Effective date: June 22nd, 2026
Last updated: June 22nd, 2026
1. Introduction
Certarus Solutions Inc. (“Certarus,” “we,” “us,” or “our”) operates Certarus Core, a business platform that includes field Forms and an AI assistant called Roderick. This Privacy Policy explains how we collect, use, store, and share information when you use:
- the Certarus Core web application (progressive web app), and
- the Certarus Core Forms mobile application (where applicable),
together, the “Service.”
The Service is intended for authorized Certarus personnel and approved third-party users (for example, contractors or drivers invited as Microsoft Entra guests). Access requires sign-in with a Microsoft work or guest account issued or approved by Certarus.
If you do not agree with this policy, do not use the Service.
2. Who this policy applies to
This policy applies to individuals who are permitted to sign in to the Service, including:
- Certarus employees and other Microsoft Entra tenant members, and
- Microsoft Entra B2B guest users authorized by Certarus.
If you were given access by Certarus or your organization, your use of the Service may also be governed by your employer’s or contractor’s policies.
3. Information we collect
3.1 Account and identity information
When you sign in with Microsoft Entra ID, we receive identity information from Microsoft, such as:
- your object ID (OID)
- your user principal name (UPN) / email address
- display name and other standard profile claims needed for authentication and authorization
We use this information to verify who you are, control access to forms, attribute submissions, and enforce permissions.
3.2 Form submissions and related content
When you complete and submit a form, we collect and store:
- answers you enter (text, selections, dates, numbers, and similar fields)
- metadata such as form ID, form version, submission time, and your time zone (for display)
- your Entra OID and UPN as the submitter
- attachments, when a form requires them, which may include photos taken with the camera or chosen from your device, files you upload, and signatures captured in a signature field
- location/GPS coordinates, but only when a form field explicitly requests location and you grant permission on your device
Forms may also reference operational data such as jobs, hubs, assets, or employee-related picklist values synced from Certarus systems. What is collected depends on the specific form you are completing.
3.3 In-progress drafts (not yet submitted)
If you save work before submitting:
- Server-side fill drafts may store your in-progress answers and draft attachments, linked to your Entra OID.
- Local device cache (browser storage on web, or local storage/SQLite on mobile) may store form definitions, drafts, queued submissions, chat session history, and similar data to support offline use or faster loading.
Local cache is a convenience copy; submitted forms are the official record stored on Certarus systems.
3.4 Roderick (AI chat assistant)
When you use Roderick, we may process:
- messages you send to the assistant
- assistant responses shown to you
- reference documents or excerpts retrieved to answer your question, when citations are enabled
- feedback reports you submit about inaccurate or missing answers (issue type and your comments)
For quality and improvement purposes, the Service may log:
- the text of questions you ask Roderick
- anonymous feedback reports that may include the question, response, references, and your report text
We do not attach your email address to Roderick feedback reports. Chat conversation history in the web app is primarily stored locally in your browser unless you submit a report or a question is logged as described above.
Roderick uses retrieval-augmented generation (RAG) and automated AI models. Responses are generated automatically and may be incomplete or incorrect. Do not rely on Roderick for safety-critical, legal, or operational decisions without verifying through official Certarus sources.
3.5 Technical and security information
We automatically collect limited technical information needed to operate and secure the Service, such as:
- API requests, timestamps, and error logs
- device/browser type and app version (as logged by our hosting infrastructure)
- authentication and authorization events
We use HTTPS to encrypt data in transit between your device and our servers.
4. How we use information
We use the information described above to:
- provide, operate, and maintain the Service
- authenticate users and enforce form-level permissions
- store, retrieve, and display form submissions for business operations
- support offline drafting and synchronization
- operate Roderick and improve answer quality
- send operational notifications related to form activity where configured (for example, submission report emails)
- protect the security and integrity of the Service
- comply with law and enforce Certarus policies
We do not sell your personal information.
5. How we share information
We share information only as needed to run the Service, including with:
- Microsoft — Entra ID authentication, Microsoft Graph (for authorized directory lookups in admin workflows), and Azure cloud services
- Cloud hosting providers — application hosting, databases, caching, and file storage (including Azure Blob Storage for attachments)
- AI / document retrieval providers — to process Roderick chat requests against approved knowledge sources
- Certarus personnel and authorized users — according to form permissions (for example, form owners, editors, and results readers may access submissions for forms they are allowed to see)
We may also disclose information if required by law or to protect rights, safety, and security.
6. Data retention
| Data type | Retention |
|---|---|
| Submitted forms (answers, attachments, signatures, GPS included in submissions) | Retained permanently as business records unless deletion is required by law or approved internal records-management policy |
| Server-side fill drafts | Retained until you submit, discard, or they are removed by system maintenance; subject to per-user draft limits |
| Local drafts/cache on your device | Not the official record; may be cleared when you sign out, when the app is maintained, or when you uninstall the app |
| Roderick question logs and feedback reports | Retained for service improvement unless you request deletion (see Section 8) |
| Local Roderick chat sessions | Stored on your device until you clear browser/app data or local storage is reset |
Important: Signing out ends your session but does not delete submitted forms.
7. Your choices and device permissions
You can control certain data collection through your device and account:
- Camera, photos, files, and location — requested only when needed by a form field; you may deny permission, but some forms cannot be completed without it
- Microsoft account — you must use an authorized Entra account to access the Service
- Offline use — you may choose not to use offline features; queued submissions sync when connectivity returns
Because submitted forms are permanent business records, the Service does not offer in-app deletion of completed submissions for end users.
8. Requests regarding your information
Form submissions
Submitted form data is retained as part of Certarus operational and compliance records. We generally do not delete submitted forms upon user request. If you believe information in a submission is incorrect, contact your Certarus supervisor or the support contact below.
Roderick chat logs and feedback
You may request deletion of Roderick question logs or feedback reports associated with your use by contacting certaruscore-privacy@certarus.com with the subject line Roderick data deletion request. Include enough detail for us to locate relevant records (approximate date/time and description of the conversation or report). We will verify your identity before acting on the request, within a reasonable timeframe and subject to legal or operational retention requirements.
Access requests
Authorized users may contact us to ask what personal information we hold about them in systems we control, subject to applicable law and internal policy.
9. Security
We use administrative, technical, and organizational measures appropriate for a business application, including:
- Microsoft Entra ID authentication
- role- and form-based access controls
- encryption in transit (HTTPS)
- secured cloud storage for attachments
No method of transmission or storage is completely secure; we cannot guarantee absolute security.
10. International and corporate information
Certarus operates in multiple regions. Your information may be processed in countries where we or our service providers maintain facilities, including Canada and the United States, subject to appropriate safeguards.
Certarus Solutions Inc.
For mailing address and other corporate contact details, visit certarus.com.
11. Third-party services
The Service relies on third-party platforms (notably Microsoft Entra ID and Azure). Their handling of your information is also governed by Microsoft’s terms and privacy statements. On mobile devices, platform providers (Apple/Google) may collect information according to their own policies.
12. Children’s privacy
The Service is designed for adult workforce and authorized contractor use. We do not knowingly collect personal information from children under 13 (or the applicable age in your jurisdiction).
13. Changes to this policy
We may update this Privacy Policy from time to time. We will post the revised policy at this URL and update the “Last updated” date. Continued use of the Service after changes become effective constitutes acceptance of the revised policy.
14. Contact us
| Purpose | Contact |
|---|---|
| General support | certaruscore-support@certarus.com |
| Privacy / Roderick deletion | certaruscore-privacy@certarus.com |
| Access to the Service (guests/contractors) | Contact your Certarus representative |