Privacy Policy

Last updated 11 August 2026. This policy explains what AgencyOS does with personal information, who we share it with, and what you can ask us to do about it.

1. Two kinds of information, two different roles

AgencyOS is software sold to travel agencies. That creates a distinction which runs through this entire policy:

• Agency account information — the agency itself, its administrators and its advisors. For this, 2823368 Alberta Inc. (operating as Beacon Labs) is the organisation accountable for the information.
• Client information — the travellers an agency serves. The agency decides what to collect and why. We hold and process it on the agency's instructions, as its service provider. We do not sell it, mine it, or use it to market anything.

If you are a traveller and want your information corrected or deleted, the fastest route is your travel advisor, because the agency controls it. You can also contact us at privacy@beaconlabs.ca and we will route the request to the agency responsible.

2. What we collect

Agency and advisor accounts

• Name, email address, phone number and mailing address
• Job role and permissions within the agency
• Authentication data held by our identity provider, including password hashes and any multi-factor settings — we never see or store your password ourselves
• Business and banking details where an advisor is paid commissions, and tax identifiers where required for reporting

Client information entered by an agency

Agencies use AgencyOS as a customer record system, so the range is broad. It can include:

• Name, email, phone numbers, mailing address, date of birth and gender
• Passport number, expiry date, issuing country and nationality
• Travel bookings, itineraries, quotes, invoices and payment records
• Notes an advisor records about preferences, accessibility needs or occasions
• Documents and files uploaded against a client or a trip
• Form submissions the client completed, including consents and signatures

Payment information

Card numbers and bank account details are captured directly by our PCI-compliant vault and payment providers. They are stored as tokens. AgencyOS servers do not receive or retain full card numbers.

Technical information

• IP address, browser and device information
• Pages visited and actions taken within the product, recorded in an activity log so agencies can audit who changed what
• Error diagnostics when something fails

3. Google account data

An advisor may connect a Google account so that email sent from AgencyOS comes from their own address. This section describes exactly what that permits.

We request two scopes and no others:

• gmail.send — permission to send a message on your behalf. It allows sending only. It does not grant the ability to read, search, browse or download anything in your mailbox.
• userinfo.email — your email address, so we can show which account is connected and set the correct sender.

We deliberately do not request gmail.readonly or any other scope that would let us read your mail. The practical consequence, which we would rather state plainly than have you discover: replies from your clients never reach AgencyOS. They arrive in your own inbox. Only messages you send from within AgencyOS are recorded against a client record, and we store a copy of those — recipients, subject, body and attachments — so the agency has a record of client correspondence.

AgencyOS's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We do not use Google user data for advertising, we do not sell it, and we do not allow humans to read it except where you explicitly ask us to for support, where it is necessary for security or to comply with the law, or where the data has been aggregated and anonymised.

Disconnecting is immediate and self-serve, from My Account → Email & Signature. It deletes our stored access and refresh tokens. Emails already sent remain on the client record, because they are part of the agency's business record.

4. Why we use it

• To provide the product — storing records, producing quotes and invoices, calculating commissions, sending email you ask us to send
• To authenticate you and keep accounts secure
• To bill agencies and, where an agency charges its advisors, to process those payments through the agency's own payment account
• To notify you of things you asked to be notified about — payment deadlines, expiring passports, new submissions
• To diagnose faults and improve reliability
• To meet legal, tax and regulatory obligations

We do not sell personal information. We do not use client information to train AI models. Where AI features are used — parsing a commission statement or an uploaded document — the content is sent to our AI provider solely to return a result to the agency, and is not used by that provider to train its models.

5. Who we share it with

We share information with service providers who help us run AgencyOS. Each is bound by contract to protect it and to use it only for the purpose we specify.

We also share information where the law requires it, where it is necessary to protect someone's safety or our legal rights, and — with notice to affected agencies — in a merger or sale of the business.

An agency's data is never visible to another agency. Every record is scoped to the agency that owns it and access is enforced on the server, not merely hidden in the interface.

6. Where information is stored

AgencyOS is operated from Alberta, Canada, but our infrastructure providers store and process data in the United States and other countries. Information held there is subject to the laws of those countries, including lawful access by their courts and government agencies. Alberta's PIPA requires us to tell you this, and to say that you may contact our privacy officer at privacy@beaconlabs.ca with questions about how information is handled outside Canada. By using AgencyOS you consent to that transfer and processing.

7. How we protect it

• Encryption in transit for all connections
• Passport numbers are encrypted at rest with a separate key, and are masked in the interface — an advisor must have explicit permission to reveal one, and the reveal is recorded in the activity log
• Card and banking details are held in a PCI-compliant vault as tokens, never on our own servers
• Gmail access tokens are encrypted at rest
• Role-based permissions, with every request checked against the agency it belongs to
• An activity log recording significant actions, available to agency administrators

No system is perfectly secure. If a breach creates a real risk of significant harm, we will notify affected people, the Information and Privacy Commissioner of Alberta, and the Privacy Commissioner of Canada, as the applicable law requires — and we will tell any affected agency so it can meet its own obligations to its clients.

8. How long we keep it

• Agency and client records are kept while the agency's account is active.
• When an agency closes its account, its data is deleted within 90 days, except where we must keep records for legal, tax or accounting purposes.
• Financial records are kept for the period Canadian tax law requires.
• Activity logs are retained according to the agency's subscription tier.
• Backups persist for a limited window after deletion and are then overwritten.

9. Your rights

We are an Alberta company, so Alberta's Personal Information Protection Act (PIPA) applies to us, and the federal PIPEDA applies to personal information we handle in the course of commercial activity across provincial or national borders. Equivalent laws may apply where you live. Under them you may:

• Ask what personal information we hold about you, how we use it, and who we have disclosed it to
• Ask us to correct anything inaccurate or incomplete
• Withdraw consent, subject to legal and contractual limits
• Ask us to delete information we no longer need
• Complain to the Office of the Information and Privacy Commissioner of Alberta or to the Office of the Privacy Commissioner of Canada

Write to privacy@beaconlabs.ca. We respond within 30 days. Where the request concerns information an agency controls, we will pass it to that agency and tell you we have done so.

10. Cookies

We use cookies that are necessary for the product to function — keeping you signed in, maintaining your session, and protecting against cross-site request forgery. We do not use advertising cookies and we do not track you across other websites.

11. Children

AgencyOS is a business tool and is not directed at children. Agencies do record details of minors travelling with their families; that information is provided by the booking adult and is treated with the same protections as any other client information.

12. Changes

We will post any change here and update the date at the top. If a change materially affects how we handle personal information, we will notify agency administrators before it takes effect.

13. Contact

2823368 Alberta Inc. (operating as Beacon Labs)
3221 41 Street, Leduc, AB T9E 6C2
privacy@beaconlabs.ca