Privacy Policy

What data we collect

If you join our waitlist before signups open, we collect only three things: the email address you want us to write to, your name, and, if you choose to add one, a short note of up to 160 characters about your vehicle or setup. Joining the waitlist does not create an account, and we ask for nothing else. See “The waitlist” below for the whole picture.

When you create an account and use OberBuilt, we collect: your account email and profile details; the vehicles you add (make, model, year, and tuning profile); the datalogger CSV files you upload and any optional notes you attach to them; the analysis verdicts we return; your credit purchase and usage history; your notification preferences; the share links you create for your reports and any chart layouts you save; a record of the devices you have signed in from, so we can warn you about a sign-in from a new one; records of the consent and ownership-attestation choices you make; anything you send us if you apply to the tuner program, and any corrections you submit as a reviewer; and a technical record of any error the site hits while you are using it (see “Diagnostic data” below).

That is the list. We ask for what the analysis and your account actually need and nothing beyond it, we do not buy information about you from anyone else, and we do not require you to consent to anything unrelated as a condition of using the service.

The notes you add to an upload are never seen by the language model that writes the summary in your report.

Why we collect it

We collect this so we can run your upload through the OberBuilt Analysis Engine and return a report on what your log shows, keep a history you can revisit, and process credit purchases through WooCommerce. We do not sell your data.

Waitlist details are used only for the waitlist: to confirm that the address is really yours, to manage the order in which people are let in while access is limited, to tell you about your place on the list, and to email you an invitation if and when you are admitted. We ask for your name so we can address that invitation and set up your account if you are admitted. We do not use a waitlist entry to market anything else to you, and we do not use it to build a profile of you.

The waitlist

Before signups open to everyone, you can ask for a place on our waitlist. Joining does not create an account and gives you nothing to sign in to. It is a list of people to invite, and that is all.

Confirming your address. When you submit the form we send you one email asking you to confirm it. Your entry sits idle until you use the link in that email, and the link stops working after 48 hours. If you never confirm, your entry is deleted automatically 14 days later.

What the waitlist does not keep. The waitlist itself does not record your IP address. To stop one script from flooding the form, we count recent signups against a scrambled, one-way version of your IP address, and that count is thrown away within an hour of your last attempt. Our web host’s server logs still record the IP address of every visit to the site, including this form. The confirm and unsubscribe links are protected in a similar way: we store only a scrambled version of each link’s code, so the link in your inbox cannot be rebuilt from our records.

Our own record of what happened. We keep an internal log of waitlist events (joined, confirmed, admitted, removed) recording the action, when it happened and the entry’s row number. That log holds no email address, no name and no note. With your entry we also record when you joined, when you confirmed, and which version of the consent wording you saw, so we can show what you agreed to. To manage the order in which people are invited, we may give your entry an internal priority or label.

Email you will get, and leaving. While you are on the list, the first message we send is the request to confirm your address. If you join again with the same address before confirming, we send that same message again, but not more than once in 24 hours. After that we write only when there is news about your place: for example, if we invite you, or if the waitlist closes. Every waitlist email has an unsubscribe link. Using it deletes your entry straight away; we do not keep it under an “unsubscribed” flag. Copies in our web host’s backups are deleted as those backups age out, within a limited time. You can also unsubscribe by writing to support@oberbuilt.ca; we act on that within 10 business days, usually much sooner. If you are admitted, we create your account and send one invitation to set your password. Like every waitlist email, it has an unsubscribe link. From then on the rest of this policy covers you.

Who else sees it

We do not sell your data, we do not rent it, and we do not use it to advertise to you. Outside OberBuilt, it is seen only in these situations.

Paying for credits. Purchases run through WooCommerce and the payment provider our store is set up with. They handle the card; we never see or store card numbers. What we keep is the order and the credits it bought.

Email. Messages we send you, such as a waitlist confirmation, a notice that a result is ready, or a receipt, go out through WHC.ca.

Tuner reviewers. If you opted in to let an upload help improve future analysis, a reviewer in our tuner program may see that analysis. What they are shown carries no account, name, email or vehicle detail. The list they browse is built without those details in it at all. If you did not opt in, no reviewer sees your analysis at all. (Reviewers can also review analyses they uploaded on their own account; those are their own data, not yours.)

Where your information is handled. Your account, the files you upload and the website’s backups are stored by our web host, WHC.ca, on servers in Canada. The analysis itself runs on computers OberBuilt owns and controls, in Manitoba, Canada. That includes the written explanation in your report: it is produced by a language model we run ourselves, so your log and your report are not handed to an outside company to write it. The model writes up what the analysis found; what to do about it is still your decision. Email goes through WHC.ca, whose servers are in Canada. When the store opens, we will name the payment processor here before it handles anything. We stay responsible for your information wherever it is handled, and we use contracts or other means to require a comparable level of protection from anyone who handles it for us.

When the law requires it. We may disclose information if a law, a court, or a regulator requires us to, and to protect our rights or someone’s safety. We will not do it because somebody simply asked.

How long we keep it

Uploads are not open yet. When they open: a raw log file you upload is deleted from this website 90 days after the last analysis that used it. Our analysis engine deletes its own copy of each job, including its files and notes, about 90 days after the original upload; a nightly job does this, so it is a target, not a promise to the day. The backup copies the engine keeps then take up to 33 more days to age out. Records of the consent choices you made, and an internal audit log that holds no file contents, are kept as proof of what you agreed to. Your analysis results and history stay in your account until you delete them or your account.

Waitlist entries run on their own clock. An entry you never confirmed is deleted automatically 14 days after you created it. An entry you unsubscribe from is deleted the moment you click the link. A confirmed entry stays on the list until you unsubscribe, until you ask us to erase it, or until the account we create for you when you are admitted is deleted. Deleting that account removes the matching waitlist entry too, because both are found by the same email address. If we close the waitlist for good, we delete the entries still on it.

When you accept, or withdraw from, our Terms of Use. We keep a record of that: which version you accepted, when you accepted it, a fingerprint of the exact text you were shown, a one-way hash of your network address, and your browser’s description of itself. We do not keep the network address itself, only a scrambled value that cannot be turned back into it. If you later withdraw your acceptance, we keep the same record of that: which version you withdrew from, when, and the same technical details. Withdrawing does not remove the record that you accepted; both events stay on file, in order.

We keep that record after you delete your account, because it is our proof that an agreement was made. It is never used to contact you, it is never shared with anyone, and it holds nothing about your vehicles, your uploads or your analyses. You can get a copy of it any time through the export in your account.

Your purchase and credit records are kept. We are required to hold records of what was sold and paid for, so your order history and your credit ledger stay on file after everything else is erased. They are no longer attached to an account and are never used to contact you.

How we protect it

The datalogger files you upload are stored outside the part of the server the web can reach, so they cannot be fetched by guessing a URL. They are available to the signed-in account that uploaded them and to the people at OberBuilt who run the service.

Your password is handled by WordPress and we never store it in a form we could read. Waitlist confirmation and unsubscribe links are stored only as a hash, so the link in your inbox cannot be rebuilt from our records. Diagnostic records have your IP address, your email address and the contents of your upload stripped out before they are stored at all.

Access to customer data inside OberBuilt is limited to the people who need it to run the service. No system is perfectly secure, and we will not pretend otherwise. If something goes wrong that affects your information, we will tell you and the regulator where the law requires it.

Diagnostic data

When something goes wrong on the site, such as a page failing to load, we record a technical description of the fault so we can find and fix it. That record contains the type of error, the file and line in our own code where it happened, which part of the site you were using, and your account ID.

It deliberately does not contain the error's own text, anything from the file you uploaded, your email address, or your IP address. We strip those out before the record is stored, because an error message can quote back data you gave us.

These records are kept for up to 30 days and then deleted automatically. A short summary of each fault (the error type, where in our code it happened, and how many people it affected) may also be sent to our own error-tracking server, which we run ourselves on our own hardware. It is not a third-party service, and your account ID is not included in what is sent.

The diagnostic records we kept about errors you ran into are deleted along with everything else. A summary of each fault stays on our own error-tracking server so we can still fix it, but it was never linked to you. It carries no account, name, email or address of any kind.

Your export and delete rights

You can request a full export of your data at any time, and you can permanently delete your account and its data. Both actions are available from the Data & Privacy tab in your account. A small set of records survives account deletion because we are required to keep them (see “How long we keep it” above), and “Consent, attestation & research use” below sets out exactly what deletion covers, including how long backup copies take to age out. When you accept our Terms of Use we keep a record of that too, for a different reason: it is our proof that an agreement was made. “How long we keep it” above sets out exactly what that record contains.

You can also see and correct what we hold: your account details and your vehicle profiles are editable in your account at any time. If something we hold about you is wrong and you cannot change it yourself, tell us and we will correct it.

If you are on the waitlist, you have the same rights without having an account, because your entry is held against your email address. The quickest way to leave is the unsubscribe link in any waitlist email, which deletes your entry on the spot. To get a copy of what your entry holds, to correct it, or to have it erased, write to support@oberbuilt.ca from the address you signed up with. We reply within 30 days.

Cookies

We use only cookies the site needs to work, such as keeping you signed in. The Analysis Engine adds one, oae_known_device, and only after you sign in: it recognises a browser you have used before, so we can email you when your account is used from a new device. It lasts one year. We do not use advertising or analytics cookies, so there is no consent banner. If we ever add an optional cookie, nothing optional will be set until you agree. Every cookie is listed on our Cookies page.

Who is accountable, and how to complain

OberBuilt Inc., a Manitoba corporation, is responsible for the personal information in its care, including anything we give a service provider to handle for us. Our privacy officer, our Chief Executive Officer, is accountable for this policy and for how we follow it. You can reach them at support@oberbuilt.ca or by mail at OberBuilt Inc., 612 - 3336 Portage Avenue, Winnipeg, MB R3K 2H9, Canada.

Ask us anything: what we hold about you, why we hold it, who has seen it, or how to get a copy, correct it or have it erased. We reply within 30 days to requests to access, correct or erase your personal information. If we need longer, we will tell you why before those 30 days are up. Ordinary questions are usually answered within 3 to 5 business days.

If our answer is not good enough, you can complain to the Office of the Privacy Commissioner of Canada. If you live in Quebec, you can complain to the Commission d'accès à l'information du Québec. It is usually faster to contact us first, and the Commissioner may ask whether you have.