Data Usage Policy

1. Types of Data Collected

We may collect the following types of data when you use our platform:

• Browsing data: IP address, browser type, pages visited, session duration, etc.
• Transactional data: information on products viewed, interactions with dispensary menus, etc.

2. Use of Data

We use your data for the following purposes:

• To provide and improve our services.
• To facilitate browsing and interacting with dispensary menus and products.
• To analyze user behavior to enhance the user experience.
• To communicate with you about updates, promotions, or relevant information.

3. Sharing of Data

The raw data collected from your use of our platform will never be sold to third parties. However, we reserve the right to produce and share aggregated reports or usage statistics based on the collected data, to better understand user behavior and improve our services. These reports will not contain any personal information that could identify individual users.

We may also share your information in the following cases:

• Legal authorities: when required by law.

4. Data Security

We implement technical and organizational measures to protect your data from unauthorized access, loss, and disclosure.

5. User Rights

You have the right to:

• Access the personal data we hold about you.
• Request correction or deletion of your personal data.
• Withdraw your consent for the use of your data at any time.

6. Cookies and Similar Technologies

We use cookies to improve your experience on our site. You can set your browser to refuse all cookies or to alert you when cookies are sent.

7. Field Sales CRM Data (Producer Portal)

Producer-portal clients using the Field Sales CRM add-on may record: business contact details of retail-store staff (name, role, work phone), visit notes, follow-up items, and product-sample handouts.

• Roles: the client (producer team) decides what is recorded and remains responsible for this data; WeedCrawler hosts and processes it on the client's behalf. The data is private to the team, never shared across teams, and never sold.
• Retention: data is kept while the add-on is active. On expiry or account deactivation it becomes dormant (access suspended, data intact) and is retained for up to 24 months, after which we contact the client to export, extend, or delete. A full export is available on written request at any time.
• Voice notes: reps may dictate their visit notes. The audio recording is transcribed by OpenAI (Whisper) and the transcript may be structured by Anthropic (Claude); these providers process the data on our behalf and do not use it to train their models. The rep always reviews the text before it is saved. Audio is deleted no later than 90 days after recording (unused drafts, within 24 hours); only the reviewed text is kept, under the same lifecycle as visit notes. Reps must not record other people's voices without their agreement.
• Correction and erasure: any individual appearing in CRM records (store staff, sales reps) may request correction or erasure of their information by writing to hi@weedcrawler.ca. Structured fields are erased or pseudonymized, free-text mentions are reviewed, and every action leaves an audit record.
• Business transactions: in the event of a merger or acquisition involving a client, this data may be transferred in accordance with applicable business-transaction provisions.

8. Changes to this Policy

We reserve the right to modify this policy at any time. Any changes will be posted on this page and will take effect immediately.

9. Contact

If you have any questions regarding this policy or your personal data, please contact us at: hi@weedcrawler.ca