Effective date: August 20, 2026 — Elliott Engineering Inc., 35 Cedar Street, Sault Ste. Marie, Ontario P6B 2J2, Canada
This policy describes how Elliott Engineering Inc. ("we", "us") collects, uses, and protects information in the Datum (the "Application"), our internal time-tracking, project-management, and billing tool. The Application is used only by our employees, authorized contractors, and affiliated companies — it is not a consumer service.
1. Information we collect
The Application processes: employee and contractor information (name, work email, role, rates, start date, training records, and emergency contact details provided for workplace safety); time entries and equipment-usage records; project, client, and billing records (including client business contact information, purchase orders, quotes, and invoices); subcontractor and supplier business contact information (company name, business address, and email) used to issue and track purchase orders we place with them; documents and photographs related to engineering projects; and accounting records synchronized with our bookkeeping system. Standard technical logs (such as IP addresses and access timestamps) are kept for security auditing.
2. How we use information
Information is used solely to run our business: tracking work, managing projects, invoicing clients, issuing purchase orders to subcontractors and suppliers (sent by email with a PDF copy of the order), maintaining safety and training compliance, and keeping accurate accounting records. We do not sell, rent, or trade any information, and we do not use it for advertising.
3. QuickBooks Online
With authorization from our administrator, the Application connects to Intuit QuickBooks Online to synchronize accounting data: it creates and updates our invoices, reads customer, service-item, tax-code, and payment records, and reconciles balances. QuickBooks data is used only for these accounting functions, is accessible only to authorized administrators, and is never shared with any other third party. The connection uses OAuth 2.0; we can disconnect it at any time from within QuickBooks or the Application.
4. Other service providers
The Application uses a small number of service providers to perform its functions: Google Workspace (processing email sent to our business addresses, such as invoices, purchase orders, and training certificates; use of Google API data complies with the Google API Services User Data Policy, including Limited Use), Dropbox (encrypted off-site backup of business documents), Trimble Connect (access to project models and drawings), and Anthropic (AI-assisted reading of business documents such as invoices and purchase orders to file them correctly; documents are processed under Anthropic’s commercial API terms and are not used to train their models). Each provider receives only what its function requires.
5. Storage and security
Application data is stored on servers controlled by Elliott Engineering. Access requires individual authentication; administrative functions are restricted by role; actions are recorded in an audit log; and connections use TLS encryption. Backups are maintained to protect business continuity.
6. Retention
Business and accounting records are retained as long as needed for legal, tax, and professional-liability obligations applicable to an engineering firm in Ontario. Records with no continuing obligation are deleted in the ordinary course of business.
7. Your rights
We handle personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA). Employees, contractors, and client contacts may request access to or correction of their personal information by contacting us at the address below.
8. Changes
We may update this policy from time to time; the effective date above reflects the latest revision. Material changes are communicated to Application users directly.
9. Contact
Privacy questions or requests: aaron@eeng.ca or (705) 254-2727, Elliott Engineering Inc., 35 Cedar Street, Sault Ste. Marie, ON P6B 2J2.