Privacy Policy

Information you give us

• Account details: your name, email address, password (stored only in hashed form by our sign-in provider), province or state, country, and email preferences. Business accounts also give a business name, type, city, phone, email and mailing address, and invite team members by email.
• Trailers: the VIN or serial number, make, model, year, type, size, weight rating, axles, colour, a nickname, how the trailer is used and stored, and a photo of the trailer if you add one. To confirm you own a trailer, we ask for a photo of its VIN label and read the VIN from it.
• Service records: the work done, dates, and any receipts, invoices or photos you attach.
• Appraisals: the photos and condition details you provide for an appraisal, and the report we produce.
• Offers from dealers: if you ask dealers for offers, the area you’re in (a place you choose, not your exact address), how far you’re willing to go, an asking price if you give one, and the contact details you choose to share. We keep a record of what you agreed to share, with the date, your IP address and browser, as proof of that consent.
• Payments: payments are handled by Stripe. We receive a record of what you bought and its status, not your full card number.
• Messages: anything you send us, such as support emails or waitlist sign-ups.

Information collected automatically

• Usage: pages viewed, the site that referred you, approximate location (from your IP address), and device and browser type, through Google Analytics. Private links (such as transfer, invitation and unsubscribe links) and account identifiers are removed from page addresses before they’re sent.
• Technical and security data: IP addresses and request details used to keep the service secure and to limit abuse, and error reports when something breaks.

Information from others

• Dealers and service shops may add service records to a trailer, or add you as their customer with your contact details (see section 6).
• Vehicle and market data: we decode VINs using public vehicle databases (only the VIN is sent), and we use trailer sale and listing prices, including publicly advertised listings, to estimate values. This data is about trailers, not people.

• To run your account and TrailerBook’s features: trailer profiles, service history, appraisals, VIN lookups, maintenance plans, offers, transfers and team accounts.
• To estimate trailer values. Values are calculated from many sales and listings and shown as ranges; we never show who sold a trailer, and sales a dealership records stay private to that dealership.
• To send emails you need (sign-in links, receipts, appraisal results, offers, transfer and team invitations) and the reminders and updates you choose in your settings.
• To process payments and manage subscriptions.
• To keep TrailerBook secure: preventing fraud, false ownership claims and abuse.
• To understand how TrailerBook is used and improve it, mostly with aggregated statistics.
• To meet legal obligations, such as tax records.

Some features use artificial intelligence provided by Anthropic (the Claude models): appraisal assessments use your trailer’s details and appraisal photos; maintenance plans use its details, usage and service records; adding a trailer reads the VIN from your label photo; and values may use an AI estimate when there isn’t enough market data. We send only what the feature needs, and Anthropic processes it for TrailerBook under terms that don’t allow it to train its models on that data.

AI results can be wrong. Appraisals and maintenance plans are estimates and general guidance; see our Terms of Service.

• Trailer lookups: anyone can look up a VIN and see the trailer’s specifications. A summary of its service history is shown too, unless the owner hides it; the full history is available as a paid report. A lookup never shows the owner’s name or contact details.
• Dealers and shops you deal with see the records they create and the trailers linked to you as their customer. Records a shop logs are marked shop-verified under the shop’s name.
• Dealers you ask for offers see only what you agreed to share (for example, the appraisal, photos and your contact details), and only the dealers you chose.
• When a trailer changes hands, its profile and service history go with it to the new owner. Your account details, your own trailer photo, and appraisals you haven’t shared stay with you.
• Ownership claims: if someone claims a trailer registered to you, we email you to confirm. Neither of you is shown the other’s name or contact details; TrailerBook’s administrators see both to settle a dispute.
• Report verification: anyone with a report’s reference can confirm on trailerbook.com that it’s genuine.
• Your team: on a business account, team members see the business’s records according to their role.
• Legal and safety: we may disclose information if the law requires it, or to protect people, TrailerBook or others from fraud or harm.
• Business transfers: if TrailerBook is sold or merged, information may transfer to the new owner under this policy.

We do not sell personal information, and we don’t share it for advertising.

These companies process information for us, only to provide their service to TrailerBook:

• Supabase: database, sign-in and file storage.
• Vercel: website hosting.
• Stripe: payments and subscriptions.
• Resend: sending email.
• Anthropic: AI features (section 3).
• Google Analytics: website usage statistics (section 7).
• Sentry: error reporting, so we can fix problems.

When a dealership or service shop adds its customers to TrailerBook, it decides what to record and is responsible for having a lawful basis to do so. We handle that information on the business’s behalf and don’t use it to market to its customers.

Maintenance reminders from a shop are sent only to customers the shop has recorded as agreeing to them. Every reminder names the shop and includes an unsubscribe link, and unsubscribes take effect right away. If you have questions about a shop’s records about you, contact the shop, or contact us.

Service records a shop adds to a trailer are part of that trailer’s history. If the business leaves TrailerBook, those records stay with the trailer.

• Essential cookies keep you signed in and protect your session. TrailerBook doesn’t work without them.
• Analytics cookies from Google Analytics help us understand how the site is used. You can block them in your browser settings or with Google’s opt-out add-on.
• Browser storage remembers small preferences on your device.

TrailerBook is based in Canada. Our service providers may store and process information in other countries, including the United States, where it may be accessible to authorities under those countries’ laws. We choose providers that protect information to standards comparable to Canadian law.

• We keep your information while your account is open.
• When you delete your account, we delete your profile, your photos, your personal appraisals and plans, and the rest of your personal data. Subscriptions are cancelled.
• Some information stays because it belongs to a trailer or a business, not to you: trailer profiles and their service history stay on TrailerBook without your name, and appraisals made for a dealership stay with that dealership.
• Accounts started for an appraisal that were never confirmed or paid for are deleted after 7 days.
• Payment and tax records are kept as long as the law requires, usually up to seven years.
• Backups and logs are kept for a limited time and then overwritten.

• Download your data: in Account Settings, choose “Download my data”.
• Correct it: edit your details, trailers and records in your account, or ask us.
• Delete your account in Account Settings at any time.
• Emails: turn maintenance, appraisal and product emails on or off in Account Settings. Every reminder email has an unsubscribe link. Account and transaction emails can’t be turned off while your account is open.
• Hide service history from trailer lookups on each trailer’s page.
• Withdraw consent, for example to sharing with a dealer, by contacting us. It doesn’t undo what was already shared.

You can ask us to access, correct or delete your personal information, or ask how it’s been used, by emailing support@trailerbook.com. We’ll respond within 30 days. Depending on where you live, you may have other rights under local law, and you can complain to a privacy regulator: in Canada, the Office of the Privacy Commissioner of Canada or, in British Columbia, the Office of the Information and Privacy Commissioner for BC.

Information is encrypted in transit, files are stored privately, and access is limited by account and role. No system is perfectly secure; if a breach puts your information at real risk, we’ll notify you and the authorities as the law requires. Keep your password private and tell us if you suspect your account has been accessed by someone else.

TrailerBook is for adults. Accounts are for people who have reached the age of majority where they live, and we don’t knowingly collect information from children. If you believe a child has given us information, contact us and we’ll delete it.

We’ll update this policy as TrailerBook changes. If we make a significant change, we’ll tell you by email or on the site before it takes effect. The date at the top shows the latest version.

For privacy questions or requests, email support@trailerbook.com.