This Privacy Policy explains how Asg Carrier Inc. collects, uses, stores and protects personal information in the course of running a mill race desk for cartage paperwork and computer integrated systems design from 320 Mill St, Woodstock - N4S 2X7, Canada (CA). The policy is maintained and reviewed by the developer ASG Carrier together with the desk management team, and it is written so that a reader without a legal background can understand what happens to information that reaches the desk.
We respect the trust that shippers, carriers, drivers and clients place in us when they share a name, a phone number, a waybill reference or a message. This document sets out what we collect, why we collect it, how long we keep it and how a person can ask for access, correction or deletion. If a section is unclear, the desk welcomes a direct question at ask@asgcarrier.buzz or by phone at +14353348503.
1. Scope of This Policy
This policy applies to every interaction with Asg Carrier Inc. that involves personal information, whether the interaction happens at the mill desk at 320 Mill St, Woodstock - N4S 2X7, Canada (CA), by telephone at +14353348503, by email to ask@asgcarrier.buzz, through the contact form on this website, or in the course of a cartage or systems design engagement. It covers information about shippers, consignees, drivers, warehouse staff, client employees and any other individual whose details reach the desk in connection with our work.
The policy does not cover the practices of third parties that we do not control. A receiving warehouse may keep its own visitor log, a fuel station may record its own transaction data, and a dispatch platform owned by another company may have its own terms. Where we pass information to such a party as part of a shipment, that party becomes responsible for the record it keeps, and the individual concerned should direct a question about that record to the party holding it.
We operate as one legal entity under the name Asg Carrier Inc. and we do not run separate brands with separate privacy practices. A message sent to any address at asgcarrier.buzz reaches the same desk and is handled under this single policy.
2. Identity of the Controller
The organisation responsible for the personal information described here is Asg Carrier Inc., a company operating from 320 Mill St, Woodstock - N4S 2X7, Canada (CA). The desk can be reached by email at ask@asgcarrier.buzz and by telephone at +14353348503 during business hours.
The desk management team acts as the internal privacy lead. Any request for access, correction, deletion or restriction should be addressed to the privacy lead at the email address above, with the subject line Privacy Request and enough detail for the desk to identify the relevant record. If a request reaches a general mailbox, it is forwarded to the privacy lead within one working day.
Where an engagement is delivered for a client organisation, Asg Carrier Inc. may act as a processor of information that belongs to that client. In such a case the client organisation determines the purpose of the processing and this policy applies to our handling of the data, while the client policy governs the relationship between the client and the individual.
3. Information We Collect
We collect only the information that a working desk needs to run a shipment, answer a question, complete a systems design engagement or comply with the law. The categories below describe the kinds of information we may hold.
Contact information
Names, job titles, company names, email addresses, telephone numbers and postal addresses of the people who contact or are contacted by the desk. This includes the shipper contact on a tender, the receiving contact at a consignee door, the driver who runs a lane and any client employee who joins a systems design project.
Shipment information
Waybill numbers, consignee names and addresses, commodity descriptions, pallet counts, dock sheet signatures, pickup and delivery windows, door numbers and appointment records. Shipment information frequently includes the name of an individual at the receiving door, because someone has to sign for the load.
Operational records
Driver notes written by hand, route check variance sheets, fuel fill records, odometer readings, dispatch confirmations and the internal booking sheets produced at each sitting. These records document how a run actually happened rather than how it was planned.
Website information
When someone visits this website, the server may record the internet protocol address, the browser type, the pages requested and the time of the request in order to keep the site available and secure. The contact form itself does not transmit data to a server; it prepares a message inside the visitor mail program, as explained in the relevant section below.
Project information
For systems design work, we may collect requirements documents, process descriptions, sample forms, system logs and the names of staff who use a system. A project can involve the flow of operational data that itself contains personal details, and we handle that data under the same standards as desk records.
Billing information
Invoice references, purchase order numbers, payment terms and the business contact details associated with an account. We do not store full payment card numbers at the mill desk; card payments are handled through the financial institution or processor engaged for the account.
4. How We Collect Information
Most information arrives directly from the individual concerned, from that individual employer, or from the document that travels with a load. A shipper sends a tender and names a consignee contact. A receiving clerk signs a dock sheet, and the signature becomes part of the record. A driver hands over a note, and the note is filed in the driver hand.
Some information arrives from another party to a shipment. A carrier may send an updated delivery window that includes the name of the person who will open the door. A warehouse may forward a visitor log entry so that the desk can match a signature. A fuel supplier may report a fill against a vehicle number and an odometer reading.
A smaller part is generated by the desk itself. Route check windows produce variance figures that describe a run, and those figures may be linked to the driver who ran it. Booking sittings associate a slot with a named driver and a named receiving contact. These generated records are personal information whenever they can be connected to an identifiable individual, and we treat them accordingly.
We do not buy personal information from data brokers, we do not build profiles of consumers, and we do not collect information about a person for purposes that are unrelated to the desk work described in this policy.
5. Purposes of Processing
We use personal information for the following purposes, each of which is tied to a concrete task at the desk.
- To receive, record and complete a shipment, including cutting a waybill, issuing a dock sheet and reconciling the returned sheet.
- To contact a shipper, a consignee or a driver about a load that is in progress or about to begin.
- To resolve a discrepancy, a delay or a damage report, using the driver note and the dock sheet as the factual base.
- To review fuel consumption and route variance so that the next plan is realistic.
- To book dock slots and confirm them in writing to the parties concerned.
- To answer a request for an archived record.
- To deliver and support a systems design engagement, including training the staff who will use a new tool.
- To issue invoices, reconcile payments and meet accounting obligations.
- To keep the website available and secure and to defend against abuse.
- To comply with a legal obligation, a court order or a lawful request from a public authority.
We do not use personal information for a new purpose without first assessing whether the new purpose is compatible with the original one. If a new purpose is materially different, we will seek consent where the law requires it and we will update this policy.
6. Legal Basis for Processing
Where Canadian privacy law applies, we handle personal information in line with the principles of fair information practice: we collect only what is needed, we explain why, we limit use to the stated purpose, and we give individuals a way to access and correct their information. Consent is obtained where the law requires it, and may be express or implied by the circumstances of the shipment.
Where the General Data Protection Regulation of the European Union applies to a particular engagement, we rely on one or more of the following bases: performance of a contract with the individual or with the organisation that employs the individual; compliance with a legal obligation; our legitimate interest in running a safe and reliable cartage desk and in keeping accurate records; and consent where no other basis is available.
Where a client organisation is the controller of the data and Asg Carrier Inc. acts as a processor, the client determines the legal basis, and the written agreement between the client and the desk sets out the instructions, the security requirements and the return or deletion of data at the end of the engagement.
7. Cartage Records and Waybills
A waybill is both a commercial document and a record that names people. It identifies a shipper contact, a consignee contact and often a driver, and it carries the minute a load was received at the bay. The same is true of the dock sheet that travels with the trailer and the route check sheet that closes the leg.
We keep these records because a shipment question can arrive long after the trailer has returned. A consignee may ask for proof of delivery, an insurer may ask for the signed sheet, a client may ask why a run took longer than planned. Without the original documents, the desk could only offer a recollection, and a recollection is not evidence.
Access to cartage records is limited to desk staff who need them for a live task, to the archive custodian, and to a client or a party to the shipment who can identify the record with a waybill number and a run date. We do not publish waybill records, and we do not disclose the contents of a waybill to an unrelated party.
8. Driver Notes and Handwritten Records
Driver notes occupy a special place in our records because they are written in the hand of the person who was present. A note may describe a locked gate, a receiver who refused a pallet, a road closure that forced a detour or a door that was not the one on the sheet. We preserve the handwritten original rather than replacing it with a typed paraphrase, because the original carries context and credibility that a summary loses.
A driver note is personal information about the driver as well as about the run. We therefore store notes beside the waybill that they describe, restrict access to desk staff and archive custodians, and avoid repeating the contents of a note in a channel where the driver would not expect it to appear. If a note contains information about a third party at a receiving door, that information is subject to the same standard.
If a driver asks to see a note that the driver wrote, we will provide a copy. If a driver believes an entry is inaccurate, the driver can ask for a correction, and the desk will add a correction note beside the original rather than altering the original text.
9. Fuel Logs and Route Data
Fuel logs record a vehicle, a driver, an odometer reading, a volume and a station. Route checks record a planned leg, a driven leg and the variance between them. Both sets of records exist to keep the desk honest about distance and consumption, and both involve personal information because a vehicle is assigned to a driver for a shift.
We compare fuel records to route checks so that a consumption anomaly can be traced to a real cause. The result may be discussed with the driver, but it is not used to make an automated decision about the driver employment. A person reviews the figures and speaks with the driver before any adjustment is made, and the desk keeps a record of that conversation.
Fuel and route data are retained for the period needed to answer a client question and to meet accounting and insurance requirements. After that period the data is destroyed or anonymised, so that individual runs can no longer be connected to a named driver.
10. Systems Design Engagements
The systems design bench takes on computer integrated systems work for organisations that run a physical process and need software to match it. A project often begins with a reading of existing paperwork and a walk through a yard or a warehouse, and it may involve access to operational data that contains personal details about staff, customers or counterparties.
We treat project data as confidential to the client. Access is limited to the project team, and the team uses the data only to design, build and test the system described in the engagement agreement. Where a client provides production data for testing, we prefer a de identified copy; where the real data must be used, we restrict it to the test environment and delete it when the test cycle ends.
At the close of a project, the client decides whether data is returned, deleted or retained under a support arrangement. We document the decision and follow it, and we do not reuse a client data set for another project.
12. Website Analytics
We keep our analytics modest. The web server records standard request information such as the internet protocol address, the browser agent string, the requested page and the time of the request. This information is used to keep the site available, to detect abusive traffic and to understand in broad terms which pages are visited.
Server logs are reviewed by the desk staff who maintain the site. Aggregated counts may be shared internally to decide which page needs work, but we do not use the logs to identify a visitor or to build a behavioural profile. Server logs are rotated and deleted on a regular schedule.
If we adopt a third party analytics service in future, we will choose a configuration that minimises personal data, we will describe the service in this policy, and we will provide a way to opt out where the law requires one.
14. Service Providers
Some functions at the desk are supported by service providers, for example email hosting, website hosting, accounting software and the records archive. A provider that handles personal information on our behalf is selected with care, is bound by a written agreement that requires confidentiality and appropriate security, and may use the information only to deliver the service we have asked for.
We review providers when an agreement begins and when it is renewed. We consider the sensitivity of the data, the location of the servers, the provider security posture and the provider record of handling incidents. A provider that cannot meet the standard we require is not engaged.
If a provider experiences an incident that affects our data, the provider is required to notify us promptly, and we handle the matter under our own breach response process described below.
15. International Transfers
Our desk is in Woodstock, Canada, and most records remain there. Some service providers may store data in other countries, and a systems design client may ask that a project run in a different region. When personal information leaves Canada, we assess the destination legal framework and the provider safeguards before the transfer begins.
Where the General Data Protection Regulation applies, a transfer outside the European Economic Area is made on a permitted mechanism, such as a standard contractual clause or an adequacy decision, and we keep a record of the mechanism used. Where the law of another jurisdiction imposes its own transfer rules, we follow those rules as well.
A person who wants to know where their information is stored may ask the privacy lead, and the desk will explain the relevant arrangement without disclosing information that would compromise security.
16. Retention of Records
We keep records only for as long as a concrete need exists. The periods below describe the ordinary practice at the desk; a specific matter may require a longer period where a claim, an audit or a legal requirement demands it.
- Waybill pairs, dock sheets and driver notes: retained at the mill desk archive for the period needed to answer shipment questions and satisfy insurance and accounting requirements, then destroyed or anonymised.
- Route check and fuel records: retained for the accounting and review cycle, then anonymised so individual runs are no longer identifiable.
- Contact messages and enquiries: retained while the matter is open and for a short period afterwards, then removed unless a record is needed for a client file.
- Invoice and payment records: retained for the period required by tax and accounting law.
- Systems design project data: retained according to the engagement agreement and deleted or returned at the close of the agreed support period.
- Website server logs: rotated on a regular schedule and deleted when the review cycle ends.
When a retention period ends, the record is destroyed in a way that prevents reconstruction, or it is anonymised so that it can no longer be linked to a person. A person who asks about the retention of a specific record will receive an explanation of the period that applies.
17. Security Measures
We protect desk records with physical, technical and organisational measures. The archive is kept in a locked area at the mill desk, and access is limited to staff and custodians who need it for a task. Digital records are held in accounts protected by strong authentication, and access rights are reviewed when a role changes.
Email containing personal information is handled with care, and sensitive documents are shared through a controlled link rather than an open attachment where the recipient arrangement allows it. Staff are trained to recognise phishing, to verify a request that changes payment details and to report a suspected incident immediately.
We do not claim that any system is perfectly secure. We do commit to reviewing our measures, to correcting a weakness when we find one, and to telling the people affected if an incident creates a real risk to their information.
18. Data Breach Response
A data breach is any incident that leads to the loss, unauthorised access, disclosure or alteration of personal information. When the desk suspects a breach, the privacy lead opens a response record, contains the incident and begins an assessment of what information was involved and who may be affected.
Where the law requires notification to a regulator, we notify within the required time and describe the nature of the incident, the information involved, the measures taken and the contact point for affected people. Where an incident creates a real risk of significant harm to an individual, we notify that individual directly and explain what they can do to reduce the risk.
After an incident is contained, the desk reviews the cause and changes the practice or the system that allowed it. The response record and the corrective actions are kept for review, and a client whose data was involved receives a written summary where the engagement agreement requires one.
19. Your Privacy Rights
Subject to the law that applies to a particular record, a person may exercise the following rights.
- The right to know whether we hold personal information about the person and to receive a copy of it.
- The right to ask how the information was collected, why it is held and to whom it has been disclosed.
- The right to request correction of information that is inaccurate or incomplete.
- The right to request deletion of information where no lawful reason remains to keep it.
- The right to withdraw consent where processing is based on consent, without affecting work already done.
- The right to object to a use that the person believes is unfair, and to ask for a restriction while a concern is reviewed.
- The right to receive information in a portable format where the law provides for portability.
- The right to complain to a privacy regulator.
A right is not absolute. A request may be limited by a legal retention duty, a contract that requires the record, or the rights of another person. Where we limit a request, we explain the reason in writing.
20. Making an Access Request
To make a request, write to ask@asgcarrier.buzz with the subject line Privacy Request, or call the desk at +14353348503. Include your name, a way to contact you and enough detail to locate the record, such as a waybill number, a run date or the name used on a shipment. If the request concerns another person, we may ask for evidence of authority to act on that person behalf.
We respond within thirty days of receiving a complete request. If the request is complex, we may extend the period once and will tell you why. There is no fee for a first request; a second request for the same record within a short period may carry a reasonable administrative cost, and we will quote that cost before doing the work.
If we cannot find a record, we tell you what searches were made. If we decline a request in whole or in part, we explain the reason and tell you how to complain.
21. Privacy for Children
The desk serves commercial shippers, carriers and organisations, and its services are not directed at children. We do not knowingly collect personal information from a child, and a visitor under the age of majority should not send personal details to the desk without the involvement of a parent or guardian.
If a record at the desk turns out to include information about a child, for example an after school delivery left with a young person at a receiving door, we limit the record to what the shipment requires and we do not use it for any other purpose. If a parent or guardian believes a child has sent personal information to the desk, that person can ask us to delete it, and we will act promptly.
22. Marketing Communications
We send very little marketing. A client or a correspondent may receive a note about a service change, a new desk arrangement or an update to this policy, and such a note is connected to an existing relationship rather than to a purchased list.
A person who does not want to receive these notes can reply with a request to stop, call the desk, or write to ask@asgcarrier.buzz. We honour the request promptly and keep a suppression record so that the address is not contacted again for marketing purposes. Transactional messages about a live shipment are not marketing and continue while the shipment is in progress.
23. Third Party Websites
This website may link to the site of a shipper, a carrier, a regulator or a software provider. Those sites are run by other organisations and have their own privacy practices. We do not control their content or their data handling, and a visitor who follows a link should read the privacy notice on the destination site.
We do not embed third party tracking widgets on this site, and we do not pass a visitor identity to a linked site through the link itself. A link is provided for convenience and does not imply that we endorse the practices of the destination.
24. Automated Decisions
The desk does not make decisions with a legal or similarly significant effect on a person through automated processing alone. Route checks and fuel reviews produce figures, but a member of the desk reads those figures, speaks with the driver where needed and records the outcome. A slot booking is confirmed by a person at the sitting, not by an unattended algorithm.
If a future system introduces an automated element that affects a person, we will describe the logic, the significance of the decision and the available human review in this policy, and we will provide a way to ask for that review.
25. Changes to This Policy
This policy is reviewed at least once a year and whenever the desk changes a practice that touches personal information. When a change is material, we update the date at the top of the page and, where the change affects an existing relationship, we send a short notice to the contact address on file.
Earlier versions are kept with the policy record so that a person can see what the policy said when a record was created. A copy of the current policy is available at the mill desk on request, and the desk can send a printed copy by post where that is the preferred method.
26. Complaints and Contact
If you believe that we have not handled your information properly, please tell us first. Write to ask@asgcarrier.buzz with the subject line Privacy Complaint, or call +14353348503 and ask for the privacy lead. Describe what happened, when it happened and what outcome you are seeking, and include any reference that helps us locate the record.
We acknowledge a complaint within five working days and aim to resolve it within thirty days. If we need more time, we tell you why and give a revised date. Our reply explains what we found, what we changed and what you can do next.
If you are not satisfied with our response, you may complain to the privacy regulator in your jurisdiction. In Canada, the Office of the Privacy Commissioner of Canada receives such complaints. In the European Union, the supervisory authority of your member state receives them. We will cooperate with a regulator inquiry and provide the records it needs.
Asg Carrier Inc. remains reachable at 320 Mill St, Woodstock - N4S 2X7, Canada (CA), by email at ask@asgcarrier.buzz and by telephone at +14353348503 for any question about this policy.