Privacy Policy

Last updated: September 13, 2026

1. Who we are

This policy covers WellRun ("we", "us", or "our"). We build custom software for businesses. Our business address is [Business Address]. You can reach us about privacy at support@wellrunsoftware.ca.

This policy explains what personal information we collect, why we collect it, who we share it with, how long we keep it, and what choices you have. It applies to:

• People who visit our website.
• People who contact us about a project.
• Our clients, and the people at their businesses who work with us.
• Personal information we handle while building or running software for a client.

2. Information we collect

When you visit our website

Our website is hosted by a third party hosting company. Like almost every website, their servers keep basic technical logs when a page loads. These logs can include your IP address, browser type, device type, the page you asked for, the page that sent you to us, and the date and time of the visit. These logs are used to keep the site running, to fix problems, and to protect it from abuse.

We do not use advertising cookies, tracking pixels, or third party analytics on this website at this time. If we add analytics later, we will update this policy first and tell you what tool we use and what it collects.

When you use our live demos

Our demos run fully inside your web browser. Changes you make, and any file you upload to a demo, are saved in your own browser's storage on your device. They are not sent to us or to anyone else. You can remove this data at any time with the Reset demo button or by clearing your browser data.

When you contact us

If you book a call on our website, email us, or call us, we collect what you give us. This usually includes your name, email address, phone number, business name, and details about your business and the project you have in mind. Please do not send us sensitive personal information, such as health or financial account details, in your first message.

Calls are booked through Cal.com, a scheduling service. When you book, Cal.com collects your name, email, the time you pick, and any notes you add, and sends calendar invites to you and to us. Cal.com handles that information under its own privacy policy. We use it only to hold the call and follow up with you.

When you become a client

If you hire us, we also collect the information we need to run the project and get paid. This includes billing contact details, invoice and payment records, signed agreements, meeting notes, and messages about the project. We do not store full credit card numbers. Card payments are handled by our payment provider.

Data inside the software we build or run for you

To build, fix, move, or support your software, we may need access to your business data. This can include personal information about your customers, staff, and suppliers, such as names, phone numbers, email addresses, addresses, job history, and payment status. Section 5 explains how we handle this data.

3. How we use your information

We use personal information to:

• Reply to your questions and send you quotes.
• Plan, build, test, deliver, and support the work you hire us for.
• Send invoices, collect payment, and keep business and tax records.
• Send you important notices about your project, your account, or changes to our terms.
• Keep our website, systems, and client data secure.
• Meet our legal duties and protect our legal rights.

We do not sell personal information. We do not share it with anyone for their own advertising. We do not add you to a marketing email list unless you ask us to, and you can leave any list at any time.

4. Legal reasons we use your information

Some privacy laws, such as the GDPR in Europe and the UK, require us to state the legal reason we use personal information. Our reasons are:

• A contract. We need the information to give you a quote or to do work you hired us for.
• Legitimate interests. We need it to run our business in ways you would reasonably expect, such as keeping the website secure or replying to a message you sent.
• Legal duties. We need it to follow the law, such as keeping tax records.
• Consent. You told us we can use it for a certain purpose. You can take back your consent at any time.

5. Client data we handle for you

When we work with data that belongs to your business, you stay in control of it. In privacy law terms, you are the "controller" or "business" and we are the "processor" or "service provider". This means:

• We only use your data to do the work you asked for, or as the law requires.
• We do not use your data to train AI models, sell it, or use it for any other client.
• Only the people on our team who need access to do the work get access.
• Everyone on our team who handles client data must keep it confidential.
• When the project ends, or when you ask, we return or delete your data. We may keep a copy only where the law requires it or inside backups until they are deleted on their normal schedule.
• If we learn that your data has been accessed by someone who should not have it, we will tell you without undue delay.

You are responsible for making sure you have the right to share this data with us and to use it the way your software uses it. For example, if your software sends text messages or emails to your customers, you are responsible for getting any consent the law requires. If you need a separate data processing agreement, ask us and we will sign one.

6. Who we share information with

We share personal information only when we need to. The types of companies we share it with are:

• Hosting and cloud providers that run our website and the software we build for clients.
• Email, calendar, and file storage providers we use to talk with you and store project files.
• Payment and accounting providers that process invoices and payments.
• Messaging providers that send text messages or emails from software we build, when your project uses them.
• AI providers that power AI features in software we build, when your project uses them. We only send the data the feature needs, and we choose providers that do not use business data sent through their paid services to train their models.
• Contractors who help us on a project. They must follow the same confidentiality and security rules we do.
• Professional advisors such as lawyers and accountants.

These companies may only use the information to provide their service to us. We may also share information if the law requires it, to protect our rights or someone's safety, or as part of selling or merging our business. In a sale or merger, the new owner would have to follow this policy.

7. Where your information is stored

The providers we use may store information in countries other than the one you live in, including the United States and Canada. Privacy laws in those countries may be different from yours. When we move personal information across borders, we use providers that protect it with contracts and security measures that meet the law where you live.

8. How long we keep information

• Website server logs are kept by our hosting provider for a short time, usually a few days to a few weeks.
• Messages from people who don't become clients are kept for up to two years, then deleted.
• Client project records, agreements, and invoices are kept for as long as tax and business laws require, usually six to seven years.
• Client business data is kept only for as long as the project or support agreement needs it. Section 5 explains what happens after.

9. How we protect information

We take reasonable steps to protect personal information from loss, theft, and misuse. These steps include:

• Encrypting data when it is sent over the internet.
• Using strong passwords and two step login on the accounts we use for client work.
• Giving each person only the access they need.
• Using test data instead of real customer data when we can.
• Keeping software and systems up to date.

No system is perfectly secure. We cannot promise that information will never be accessed without permission, but we work to lower that risk and will act quickly if something goes wrong.

10. Your rights and choices

Depending on where you live, you may have the right to:

• Ask what personal information we have about you and get a copy.
• Ask us to fix information that is wrong or incomplete.
• Ask us to delete your information.
• Ask us to stop using or limit how we use your information.
• Take back consent you gave us.
• Complain to a privacy regulator, such as the Office of the Privacy Commissioner of Canada, a data protection authority in Europe or the UK, or your state attorney general in the United States.

To use any of these rights, email support@wellrunsoftware.ca. We may need to confirm who you are before we act. We will reply within 30 days. We will not treat you differently for using your rights.

If your information is inside software we run for one of our clients, please contact that business first. They control that data. If you contact us, we will pass your request to them and help them answer it.

California residents

In the last 12 months, we collected the kinds of information listed in Section 2: identifiers (such as name, email, and IP address), business contact details, commercial records (such as invoices), and internet activity (such as server logs). We collected it for the purposes in Section 3. We have not sold or shared personal information for targeted advertising, and we have no actual knowledge of selling or sharing the information of anyone under 16.

11. Children

Our website and services are for businesses. They are not meant for children under 16, and we do not knowingly collect their personal information. If you think a child has sent us personal information, email us and we will delete it.

12. Links to other websites

Our website may link to other websites. We are not responsible for how those websites handle your information. Please read their privacy policies.

13. Changes to this policy

We may update this policy when our business or the law changes. When we do, we will change the "Last updated" date at the top. If we make a big change, we will tell our current clients by email before it takes effect.

14. Contact us

If you have a question or a complaint about privacy, contact us:

WellRun
[Business Address]
support@wellrunsoftware.ca