Privacy Policy

Last updated: 31 August 2026

This Privacy Policy describes how Stillbrook Software Inc. (“Stillbrook”, “we”, “us”) collects, uses, and discloses personal information when you use FillFinder at fillfinder.ca.

Stillbrook Software Inc. is the designer and corporate owner of FillFinder and is the organization responsible for this service (the controller of personal information under PIPEDA).

Organization: Stillbrook Software Inc., Ontario, Canada
Contact: support@fillfinder.ca
Corporate site: https://stillbrook.ca (this policy applies to FillFinder, not necessarily to stillbrook.ca)

What FillFinder is

FillFinder is software that matches receiving sites against municipal building-permit and related public records and the RPRA Excess Soil Registry, and that hosts a user-posted marketplace for surplus and wanted fill. Rankings, haul-cost figures, and soil-quality likelihoods are estimates generated by software. They are not surveys, quotes, or Qualified Person characterizations. See the Disclaimer.

Personal information we collect

• Account. Email address, a bcrypt hash of your password (we do not store the password itself), and optional company name. If you subscribe, we store Stripe customer and subscription identifiers. We do not store your full card number.
• Searches and saved searches. The address or location you enter, volume, quality target, other search parameters, and the ranked results JSON we generate. If you save a search and opt in to email alerts, we keep that preference until you unsubscribe or delete the search.
• Marketplace postings. What you choose to publish: surplus or wanted fill, volumes, locations, contact details, and optional geotechnical or laboratory PDF uploads. Other users of the service can see what you post. You are responsible for not posting someone else’s personal information without authority.
• Public records about third parties. Municipal permit and RPRA Excess Soil Registry entries that may name an individual (the notice filer, the Qualified Person). We store these as published and withhold individual names and contact details from display — see Personal information in public records below.
• Usage and security. IP address and related request metadata used for rate-limiting, abuse prevention, and keeping the service available. Session activity associated with your account.
• Cookies. Essential cookies only: ff_session (signed login session) and ff_csrf (CSRF protection). Both are httponly and SameSite=Lax. We do not use advertising or third-party tracking cookies.
• Email we send you. Password-reset, verification, and other account or billing mail. Optional match-alert emails only if you opt in. Every alert includes an unsubscribe link.

Personal information in public records

FillFinder ingests public records that sometimes name individuals. The clearest case is the RPRA Excess Soil Registry: a notice filed under O. Reg. 406/19 names the person who filed it and the Qualified Person who signed off, often with an email address. Municipal permit records can also carry an applicant or contact name. This information reaches us because the registry or the municipality publishes it — we do not collect it from the individual, and we cannot obtain their consent.

• What we show. We display the organization — the filing company and the QP’s firm. We do not display an individual’s name, email address, or phone number from a public record anywhere in the product: not in search results, CSV exports, the API, alert emails, or AI-generated briefs. Where a name is withheld we link to the notice on the public registry, which remains the authoritative source.
• What we store. We keep the record as filed, including the individual’s name where the source published it, so that our copy matches the registry and so we can answer an access or correction request accurately. It is withheld at the point of display, not deleted on ingest.
• Why. Matching a site that needs fill with a site that has surplus soil requires knowing which projects are moving soil, where, and who is responsible for them. The organization is what a user needs in order to make contact; the individual’s name is not.
• If you are named in a record we hold. Email support@fillfinder.ca and we will tell you what we hold about you, correct it, or remove our copy. We cannot change the public registry itself — that is RPRA’s or the municipality’s record, and requests to change it go to them.

Public-record entries are not accounts. Being named in a record we ingest does not create a FillFinder account, does not subscribe you to any email, and we do not use these records to send marketing.

How we use it

We use personal information to create and authenticate your account; run searches, save results, and show the dashboard, marketplace, deals, and billing pages; process the 14-day trial and, if you subscribe, the paid plan through Stripe; send transactional email and, if you opt in, match alerts; protect the service (rate limits, CSRF, fraud and abuse); respond to access, correction, and deletion requests; and operate, debug, and improve FillFinder.

We do not sell personal information.

Processors

We use service providers to run FillFinder. They process data only to provide their service to us:

• Vercel — application hosting. Processing may occur in the United States.
• Neon — PostgreSQL database hosting.
• Stripe — payment processing (customer and subscription IDs, billing). Stripe may process data in the United States and other countries.
• OpenStreetMap / Nominatim — geocoding of addresses you submit for search or postings.
• SMTP provider — delivery of email we send you (alerts, password reset, verification).
• Anthropic — if AI briefs are configured, limited search or result context may be sent to generate a brief. Individual names and contact details from public records are removed before the context is sent.

Because some processors are in the United States, personal information may be processed outside Canada and may be subject to the laws of those jurisdictions, including lawful access by foreign authorities.

Public-record candidate data comes from municipal open data and the RPRA Excess Soil Registry. See each portal’s licence for redistribution rules. Geocoding uses OpenStreetMap data © OpenStreetMap contributors.

Email (CASL)

• Match-alert emails are opt-in. We send them only for saved searches you asked us to watch.
• Every alert includes a working unsubscribe link. Unsubscribing stops that alert; it does not delete your account.
• Password-reset, verification, and billing messages are transactional. We send them because you asked for the action or they are needed to provide the service.
• All user-facing FillFinder email uses support@fillfinder.ca as the contact address for privacy requests, terms, CASL, and support.

Your PIPEDA rights

You may request access to, correction of, or deletion of personal information we hold about you by emailing support@fillfinder.ca. We will respond within a reasonable time. We may need to verify it is you. We may retain limited records where we must (for example billing, security logs, or a legal hold).

To delete your account, email support@fillfinder.ca.

Retention

We keep account, search, posting, and billing records while your account is active and for a reasonable period after, unless you ask us to delete them sooner and we have no legal reason to keep them. Rate-limit records are short-lived. The login session cookie lasts up to 14 days.

Public-record entries are kept for as long as they are useful for matching — typically while the notice or permit is current and for a period after, so users can see recent soil movement — and are refreshed from the source. An individual named in one of those records can ask us to remove our copy at any time.

Children

FillFinder is a business tool for contractors, brokers, consultants, and similar organizations. It is not directed at children.

Changes

We may update this policy. The “Last updated” date at the top will change. Material changes will be posted on this page. Continued use after the update means you accept the revised policy.

Contact

Stillbrook Software Inc., Ontario, Canada
support@fillfinder.ca

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