Privacy Policy

5.1 Account Information

When creating an account we may collect:

• Name
• Business name
• Email address
• Telephone number
• Mailing address
• Province or State
• Country
• Username
• Password (stored in encrypted form)
• Subscription details
• Billing information

5.2 Business Information

Where applicable we may collect:

• Company information
• Business licenses
• Inspection certifications
• Website information
• Tax registration numbers
• Payment history
• Subscription history

5.3 Inspection Data

Customers may upload:

• Inspection reports
• Photographs
• Videos
• Audio recordings
• Floor plans
• Defect descriptions
• Notes
• Measurements
• HTML templates
• PDF reports
• Client communications

Customers remain the owners of this information.

5.4 Client Information

Depending on how Customers use BN Reports, uploaded information may include:

• Client names
• Email addresses
• Telephone numbers
• Property addresses
• Transaction information
• Appointment dates
• Report recipients

BN Reports processes this information on behalf of Customers.

5.5 Payment Information

Payments are processed by third-party payment processors. BN Reports generally does not store complete payment card numbers. Payment processors may collect:

• Cardholder name
• Card number
• Billing address
• Expiration date
• Payment confirmation
• Transaction identifiers

5.6 Customer Support Information

When contacting support we may collect:

• Emails
• Chat conversations
• Phone call records
• Screen recordings
• Screenshots
• Technical logs
• Support tickets

6.1 Device Information

Including:

• Browser type
• Browser version
• Operating system
• Device identifiers
• Screen resolution
• Language settings
• Mobile device type

6.2 Network Information

Including:

• IP address
• ISP
• Approximate geographic location
• Connection speed
• Network diagnostics

6.3 Usage Information

Including:

• Login dates
• Logout dates
• Session duration
• Feature usage
• Clickstream information
• Search history
• Navigation patterns
• AI usage
• Workflow activity

6.4 Diagnostic Information

We may collect:

• Crash reports
• Error logs
• Performance metrics
• API logs
• Security logs
• Authentication logs

7.1 Providing Services

Including:

• Creating accounts
• Authenticating users
• Delivering subscriptions
• Processing reports
• Operating AI features
• Delivering mobile functionality
• Customer support

7.2 Business Operations

Including:

• Billing
• Invoicing
• Fraud prevention
• Account administration
• Customer communications
• Subscription management
• Security monitoring

7.3 Service Improvement

Including:

• Product development
• AI improvements
• Bug fixes
• Feature testing
• Analytics
• Performance optimization

7.4 Marketing

Where permitted by law we may use information to:

• Send newsletters
• Announce product updates
• Promote new features
• Provide educational content
• Offer promotional discounts

Users may unsubscribe at any time using the unsubscribe link included in marketing emails or by adjusting communication preferences within their account.

7.5 Legal Compliance

Including:

• Complying with legal obligations
• Court orders
• Regulatory investigations
• Fraud investigations
• Security incidents
• Law enforcement requests where legally required

9.1 AI Features

BN Reports may offer Artificial Intelligence ("AI") features to assist Customers with:

• report writing;
• narrative generation;
• voice transcription;
• image analysis;
• defect descriptions;
• recommendations;
• workflow automation;
• customer communications;
• document summarization; and
• other productivity functions.

AI features are designed to assist Customers and do not replace professional judgment.

9.2 Information Processed by AI

Depending on the AI feature used, BN Reports may process:

• inspection notes;
• photographs;
• uploaded documents;
• voice recordings;
• inspection narratives;
• customer prompts;
• report templates;
• property information; and
• Customer Data submitted by the Customer.

9.3 Customer Responsibility

Customers remain solely responsible for:

• reviewing AI-generated content;
• correcting inaccuracies;
• verifying factual information;
• approving final Inspection Reports; and
• ensuring compliance with applicable professional standards.

BN Reports does not guarantee the accuracy, completeness, or suitability of AI-generated content.

9.4 Third-Party AI Providers

Certain AI functionality may be provided through trusted third-party AI service providers. Only the information reasonably necessary to perform the requested AI function may be transmitted to such providers. BN Reports requires its service providers to maintain appropriate contractual safeguards regarding confidentiality and security.

9.5 AI Model Improvements

BN Reports may use aggregated and de-identified information to improve software functionality, security, AI performance, and product development. BN Reports does not use identifiable Customer Data to train publicly available AI models without the Customer's authorization.

9.6 AI Safeguards

BN Reports may implement safeguards designed to reduce misuse of AI features, including rate limits, monitoring for abuse, and content moderation where appropriate.

10.1 Cookies

BN Reports uses cookies and similar technologies to improve website functionality, security, and user experience. Cookies are small text files stored on your device.

10.2 Types of Cookies

We may use:

• Essential Cookies
• Authentication Cookies
• Security Cookies
• Preference Cookies
• Performance Cookies
• Analytics Cookies
• Session Cookies
• Persistent Cookies

10.3 Purposes

Cookies may be used to:

• authenticate users;
• maintain login sessions;
• remember preferences;
• improve website performance;
• analyze usage;
• prevent fraud;
• enhance security; and
• improve functionality.

10.4 Managing Cookies

Most web browsers allow users to:

• delete cookies;
• block cookies;
• receive cookie notifications; or
• manage cookie preferences.

Disabling certain cookies may affect functionality.

11.1 Analytics Services

BN Reports may use analytics tools to better understand how the Services are used.

Analytics information may include:

• pages visited;
• session duration;
• browser type;
• feature usage;
• operating system;
• referral sources;
• device information; and
• general geographic region.

11.2 Purpose

Analytics help BN Reports:

• improve products;
• identify software issues;
• understand feature adoption;
• improve usability;
• enhance security; and
• develop future functionality.

11.3 Aggregated Reporting

Analytics are frequently aggregated or de-identified before being used for reporting, business intelligence, and product planning.

12.1 Service Providers

We may share information with trusted third-party providers that assist with:

• cloud hosting;
• payment processing;
• customer support;
• email delivery;
• analytics;
• AI services;
• data storage;
• communications;
• security; and
• software infrastructure.

12.2 Legal Requirements

BN Reports may disclose information where required by:

• Applicable Law;
• court order;
• subpoena;
• search warrant;
• governmental authority;
• regulatory investigation; or
• other legally binding process.

Where legally permitted, we will use commercially reasonable efforts to notify the affected Customer before disclosure.

12.3 Business Transactions

If BN Reports undergoes a merger, acquisition, financing, reorganization, sale of assets, or similar transaction, Customer information may be transferred as part of that transaction, subject to applicable legal obligations.

12.4 Protection of Rights

We may disclose information where reasonably necessary to:

• enforce agreements;
• investigate fraud;
• protect BN Reports;
• protect Customers;
• protect third parties;
• protect property; or
• respond to security incidents.

17.1 Canadian Privacy Laws

BN Reports is committed to complying with applicable Canadian privacy legislation, including:

• the Personal Information Protection and Electronic Documents Act (PIPEDA);
• applicable provincial private-sector privacy legislation;
• applicable provincial consumer protection laws; and
• other privacy laws governing the collection, use, disclosure, and protection of Personal

Information.

17.2 Right of Access

Subject to Applicable Law, individuals may request confirmation of whether BN Reports processes their Personal Information and may request access to such information. BN Reports may verify identity before responding.

17.3 Correction

Individuals may request correction of inaccurate or incomplete Personal Information. Where appropriate, BN Reports will update records within a reasonable period.

17.4 Withdrawal of Consent

Where processing is based upon consent, individuals may withdraw consent at any time, subject to legal or contractual restrictions. Withdrawal of consent may limit access to certain Services.

17.5 Complaints

Individuals who believe BN Reports has improperly handled Personal Information may contact BN Reports directly. Where required by Applicable Law, individuals may also submit complaints to the appropriate Canadian privacy regulator.

18.1 Applicability

Residents of certain U.S. states may possess additional privacy rights under applicable state privacy legislation. Rights available depend upon the individual's state of residence and Applicable Law.

18.2 Available Rights

Where applicable, individuals may have the right to:

• know what Personal Information is collected;
• access Personal Information;
• correct inaccurate Personal Information;
• request deletion of Personal Information;
• obtain a copy of Personal Information in a portable format;
• opt out of certain targeted advertising activities where applicable; and
• appeal certain privacy decisions.

18.3 Verification

BN Reports may require reasonable verification before processing privacy requests.

18.4 Non-Discrimination

BN Reports will not unlawfully discriminate against individuals for exercising applicable privacy rights.

21.1 Marketing Emails

Where permitted by Applicable Law, BN Reports may send:

• newsletters;
• product announcements;
• educational content;
• feature updates;
• event invitations;
• promotional offers; and
• software release notifications.

21.2 Unsubscribe

Recipients may unsubscribe from marketing communications at any time by:

• selecting the unsubscribe link included within marketing emails;
• updating communication preferences within their Account; or
• contacting BN Reports directly.

Operational emails relating to billing, security, legal notices, account administration, or Service availability may continue even if marketing communications are declined.

26.1 Effective Date

This Privacy Policy becomes effective on the Effective Date stated above.

26.2 Relationship to Other Agreements

This Privacy Policy forms part of the contractual relationship between BN Reports and its Customers. In the event of a conflict between this Privacy Policy and the BN Reports Master Subscription Agreement regarding contractual obligations, the Master Subscription Agreement shall govern unless Applicable Law requires otherwise.

26.3 Severability

If any provision of this Privacy Policy is determined to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

26.4 Reservation of Rights

BN Reports reserves all rights not expressly limited by this Privacy Policy.

26.5 Entire Privacy Policy

This Privacy Policy constitutes the complete Privacy Policy of BN Reports and supersedes all prior versions relating to the collection, use, disclosure, and protection of Personal Information.

26.6 Questions

Questions regarding this Privacy Policy may be submitted through the official BN Reports support channels. End of Privacy Policy Suggested Additions for Maximum Legal Protection For a commercial SaaS platform like BN Reports serving customers in Canada and the U.S., I also recommend including the following appendices or standalone documents:

• Appendix A: List of subprocessors (cloud hosting, payment processors, AI providers,

analytics providers, email providers, etc.), maintained and updated as vendors change.

• Appendix B: Technical and Organizational Security Measures (TOMs), describing

encryption, access controls, backups, logging, vulnerability management, and incident response.

• Appendix C: Data Retention Schedule, outlining retention periods for accounts, reports,

logs, support tickets, billing records, backups, and deleted data.

• Appendix D: Privacy Request Procedure, explaining how individuals can submit access,

correction, deletion, portability, or complaint requests and expected response timelines. Including these appendices strengthens transparency, simplifies enterprise procurement reviews, and supports compliance with Canadian and U.S. privacy requirements.