Privacy Policy

Effective date: June 12, 2018

Using Trailmark’s services will require you to share some information with us. So, protecting your privacy is a top concern. This Privacy Policy describes your rights and protections under privacy law, and explains Trailmark's policies and procedures for collecting, using and disclosing your information when you use the software service and websites offered by Trailmark Systems Inc. (the Services)

We will not use or share your personal information with anyone except as described in this Privacy Policy. By using the Services, you consent to our use of your information in accordance with this Privacy Policy. This Privacy Policy is intended to meet our duties of transparency under the "General Data Protection Regulation" or "GDPR". For the purpose of this privacy policy, the data controller is Trailmark Systems Inc., Suite 412 - 645 Fort St., Victoria, BC, Canada, V8W 1G2.

How to contact us

If you have any questions about our practices or this Privacy Policy, please contact us at

Your rights relating to your Personal Data

You have the right under this Privacy Policy, and by law if you are within the EU, to: Request access to your Personal Data. If you are within the EU, this enables you to receive a copy of the Personal Data we hold about you and to check that we are lawfully processing it.

Request correction of the Personal Data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.

Request erasure of your Personal Data. This enables you to ask us to delete or remove Personal Data where there is no good reason for us continuing to process it. You also have the right if you are within the EU to ask us to delete or remove your Personal Data where you have exercised your right to object to processing (see below).

Object to processing of your Personal Data. This right exists where we are relying on a legitimate interest as the legal basis for our processing and there is something about your particular situation, which makes you want to object to processing of your Personal Data on this ground. You also have the right to object where we are processing your Personal Data for direct marketing purposes.

Request the restriction of processing of your Personal Data. This enables you to ask us to suspend the processing of Personal Data about you, for example if you want us to establish its accuracy or the reason for processing it.

Request the transfer of your Personal Data. If you are within the EU, we will provide to you, or a third party you have chosen, your Personal Data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

How to exercise your rights

If you want to exercise any of the rights described above, please contact us using the contact details provided.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your Personal Data (or to exercise any of your other rights). This is a security measure to ensure that Personal Data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Marketing communications preferences

You can ask us to stop sending you marketing messages or modify your email preferences at any time through any of the following methods:

by following the opt-out links on any marketing message sent to you; or

by contacting us at any time using the contact details provided.

Information Trailmark collects

We collect information from our users in two ways: information you choose to give us and information we get when you use our services.

Information you choose to give us

Registering for our software service requires you to give us some basic information that we use to provide the best service to you. This information includes your name, email address, unique username and password. Also, when you use Trailmark software you may choose to share additional information about you, or your community members, such as a profile picture or date of birth. As an administrator of a Trailmark account you can also manage user accounts including their email addresses and names.

Although you retain all ownership and/or control of any spatial data, images, videos, textual data, documents, etc. you upload to your Trailmark account and database, doing so also grants us access to this information and data. Please note that with a paid subscription plan a software service and data sharing agreement is signed by you as the client and data owner and Trailmark Systems as the software service provider.

When you contact Trailmark Support or communicate with us in any other way, we’ll collect whatever information you volunteer.

Information we get when you use our Services

We collect information about your activity through our services. For example, we may collect information about how you use the software.

Our website uses cookies to get relevant information that helps us further develop our services. Such information includes information about your activity, device and browser. We collect log information when you use our website or signup for Trailmark software service. That information includes: details of how you have used our website and device information, such as your web browser type and language, access times, pages viewed, IP address.

How we use your Personal Data and why

We generally use Personal Data for the following: to deliver and improve our Services; to manage your account and provide you with customer support; for website or mobile application analytics; to diagnose or fix technology problems; to verify your identify and prevent fraud or other unauthorized or illegal activity.

In respect of each of the purposes for which we use your Personal Data, the GDPR requires us to ensure that we have a legal basis for that use if you are within the EU. The legal basis depends on the Services you use and how you use them. This means we collect and use your Personal Data only where we need it to provide you the Services, including to operate the Services, provide customer support and personalized features and to protect the safety and security of the Services.

Use of cookies

When you visit the Services, we may send one or more "cookies" – small data files – to your computer to uniquely identify your browser and let Trailmark help you log in faster and enhance your navigation through the web application. A cookie may convey anonymous information about how you browse the Services to us so we can provide you with a more personalized experience, but does not collect personal information about you. A persistent cookie remains on your computer after you close your browser so that it can be used by your browser on subsequent visits to the Service. A session cookie is temporary and disappears after you close your browser. We use cookies to enable a better user experience when you visit our websites or work with the Trailmark web application. Most browsers support disabling cookies, but please be aware that certain portions of the web application may not work as intended if you do so.

Log files

Log file information is automatically reported by your browser each time you access a web page. When you use the Services, our servers automatically record certain information your web browser sends whenever you visit any website. These server logs may include information such as your web request, Internet Protocol address, browser type, referring / exit pages and URLs, number of clicks, domain names, pages viewed, and other such information.

Where we store your Personal Data

Trailmark’s database storage and server is operated and maintained in Canada. This includes all your database data and personal information such as account information. Front-end access via our two websites including the web application front-end is currently located in the USA. Personal Data that you provide to us may be stored, processed and accessed by our staff.

How we protect your Personal Data

Trailmark uses industry-standard physical, managerial, and technical safeguards to preserve the integrity and security of your personal information. We limit access to your Personal Data to those employees and other staff who have a business need to have such access. All such people are subject to a contractual duty of confidentiality. We cannot, however, ensure or warrant the security of any information you transmit to Trailmark or guarantee that your information on the Services may not be accessed, disclosed, altered, or destroyed by a breach of any of our physical, managerial, or technical safeguards.

We have put in place procedures to deal with any actual or suspected Personal Data breach. In the event that personal information is compromised as a result of such a breach of security, Trailmark will promptly notify those persons and/or client accounts whose personal information has been compromised, in accordance with the notification procedures set forth in this Privacy Policy, or as otherwise required by applicable law.

Trailmark cannot ensure that your Personal Data will be protected, controlled or otherwise managed pursuant to this Privacy Policy if you share your login and password information with any third party, including any third party operating a website or providing other services.

Changes to our Privacy Policy

We reserve the right, in our sole discretion, to change, modify, add, or remove portions of this Privacy Policy at any time. Any changes or updates will be effective immediately upon posting to this page. You should review this Privacy Policy regularly for changes. You can determine if changes have been made by checking the Effective Date below. Your continued use of our websites and web application following the posting of any changes to this Privacy Policy means you consent to such changes.