Privacy Policy
Effective date: July 1, 2025
Meridian Logistics Group Inc. (“Meridian,” “we,” “us,” or “our”) operates a portfolio of local and long-distance moving and storage brands. In this Policy, “Brands” means any moving, storage, or related logistics services operated by Meridian under distinct trade names (including but not limited to Care Full Moving, Vancouver’s Movers, Toronto Pro Moving, and Foothills Movers) that follow Meridian’s unified operating playbook and platform. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information when you interact with Meridian or any of our Brands online or offline.
This Policy is designed to meet requirements under Canada’s PIPEDA (Personal Information Protection and Electronic Documents Act) and, where applicable, Alberta PIPA and BC PIPA. If you are located in Quebec, additional rights under Quebec’s Act respecting the protection of personal information in the private sector (Law 25) may apply (see “Quebec Notice” below). If you are outside Canada, local law may grant additional rights.
Who We Are (Controller)
Meridian Logistics Group Inc.
973 Willowdale Avenue
Toronto, Ontario, M2M 3C6, Canada
Email: privacy@meridianlogisticsgroup.com
Phone: +1 844-334-6736
Person in charge of personal information (Privacy Officer): Privacy Officer, Meridian Logistics Group Inc. (contact via the details above).
For all Brands listed above and any future brands operated by Meridian, Meridian acts as the organization responsible for personal information.
What We Collect
- Identity & Contact: name, phone number, email address.
- Service Details: origin and destination addresses; building/access notes (e.g., stairs, elevator bookings, parking); inventory/item details; preferred dates and time windows; instructions you provide to our crew or dispatch.
- Account/Booking Data: quotes/estimates, booking confirmations, invoices, customer service interactions, feedback and reviews.
- Payment-Related: payment method, transaction amounts, authorization status, refunds/adjustments. We do not store full payment instrument numbers on our systems; payment processing is handled by secure third-party providers that are PCI DSS compliant.
- Optional Documents (only when necessary): proof of authorization to book (e.g., property manager letters), elevator reservations, images/photos related to logistics, or verification documents. Sensitive uploads are stored in access-controlled repositories with encryption at rest, limited to staff with a business need, and deleted per the Retention section or upon verified request where legally permitted.
- Technical Data: IP address, device/browser type, pages visited, and timestamps.
- Cookies & Similar Tech: used for session management, security, preferences, and analytics. See Cookies & Analytics below.
- Payment & Risk Partners (e.g., **Stripe, Clik2Pay, banks, and fraud-screening services):** payment status, fraud/risk signals, bank/payment confirmations, and compliance checks relevant to the transaction.
- Maps & Dispatch Tools: distance/time estimates, routing, and geocoding derived from the addresses you provide.
- Subcontractors/Carriers: job status updates and proof of service when we engage trusted partners to perform or assist with your move.
Note on KYC/AML: In limited cases (e.g., fraud prevention, high-value transactions, business account billing), we or our payment partners may request additional verification information as required by law or by the partner’s compliance rules. We will request only what is reasonably necessary, explain why it’s needed, and protect such information appropriately.
We use personal information to:
- Provide Services: create quotes, schedule jobs, plan routes, dispatch crews, complete moves, and manage storage.
- Communicate: confirmations, reminders, operational updates, and customer support.
- Billing & Reconciliation: take payment on arrival (estimate total), issue receipts, reconcile time/material differences at job completion (refund if shorter; additional charge if longer), and handle disputes/chargebacks.
- Fraud & Security: verify transactions; detect and prevent fraud or misuse; protect our customers, staff, and systems (including automated risk screening with human review where appropriate); maintain audit logs.
- Legal & Compliance: maintain records, meet tax and accounting obligations, comply with court orders or lawful requests.
- Analytics & Improvements (Legitimate Interests): understand service performance, quality control, training, and product development for our unified operating platform. We use aggregated or de-identified data where possible and apply data minimization.
Payment Timing & Adjustments (Informational): Operational details about deposits, final billing, refunds, or additional charges are part of your Terms & Conditions/Service Agreement. This Privacy Policy explains only how related personal information is used and protected.
Lawful Bases for Processing
- Contract: to provide the services you request (quotes, bookings, dispatch, and billing).
- Legitimate Interests: secure operations, fraud prevention, service improvements, and business analytics (balanced with your privacy rights). You may object to processing based on legitimate interests—see Your Rights.
- Consent: where required (e.g., optional marketing communications, certain cookies, or specific sensitive uploads). We will obtain explicit consent when applicable and you can withdraw consent at any time.
- Legal Obligation: tax, accounting, records retention, and responses to lawful requests.
Sharing & Disclosures
We do not sell your personal information. We may share information with:
- Our Brands and Affiliates: to deliver a consistent, high-quality service across regions.
- Service Providers: payment processors (e.g., Stripe, Clik2Pay), banks, risk/fraud tools, dispatch/routing platforms, cloud hosting, IT/security vendors, CRM, communications (email/SMS), and analytics providers—bound by contracts requiring confidentiality, data protection, and use only for our instructions.
- Subcontractors/Partner Carriers: vetted moving partners engaged to perform or assist with a job (limited to operational details needed to complete your service) under contractual confidentiality and data-protection obligations.
- Legal/Compliance: regulators, law enforcement, courts, or advisors when legally required or to establish, exercise, or defend legal claims.
- Business Transactions: in the event of a merger, acquisition, financing, or sale of assets, subject to appropriate safeguards and continued protection consistent with this Policy.
Clik2Pay Specificity: Where you choose bank transfer / Interac e-Transfer via Clik2Pay, your bank/account details are collected and processed by Clik2Pay (and/or its financial partners). Meridian receives payment confirmations and limited risk/fraud signals but does not receive or store your full bank credentials.
International Transfers
Our systems or service providers may store or process data outside your province or outside Canada (e.g., secure cloud hosting in the U.S.). We implement safeguards such as data processing agreements, standardized contractual clauses, vendor security due diligence, and technical controls (encryption in transit/at rest where feasible) to ensure that foreign service providers offer a level of protection comparable to Canadian standards, recognizing that information may be subject to the laws of those jurisdictions.
Retention
We retain personal information only as long as necessary for:
- Service Delivery & Records: job records for customer support and warranty.
- Accounting & Tax: generally 7 years (or longer where the law requires).
- Disputes & Compliance: for the duration of any dispute plus applicable limitation periods.
- Payment/Risk Data: for periods required by our payment partners and applicable regulations.
Retention periods are determined by legal requirements and legitimate business needs. When information is no longer required, we securely delete or anonymize it.
Your Rights
Subject to applicable law, you may:
- Access your personal information and obtain a copy.
- Correct inaccurate or incomplete information.
- Withdraw consent (where processing is based on consent) and opt out of marketing at any time (see CASL & Marketing).
- Object or restrict processing based on legitimate interests, where permitted by law.
- Delete information (subject to legal/contractual retention requirements).
- Data portability (machine-readable export) where feasible.
We aim to respond to verified requests within 30 days. To exercise your rights, contact privacy@meridianlogisticsgroup.com. We may need to verify your identity.
You may also escalate concerns to the Office of the Privacy Commissioner of Canada (OPC) or to your provincial privacy regulator after first giving us an opportunity to respond.
Quebec Notice (Law 25)
If you are in Quebec:
- Meridian designates its Privacy Officer (above) as the person in charge of personal information.
- You may request information about how your personal information is collected, used, communicated, kept, and destroyed, and about any automated decision-making that significantly affects you.
- You may request to cease dissemination or de-index certain personal information where conditions of Law 25 are met.
- We perform privacy impact assessments for projects involving sensitive data or high risks, where required.
Security
We implement administrative, technical, and physical safeguards appropriate to the sensitivity of the information, including:
- Encryption in transit (TLS) and encryption at rest where feasible.
- Access controls (least privilege), role-based permissions, and multi-factor authentication for staff where applicable.
- Network and application security hardening, logging, and monitoring.
- Vendor due diligence and contractual protections for service providers and subcontractors.
- Vulnerability management (regular patching; periodic scans and assessments).
- Incident response processes to investigate, contain, and remediate potential incidents. If we identify a privacy breach creating a real risk of significant harm, we will notify you and the relevant authorities as required by law.
No system is 100% secure. If you suspect unauthorized access to your information, contact us immediately.
Cookies & Analytics
- Essential cookies support core site functions (e.g., session, security) and are necessary for the website to work.
- Functional/Analytics cookies help us understand usage and improve our services.
- Where required, we display a cookie banner that allows you to accept, reject, or manage non-essential cookies. You can also adjust your browser settings; disabling certain cookies may affect site functionality.
If we use third-party analytics, they are engaged under contracts restricting use of data to our instructions and prohibiting re-identification or sharing for independent purposes.
CASL & Marketing
We comply with Canada’s Anti-Spam Legislation (CASL). We send commercial emails/SMS only with your consent or as otherwise permitted by law. You can unsubscribe at any time using the link or instructions in our messages or by contacting privacy@meridianlogisticsgroup.com. Unsubscribing from marketing does not affect essential service communications (e.g., booking confirmations).
Children’s Privacy
Our services are intended for adults and business customers. We do not knowingly collect personal information from children under the age of 13 (or the applicable age of consent in your jurisdiction). If you believe a child has provided us personal information, contact us to request deletion.
Third-Party Links
Our websites and communications may contain links to third-party sites. We are not responsible for the privacy practices of those sites. Review their policies before providing personal information.
Changes to This Policy
We may update this Policy from time to time. The “Effective date” will indicate the latest version. For material changes, we will provide additional notice—such as posting a banner on our websites, updating our cookie banner, and/or emailing customers where we have contact details and the change materially affects them.
Questions, requests, or complaints about privacy:
- Email: privacy@meridianlogisticsgroup.com
- Mail: Privacy Officer, Meridian Logistics Group Inc., 973 Willowdale Avenue, Toronto, Ontario, M2M 3C6, Canada
- Phone: +1 844-334-6736
We are committed to resolving your concerns and will respond within applicable timeframes.
Brand Coverage Statement
This Privacy Policy applies to Meridian Logistics Group Inc. and all Brands operated by Meridian, including but not limited to Care Full Moving, Vancouver’s Movers, Toronto Pro Moving, and Foothills Movers, and any future Brands designated by Meridian. Where a Brand maintains a site on a separate domain, this Policy governs unless that site expressly posts a different privacy policy that states otherwise.