Legal
Privacy Policy
Last updated: June 1, 2026 · Effective: June 1, 2026
Contents
- Who we are
- Scope & your two roles
- Information we collect
- How we use information
- Client data you enter
- How we share information
- Cookies & tracking
- Data retention
- Security
- International transfers
- Your privacy rights
- Children's privacy
- Changes to this policy
- Contact us
01 Who we are
Cubin (“Cubin,” “we,” “us,” or “our”) provides software that helps moving companies build moving estimates, manage their clients and item catalogs, recommend trucks, and generate quotes and documents. This Privacy Policy explains how we collect, use, share, and protect personal information when you use our website, web application, and related services (together, the “Service”).
The entity responsible for your personal information is Synergetiq OI Inc, located in Regina, Saskatchewan, Canada. If you have questions, contact us using the details in Section 14.
02 Scope & your two roles
Cubin is a business tool, so personal information flows through it in two distinct ways. It is important to understand which applies to you:
If you are a Cubin account holder (a moving company or its staff)
When you sign up for and use Cubin, we act as the party responsible for (the “controller” of) your account information and how you use the Service. This policy governs that relationship.
If your information was entered into Cubin by a moving company (you are their customer)
Moving companies use Cubin to store details about their own customers — for example, when building an estimate for your move. In that case, the moving company controls that information and decides how it is used; we process it on their behalf under their instructions. If you are a customer of a moving company and want to access, correct, or delete information they hold about you, please contact that company directly. See Section 5.
03 Information we collect
We collect the following categories of information:
| Category | Examples |
|---|---|
| Account & profile | Name, email address, password (stored only in hashed form), company/workspace name, user role (e.g. admin), and profile preferences. |
| Client & estimate data you enter | Information you input about your customers and their moves: customer names, phone numbers, email addresses, estimate and move dates, notes, rooms, inventory items, weights, volumes, box counts, and truck recommendations. |
| Billing & subscription | Plan details and billing records. Payment card details are collected and processed by our payment provider; we do not store full card numbers on our systems. |
| Communications | Messages you send us (e.g. support requests) and emails the Service sends on your behalf to your customers. |
| Technical & usage | IP address, device and browser type, log data, pages and features used, and approximate location derived from IP. |
| Cookies & similar | Session and preference identifiers. See Section 7. |
You do not have to provide all information, but some is required to create an account or use core features.
04 How we use information
We use personal information to:
- Provide, operate, and maintain the Service — including creating estimates, generating PDFs, and sending emails to your customers at your direction;
- Authenticate users and keep accounts secure;
- Process subscriptions, billing, and payments through our payment provider;
- Respond to your support requests and communicate with you about the Service;
- Monitor, troubleshoot, and improve the Service, and develop new features;
- Detect, prevent, and address fraud, abuse, and security incidents; and
- Comply with legal obligations and enforce our terms.
Where required by law, we rely on a lawful basis such as performing our contract with you, your consent, our legitimate interests in operating and improving the Service, or compliance with a legal obligation. You may withdraw consent where processing is based on consent.
05 Client data you enter about your customers
When you use Cubin to store information about your customers, you are responsible for that data and for having an appropriate legal basis and notice to collect and use it. You agree to:
- Provide your customers with any privacy notices required by law;
- Only enter information you are permitted to collect and use; and
- Handle requests from your customers to access, correct, or delete their information.
We process this data only to provide the Service to you and according to your instructions, and we will assist you, where reasonable, in responding to your customers' requests. We do not use the client data you enter for our own independent purposes, and we never sell it.
08 Data retention
We keep personal information for as long as your account is active and as needed to provide the Service. We may retain certain information after account closure to comply with legal, tax, accounting, or security obligations, resolve disputes, and enforce our agreements. When information is no longer needed, we delete or anonymize it. Account holders can request deletion as described in Section 11.
09 Security
We use technical and organizational measures designed to protect personal information, including encryption of data in transit, hashing of passwords, access controls, and restricted internal access. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If we become aware of a breach affecting your personal information, we will notify you and the relevant authorities as required by applicable law.
10 International transfers
We are based in Canada. Personal information may be stored or processed in Canada and in other countries where we or our service providers operate, including the United States. These countries may have data-protection laws different from those in your jurisdiction. Where required, we put appropriate safeguards in place for such transfers. By using the Service, you understand your information may be transferred and processed in these locations.
11 Your privacy rights
Depending on where you live, you may have rights to access, correct, update, or delete your personal information, to object to or restrict certain processing, to withdraw consent, and to request a copy of your information in a portable format. To exercise these rights as a Cubin account holder, contact us using Section 14; we may need to verify your identity.
Canada: We are based in Saskatchewan. Saskatchewan has not enacted general private-sector privacy legislation, so our collection, use, and disclosure of personal information in the course of commercial activity is governed by the federal Personal Information Protection and Electronic Documents Act (PIPEDA). Under PIPEDA you may request access to and correction of your personal information. If you have a concern we cannot resolve, you may contact the Office of the Privacy Commissioner of Canada.
If you are a customer of a moving company and want to exercise rights over information that company entered into Cubin, please contact that company directly, as they control that data (see Section 5).
12 Children's privacy
The Service is intended for businesses and is not directed to children. We do not knowingly collect personal information from children under 18 years. If you believe a child has provided us personal information, contact us and we will take appropriate steps to delete it.
13 Changes to this policy
We may update this Privacy Policy from time to time. When we make material changes, we will update the “Last updated” date above and, where appropriate, notify you through the Service or by email. Your continued use of the Service after an update means you accept the revised policy.
14 Contact us
If you have questions, requests, or concerns about this policy or your personal information, contact our Privacy Officer: