Privacy Policy

Last updated: July 22, 2026

Turtle Sales ("we", "our", or "us") operates the Turtle Sales mobile application and website at turtlesales.ca. This Privacy Policy explains how we collect, use, and protect your information when you use our services.

1. Information We Collect

We collect the following types of information:

• Account information: Your name, email address, and password when you register.
• Profile picture: An optional photo you choose to upload.
• Location data: Your device's location when you use the map feature, to display sales activity in your area. This is only collected while the app is in use.
• Sales and business data: Door-knock records, addresses, sale amounts, and commission information you enter while using the app.
• Organization data: The organization you belong to, your role, and your activity within that organization.
• Messages: Chat messages sent within your organization through the app.
• Voice recordings and field notes: When you use the Field Intel feature, your voice recording is transmitted to our servers for processing. The raw audio is never stored — it is discarded immediately after transcription. Only the extracted lead information and suggested task are saved to your account.
• End-customer records for recurring service plans: When a sales rep signs up a customer for a recurring service plan, we store that customer's name, contact details, service address, the electronic signature image, and the plan and visit schedule, on behalf of the rep's organization. We never collect or store payment card numbers on our servers. Card details are entered directly into a secure Stripe form and are transmitted straight to Stripe; we store only a reference token and display metadata such as the card brand and last four digits.
• Usage data: Basic technical information such as login timestamps and activity status.

2. How We Use Your Information

We use your information to:

• Provide and operate the Turtle Sales platform
• Display sales activity, leaderboards, and commission reports within your organization
• Send account-related emails such as verification codes and password resets
• Enable real-time messaging between organization members
• Improve and maintain the security of our services

3. How We Store Your Information

Your data is stored securely on servers hosted by Heroku (a Salesforce company) using MongoDB encrypted databases. Profile pictures are stored using Cloudinary. On the mobile app, your authentication token is stored in encrypted secure storage on your device.

4. Third-Party Services

We use the following third-party services to operate our platform:

• Heroku — cloud hosting for our servers
• MongoDB Atlas — database storage
• Cloudinary — profile picture storage and delivery
• Mailgun — transactional email (verification codes, password resets)
• Mapbox — address lookup and map geocoding
• Google Maps — map display within the mobile app
• Stripe — payment processing for platform subscriptions, and secure storage of end-customer payment methods for recurring service plans. Card details go directly to Stripe and are held on the subscribing organization's own Stripe account under Stripe's privacy policy. Turtle Sales never receives or stores full card numbers.
• OpenAI — AI-powered voice transcription (Whisper) and lead data extraction (GPT-4o-mini) used by the Field Intel feature. Audio and text data sent to OpenAI is processed in accordance with OpenAI's privacy policy and is not used to train their models under our API usage terms.

Each of these services has their own privacy policy. We do not sell your data to any third party.

5. Data Sharing

We do not sell, trade, or rent your personal information to third parties. Your sales data and activity is only visible to members of your own organization within the app. Organization owners and managers can view data for members of their organization.

6. Location Data

Location access is used only while you are actively using the map feature in the mobile app. We do not track your location in the background. Location coordinates associated with sales records are stored as part of that record and are visible to your organization.

7. Microphone & Voice Data

The Field Intel feature requests access to your device's microphone to allow you to record spoken field notes. The following applies to all voice data:

• Microphone access is optional. You must explicitly tap the record button to begin a recording. We never listen to or record audio passively or in the background.
• Raw audio is never stored. Your voice recording is transmitted over an encrypted HTTPS connection to our servers, where it is held in memory only for the duration of processing, then immediately discarded. It is never written to disk or saved to a database.
• AI processing. The audio is transcribed to text using OpenAI's Whisper model, and the transcript is then analyzed by OpenAI's GPT-4o-mini model to extract lead information. The transcript is also discarded after processing unless you explicitly approve and save the resulting task.
• What is saved. Only the final structured output you choose to approve — lead name, contact info, temperature rating, and suggested task — is saved to your account. You can delete any saved Field Intel task at any time from within the app.
• You can revoke microphone access at any time through your device's Settings app. This will disable the Field Intel recording feature but will not affect any other part of the app.

7A. End-Customer Data and Payment Information

Organizations using the recurring service plans feature store records about their own customers (names, contact details, service addresses, signatures, and visit schedules) in Turtle Sales. For this data, the organization is the data controller and Turtle Sales acts as a service provider processing it on the organization's behalf. End customers who have questions about their information, or want it corrected or deleted, should contact the business that signed them up; we assist organizations in fulfilling such requests.

Payment card details are never sent to or stored on Turtle Sales servers. When a card is saved at the door, the card number is entered into a secure field provided by Stripe and transmitted directly to Stripe, where it is stored on the organization's own Stripe account for that organization's future billing. Turtle Sales stores only a non-sensitive reference token, the card brand, and the last four digits for display purposes. Charges, refunds, and disputes are handled by the organization through Stripe, not by Turtle Sales.

8. Data Retention

We retain your data for as long as your account is active. You can delete your account at any time from the Profile screen in the app or by contacting us. Upon account deletion, your personal information is removed from our systems. Sales records may be retained in anonymized form for organizational reporting purposes.

9. Children's Privacy

Turtle Sales is not directed at children under the age of 13. We do not knowingly collect personal information from children under 13. If you believe we have collected such information, please contact us and we will delete it promptly.

10. Security

We take reasonable measures to protect your information including encrypted storage, secure HTTPS connections, hashed passwords, and rate limiting on sensitive actions. However, no method of transmission over the internet is 100% secure.

11. Your Rights

You have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your account and associated data
• Delete individual Field Intel tasks at any time from within the app
• Withdraw consent for location access at any time through your device settings
• Withdraw consent for microphone access at any time through your device settings

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by email or through the app. Continued use of our services after changes constitutes acceptance of the updated policy.

13. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us at:

Turtle Sales
turtlesales.ca
contact@turtlesales.ca