ZPlanr – Compliance & Legal Framework

ZPlanr Scheduling Systems (“ZPlanr”, “we”, “us”) is a software product of QuickPlan Scheduling Systems Inc., Canada.

ZPlanr provides enterprise-grade workforce scheduling and operations software, including scheduling, automated reminders, SMS check-in/check-out, attendance tracking, payroll support, invoice generation, and approved third-party integrations.

Privacy & Data Protection (Canada – PIPEDA)

ZPlanr is a Canadian company and is designed to support PIPEDA-aligned privacy practices.

We collect, use, disclose, and retain personal information only for purposes that a reasonable person would consider appropriate in the circumstances, including:

• Providing and operating the Services
• Supporting workforce scheduling and attendance workflows
• Delivering customer-authorized communications
• Maintaining security, auditability, and reliability
• Meeting legal and contractual obligations

ZPlanr acts as a service provider / processor. Our customers (agencies, businesses, organizations) are typically the data controllers for information they upload or manage in ZPlanr.

By using ZPlanr, you consent to the collection, use, and disclosure of your personal information as described. You have the right to withdraw consent in accordance with applicable law.

Categories of Personal Information

ZPlanr may process the following categories of personal information, as configured by customers:

• Account data: names, email addresses, phone numbers, roles, login credentials (stored securely)
• Workforce & client data: worker names, client names, contact details, service details, schedules, billing rates
• Attendance data: check-in/check-out timestamps, optional location metadata (if enabled), audit logs
• Communications data: SMS or email content, delivery status, timestamps, message metadata
• Technical data: IP addresses, device/browser data, security and diagnostic logs
• Billing data: subscription plans, invoices, transaction metadata (payments handled by third parties)

SMS & Messaging Compliance (CASL)

ZPlanr provides SMS-based features through Twilio.

SMS Usage & Responsibilities

By enabling SMS features, you acknowledge and agree that:

• Phone numbers, message content, delivery status, timestamps, and related metadata are transmitted to Twilio solely to deliver SMS communications requested by you
• SMS delivery is subject to carrier networks, local regulations, and third-party systems outside ZPlanr’s control
• ZPlanr does not guarantee SMS delivery or timing
• Customers are responsible for obtaining all required express or implied consent under CASL
• Opt-out mechanisms (e.g., STOP) must be respected where required by law

ZPlanr is not responsible for delivery failures, filtering, or carrier-level blocking.

ZPlanr is not affiliated with, endorsed by, or sponsored by Twilio Inc., except as required to provide customer-authorized messaging services.

Accounting, Payroll & Financial Integrations

ZPlanr supports optional integrations with third-party platforms, including accounting and payroll systems such as QuickBooks, and other customer-selected providers.

Third-Party Integration Terms

When you enable an integration:

• ZPlanr shares only the minimum necessary data to perform the requested function (e.g., exporting approved time or payroll data)
• Third-party services operate under their own terms and privacy policies
• ZPlanr does not control or assume responsibility for third-party services, including accuracy, availability, compliance, or data handling
• You remain responsible for reviewing exported data and ensuring compliance with accounting, payroll, tax, and employment laws

ZPlanr does not guarantee the ongoing availability of any third-party integration.

ZPlanr is not affiliated with, endorsed by, or sponsored by Intuit Inc. or QuickBooks, except as required to enable customer-authorized integrations.

Data retention

ZPlanr retains personal information only as long as necessary to:

• Provide the Services
• Meet legal, accounting, and regulatory obligations
• Resolve disputes and enforce agreements

Retention periods may vary based on customer configuration, contractual requirements, and applicable laws.

Security safeguards

ZPlanr implements administrative, technical, and organizational safeguards appropriate to the sensitivity of the data, including:

• Encrypted data storage and transmission
• Role-based access controls
• Audit logging and operational monitoring
• Secure authentication and credential handling
• Segregation of tenant data

No system is 100% secure, but security is built into ZPlanr’s architecture and continuously improved.

Disclaimer

ZPlanr is not a legal, accounting, tax, payroll, or HR advisor.

Schedules, attendance records, payroll outputs, invoices, reports, and integrations are provided for operational convenience only. Customers are responsible for reviewing outputs and ensuring compliance with applicable laws, employment standards, and contractual obligations.

Limitation of Liability

To the maximum extent permitted by law:

• ZPlanr is not liable for indirect, incidental, special, consequential, or punitive damages, including loss of data, revenue, profits, or business opportunities
• ZPlanr’s total aggregate liability for any claim relating to the Services will not exceed the amounts paid by you in the three (3) months preceding the claim, or CAD $100, whichever is greater

Some limitations may not apply depending on jurisdiction.

Governing Law & Jurisdiction

All use of ZPlanr is governed by the laws of the Province of British Columbia and the federal laws of Canada applicable therein, without regard to conflict of laws principles.

Updates & Changes

ZPlanr may update its legal terms, privacy practices, and compliance documentation from time to time. The latest versions will be published on our website with an updated “Last updated” date.

Continued use of the Services constitutes acceptance of updated terms.

Contact

Questions regarding privacy, compliance, or legal matters may be directed to ZPlanr Scheduling Systems via the contact information provided on our website.