Privacy Policy

At The Pallet Book, privacy isn't a policy we wrote to check a box. It's built into how we operate.

We run a blind transaction model - meaning our clients never interact with our suppliers, and our suppliers never interact with our clients. All communication, paperwork, and transaction data flows through The Pallet Book exclusively. That model only works if every party trusts us completely with their information. We take that seriously.

This policy explains what information we collect, how we use it, and how we protect it - in plain language.

The Pallet Book Inc. is a Canadian company operating a national pallet sourcing and recycling network. We are the data controller for all personal information collected through our website, platform, and AI engine (PalletMind).

If you have any questions about this policy or your data, contact us directly at info@thepalletbook.com.

We collect only what we need to do our job well. That includes:

• Information you give us directly - when you submit a request through our website, chat with PalletMind, fill out a form, or contact us by phone or email. This may include your name, company name, email address, phone number, city or location, and details about your pallet needs.
• Information collected automatically - when you visit our website, we collect standard technical data including your IP address, browser type, pages visited, and session duration. This is used to improve site performance and understand how visitors use our platform. We do not sell this data.
• Information from PalletMind conversations - when you interact with PalletMind, the content of your conversation is collected and used to qualify your request, route it to the appropriate team, and improve our service. Conversations are not shared with any third party outside of The Pallet Book.

We do not collect payment information directly - all financial transactions are processed through secure third-party payment processors who maintain their own privacy and security standards.

We use the information we collect to:

• Respond to your request and connect you with the right supplier or buyer in our network
• Qualify and route requests through PalletMind
• Generate recycling reports and ESG documentation following pickups
• Communicate with you about your order, pickup, or account
• Improve our platform, AI engine, and service quality
• Meet our legal and compliance obligations under Canadian law

We do not use your information for advertising, remarketing through third parties, or any purpose unrelated to the services you came to us for.

The Pallet Book operates on a strict blind transaction model. This is central to how we work and to our privacy commitments.

This model exists to protect both parties, ensure fair pricing, and maintain the integrity of our network. It is not negotiable, and it is never overridden.

We do not sell, rent, or trade your personal information. Ever.

We share information only in the following limited circumstances:

We do not share your information with suppliers, buyers, or any other party in our network. See previous section.

We retain your personal information for as long as necessary to fulfill the purposes described in this policy, or as required by Canadian law.

• Active client or supplier records are retained for the duration of the business relationship and for a period of seven years following the last transaction, in accordance with Canadian tax and commercial record-keeping requirements.
• Inquiry and form submissions that did not result in a transaction are retained for up to two years.
• PalletMind conversation logs are retained for up to 24 months and used to improve our service quality and AI performance.
• Website analytics data is retained in aggregate, anonymized form with no fixed expiry.

When data is no longer required, it is securely deleted or anonymized.

The Pallet Book complies with the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, Quebec's Act Respecting the Protection of Personal Information in the Private Sector (Law 25).

You have the right to:

• Access the personal information we hold about you
• Correct any inaccurate or incomplete information
• Withdraw consent to our use of your information, subject to legal and contractual obligations
• Request deletion of your personal information where we are not legally required to retain it
• File a complaint with the Office of the Privacy Commissioner of Canada if you believe your privacy rights have been violated

To exercise any of these rights, contact us at info@thepalletbook.com. We will respond within 30 days.

Our website uses cookies to function properly and to understand how visitors interact with our content. We use:

We do not use advertising cookies, third-party tracking pixels, or retargeting cookies on our website.

You can control cookie settings through your browser at any time. Disabling non-essential cookies will not affect your ability to use our site or submit a request.

We use industry-standard security measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction. This includes encrypted data transmission (HTTPS), access controls, and regular security reviews of our systems and third-party providers.

No method of transmission over the internet is 100% secure. While we work hard to protect your information, we cannot guarantee absolute security. If you have concerns about a specific data interaction, contact us directly.

Our services are intended for business use by adults. We do not knowingly collect personal information from anyone under the age of 18. If you believe we have inadvertently collected such information, contact us immediately and we will delete it.

We may update this policy from time to time as our services evolve or as legal requirements change. When we make material changes, we will update the effective date at the top of this page and, where appropriate, notify active clients by email.

We encourage you to review this policy periodically. Continued use of our services following any update constitutes acceptance of the revised policy.

If you have any questions about this privacy policy or how we handle your information, we want to hear from you at info@thepalletbook.com.

We respond to all privacy inquiries within 30 days.