PixelPluto ("PixelPluto", "we", "us", or "our") operates PixelPluto OS at https://os.pixelpluto.com and related sites including https://pixelpluto.com. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information in connection with the Service.
We designed this policy for a Canadian small-business SaaS: our primary obligations are under the Personal Information Protection and Electronic Documents Act (PIPEDA) and, for Alberta-related commercial activity, Alberta's Personal Information Protection Act (PIPA). Where GDPR, UK GDPR, Quebec Law 25, or U.S. state privacy laws (including CCPA/CPRA) apply to a particular individual, we honour those rights to the extent required.
This policy is not legal advice to your business. If you store information about your own customers in PixelPluto OS, you are responsible for your privacy notice to them and for the lawful basis on which you collect their data.
1. Two roles: your account versus your customers
Account and platform data. When you sign up, pay for a subscription, or contact us, we decide why and how that information is processed. We are the organization responsible for that personal information.
Workspace (tenant) data. Information you enter about your clients, leads, staff, vendors, bookings, invoices, messages, files, and website visitors is processed by us on your instructions to provide the Service. You are the organization responsible for that information. We do not use it to market PixelPluto products to your clients, and we do not sell it.
2. Information we collect
We collect the following categories, depending on how you use the Service:
- Identity and account data: name, business name, email, phone number (if provided), industry, password (stored by our authentication provider in hashed form — we cannot see your plaintext password), role, and workspace membership.
- Billing data: subscription plan, trial dates, tax region, billing email, and Stripe customer/subscription identifiers. We do not store full card numbers for OS Plan payments; Stripe processes those.
- Workspace content you choose to store: customers and leads; quotes, invoices, and payments metadata; appointments, bookings, and walk-in queues; documents and e-sign records; emails and SMS content you send or sync; products and inventory; expenses and accounting entries; files; website and storefront content; team profiles; and similar business records.
- End-customer interactions with your public pages: booking requests, queue joins, store orders, form submissions, quote or invoice views, and similar actions on your tenant site or custom domain.
- Technical and usage data: IP address, device and browser type, timestamps, pages or features used, crash or error logs, and security events. We use this to operate, secure, and improve the Service.
- Support and contact data: messages you send via the website contact form or in-app support chat, and related metadata.
- Integration tokens: if you connect Helcim, QuickBooks, Nylas, Meta, Canva, or similar services, we store the credentials or tokens required to keep the connection working, using encryption where those secrets are stored on our systems.
We do not require government ID to open a standard account. We do not intentionally collect personal information from children (see section 12).
3. How we use information
We use personal information to:
- create and authenticate accounts, and isolate each workspace's data;
- provide the modules you enable (CRM, billing, scheduling, communications, and others);
- run the 14-day trial and bill the OS Plan through Stripe, including applicable tax;
- send service messages (security, billing, downtime, product changes);
- provide support and respond to contact forms;
- maintain security, prevent abuse, debug, and measure product reliability;
- comply with law, enforce our Terms, and protect rights and safety;
- with your consent or as otherwise permitted, send product updates or marketing about PixelPluto — you may opt out of marketing without affecting transactional mail.
We do not sell personal information. We do not use your clients' data to train public generative-AI models. If we introduce optional AI features that send Customer Data to a model provider, we will describe that in-product and in an updated policy before it applies.
4. Legal bases and consent (Canada)
We collect, use, and disclose personal information with consent, except where law allows or requires otherwise (for example to detect fraud, meet a legal obligation, or collect a debt). Signing up and accepting this policy is consent for the account and platform purposes described here. You may withdraw consent subject to legal or contractual restrictions and reasonable notice; withdrawing consent for core processing may mean we cannot provide the Service.
For your clients, you must ensure you have authority to upload their information and to send them email or SMS. Enabling a messaging feature in PixelPluto OS does not, by itself, create consent for you under CASL or similar laws.
5. Service providers (sub-processors)
We use specialist providers to run the Service. They may process personal information only to perform services for us, under contract. Current categories include:
- Google / Firebase: authentication, database (Firestore), file storage, and cloud functions — typically hosted in the United States or other Google Cloud regions we configure.
- Vercel: application hosting and content delivery.
- Stripe: OS Plan subscription payments and tax on those fees.
- Helcim: customer checkout you enable. Card data is handled by Helcim; we store tokens, payment status, and amounts needed for your invoices and reports.
- Twilio: SMS delivery when you send texts from the Service.
- Email delivery (currently Mailtrap and related SMTP/API): transactional and product email, typically from addresses such as donotreply@os.pixelpluto.com.
- Nylas: optional connected Gmail, Outlook, or IMAP inbox.
- Meta Platforms: optional Facebook Page / Instagram connection and advertising tools you choose to enable.
- Canva: optional design connection.
- Intuit QuickBooks Online: optional books-of-record sync you connect.
Providers may change as we operate the product. We require appropriate confidentiality and security commitments. If a provider is located outside Canada, personal information may be processed in that country and subject to the laws of that country, including lawful access by foreign authorities.
6. Payments and PCI
PixelPluto is not a card vault. Full primary account numbers and CVV are collected in the processor's checkout or terminal flows (Stripe for your OS subscription; Helcim for your customers, as you configure). We store non-sensitive payment metadata (amount, status, last four digits if the processor returns them, receipt identifiers) to operate billing and your books.
7. Cookies and similar technologies
We use cookies and local storage that are reasonably necessary to authenticate you, keep you signed in, remember workspace and theme preferences, and protect the Service. We do not currently operate a third-party advertising pixel on the OS application for selling ads against your dashboard use. If you enable Meta or similar marketing tools on your own customer-facing site, those tools are under your control and their cookies are disclosed in your notice to visitors.
You can block cookies in your browser; essential cookies may be required for login to function.
8. Sharing and disclosure
We disclose personal information only:
- to service providers as described above;
- to a third-party integration you explicitly connect;
- to your team members according to roles you assign in the workspace;
- if required by law, court order, or lawful request, or to protect rights, safety, and security;
- in connection with a merger, acquisition, financing, or sale of all or part of our business, subject to confidentiality and this policy's purposes;
- with your direction or consent.
9. Retention
We keep account and workspace data for as long as the workspace is active and as needed to provide the Service. After you cancel or request deletion, we delete or irreversibly anonymize personal information within a commercially reasonable period, unless we must retain it for legal, tax, dispute, security, or backup purposes (backups are cycled on a limited schedule). Invoice and accounting records may be kept longer where tax law reasonably requires.
You can delete or anonymize individual customer records in the product (including a GDPR-style anonymize action) where that feature is available. That affects workspace data you control; it does not automatically erase copies in your connected processors (for example Stripe, Helcim, or QuickBooks).
10. Security
We use industry-standard measures appropriate to a multi-tenant SaaS: encrypted transport (HTTPS/TLS), hashed passwords via Firebase Authentication, Firestore security rules and tenant isolation, access controls for our staff, and encryption of certain integration secrets at rest. No method of transmission or storage is 100% secure. You must use a strong unique password, limit staff permissions, and protect devices used to access the Service.
11. Your privacy rights
Subject to exceptions in applicable law, individuals may request to: know whether we hold their personal information; access it; correct inaccuracies; withdraw consent; request deletion or anonymization; and complain to a privacy commissioner.
Account holders can update much of their profile and workspace data in the dashboard. For other requests, contact us using the details in section 16. We may need to verify identity before acting. If we process your information only as a service provider to a business that uses PixelPluto OS, we will typically direct you to that business, or notify them, because they are responsible for the record.
Residents of the EEA/UK may also have rights of portability, restriction, and objection, and a right to lodge a complaint with a supervisory authority. California residents may have rights to know, delete, and correct, and to opt out of "sale" or "sharing" as those terms are defined by law — we do not sell personal information as that term is commonly understood, and we do not share it for cross-context behavioural advertising of the OS product.
12. Children
The Service is directed at businesses and adults. We do not knowingly collect personal information from children under 13 (or under 16 where that is the relevant standard). If you believe a child has provided personal information, contact us and we will take appropriate steps to delete it.
13. Sensitive and health information
Do not use the Service as an electronic medical record or to store large volumes of regulated health information unless we have a separate written agreement covering that use. If you collect health, financial, or other sensitive information from your clients, you are responsible for additional safeguards, consents, and retention rules that apply to your profession.
14. Automated decision-making
We do not use solely automated decisions that produce legal or similarly significant effects about individuals (for example automated refusal of essential services) as part of standard OS features. Fraud and security filters may automatically flag or throttle abusive traffic.
15. Breach notification
If we suffer a breach of security safeguards involving personal information that creates a real risk of significant harm, we will report and notify as required by PIPEDA, Alberta PIPA, and other applicable law, and we will inform affected workspace owners so they can meet their own notice duties to their clients where required.
16. Contact and privacy requests
Privacy Officer, PixelPluto / PixelPluto OS. Submit requests through the contact form at https://os.pixelpluto.com/#contact, through in-app support in your dashboard, or via https://pixelpluto.com. We will respond within the time required by applicable law (generally 30 days under PIPEDA, subject to permitted extensions).
You may also contact the Office of the Privacy Commissioner of Canada, or the Office of the Information and Privacy Commissioner of Alberta, if you have an unresolved concern.
17. Changes to this policy
We may update this Privacy Policy to reflect product, legal, or operational changes. The "Last updated" date will change. Material changes will be notified through the Service or by email where reasonably practicable. Continued use after the effective date means you accept the updated policy.