not accept the change may stop using the website and may ask the desk about the options that apply to a record that the company holds. The previous version of the policy is kept internally for reference.
23. How to Contact Us
Privacy questions, access requests and complaints may be sent to billing@bdstruckline.mom or raised by telephone at +14348855611. Written correspondence may be addressed to Bds Truckline Ltd., 319 Rigmor Street Ss 4, Warman - S0K 4S3, Canada (CA). The desk aims to acknowledge a privacy message within two business days and to provide a substantive answer within thirty days.
A person who is not satisfied with the answer may raise the matter with the Office of the Privacy Commissioner of Canada or with the privacy regulator in the jurisdiction where the person lives. The company will cooperate with a regulator that reviews a complaint and will provide the records that the regulator is entitled to see. Nothing in this policy limits a right that a person has under applicable law.