Privacy Policy
Last updated: October 28, 2026
PaceTracker (“PaceTracker”, “we”, “us”) is a self-documentation tool that helps APEGA-registered professionals record their Continuing Professional Development (CPD) under the PACE framework. This policy explains what personal information we collect, why, where it is stored, and the choices you have. We handle personal information in accordance with Alberta’s Personal Information Protection Act (PIPA) and, where it applies, the federal Personal Information Protection and Electronic Documents Act (PIPEDA).
PaceTracker is operated by ATP Mechanical Automation Group Inc., carrying on business as PaceTracker, 903 8 Ave SW, Calgary, Alberta T2P 0P7, Canada (Business Number 753473438 · GST/HST 753473438 RT0001). Our Privacy Officer, Giovanni Belli, is accountable for how we handle personal information. For any privacy question or request, contact privacy@pacetracker.ca.
1. Information we collect
- Account information: your sign-in email address (kept in our authentication system) and the profile you provide — full name, professional designation, APEGA ID, and renewal date. When you change these details from the Account page, we record the date of each change and which details changed (not the previous values).
- CPD records you create: PACE plans and their contents, CPD activities, written explanations, peer review notes, sign-off names and dates, and myAPEGA module completion dates.
- Evidence files: documents you choose to upload and attach to your activities or module records (for example certificates or notes), stored in a private storage bucket that other users cannot access.
- Billing information: if you subscribe to a paid plan, the status of your subscription and a record of each transaction (subscription reference, amount, date). Payments are processed by PayPal: your card or funding details are handled by PayPal and never reach our systems.
- Website analytics, only with your consent: on our public pages, Google Analytics 4 collects the pages you visit (without their query string), how you arrived, an approximate location, and device and browser information (see Cookies and analytics below).
- Billing details: if you enter them on the Account page, the name or business name for invoices, your billing address (street, city, province or state, postal code, country) and, if you provide it, a GST/HST number. They are optional until paid subscriptions start, and they are not sent to PayPal.
- Referral data: if you use the invite feature, your personal referral code and the fact that an account signed up through it. If you open an invite link, the inviter’s code (see the Cookies section below).
- Promotion data: if you arrive through a partner promotion page or link, the name of the promotion, recorded on your account when you complete the setup, together with the Early Bird or partner seat assigned to your account (see the Cookies section below).
- Organization data: if you belong to an organization in PaceTracker, your membership and role, the sharing level you chose, reviews of your plan, and the access log of what the organization read (see Organizations and Responsible Members). If an organization invites you, your email address and the invitation’s dates. Whether the organization pays for your subscription, and since when, as chosen by its admin. If you are an organization admin, the billing details you enter for its invoices: its legal name, address, GST/HST number, purchase order number, and the name and email address of its billing contact.
- Consent and preference records: the Terms of Service version you accepted and when, your marketing email choice and when it last changed, and your reminder and activity check-in email preferences.
- Date reminders without an account: if you ask for APEGA CPD date reminders from our website without creating an account, we keep only your email address, your APEGA renewal month, and the date and wording of your request and of your confirmation. Nothing else is collected and no account is created.
- Regions waitlist: if you ask to hear when PaceTracker opens in a province outside Alberta, we keep only your email address, the region you chose, the date and wording of your request and of your confirmation, and a scrambled copy of the link we email you. No account is created, and it is not a marketing list.
- Technical data: limited logs generated by operating the service (such as request and error logs) and essential authentication cookies.
2. How we use your information
- To provide the service: storing and displaying your CPD records to you.
- To generate documents you request, such as the audit pack PDF or the export of your data.
- To send service emails, such as sign-in links, CPD deadline reminders, account setup messages and, if you turn them on, activity check-ins.
- To send the date reminders you asked for without an account: a confirmation email, then an email when the PACE declaration becomes available and one two weeks before the due date for your renewal month, every year, until you stop them with the link in any of those emails.
- To tell you once when PaceTracker opens in the region you chose on the waitlist, after you confirm the request by email.
- To operate the referral programme: attributing an invitation to the inviting account and, when paid plans launch, applying the corresponding credits.
- To operate the Early Bird offer and partner promotions: assigning a seat when you complete the setup and, when paid plans launch, applying the corresponding months. We do not share your personal information with promotion partners, and partners have no access to your account.
- To manage subscriptions and billing: recording your subscription status and the transactions needed for accounting and tax purposes, and preparing your invoices and receipts from the billing details you entered.
- To understand how our public pages are used and improve them, if you accept analytics cookies.
- To keep each account with one professional: profile details can be changed from the Account page up to 3 times in any 12-month period, and the record of changes described above is what applies that limit.
- To send you occasional product updates and offers by email, only if you have expressly opted in. You can withdraw that consent at any time from the Account page or via the unsubscribe link included in every such email; deadline reminder emails can likewise be turned off from the Account page or their own unsubscribe link.
- To let an organization you belong to see what you chose to share with it, to record each time it does, and to send its invitations and the date reminders it asks for (see Organizations and Responsible Members).
- To secure, maintain, and improve the service.
We do not sell personal information, we do not show advertising, and we do not use your records for profiling. Your CPD records are yours.
3. Where your data is stored
Your account data, CPD records, and evidence files are stored in Canada (Montréal), in the Canadian region of our database and storage provider. Access is restricted by row-level security so that each account can only read and write its own records. The one exception is what you choose to share with an organization you belong to, which it can read but never change (see Organizations and Responsible Members).
4. Service providers
We use a small number of service providers to run PaceTracker:
| Provider | Role | Location |
|---|---|---|
| Supabase | Database, authentication, and file storage | Data stored in Canada (Montréal); provider is US-based |
| Vercel | Application hosting and delivery | Application servers in Canada (Montréal); requests pass through its global network; provider is US-based |
| Resend | Transactional email delivery (sign-in links, reminders, organization invitations) | United States |
| PayPal | Payment processing for paid subscriptions | United States |
| Cloudflare | Bot protection on the sign-in page (Turnstile) | United States (global network) |
| Google LLC | Website analytics (Google Analytics 4), only with your consent | United States |
Because some providers operate from the United States, limited information (for example request metadata processed by our hosting provider, or the email address and content of messages we send you) may be processed outside Canada and may be subject to the laws of those jurisdictions. We rely on contractual safeguards with these providers to protect your information to a comparable standard.
You can obtain written information about our policies and practices for service providers outside Canada, and ask any question about how they collect, use, disclose or store personal information on our behalf, by writing to our Privacy Officer, Giovanni Belli, at privacy@pacetracker.ca.
Emails are minimal by design. The messages we send carry only your email address and the message itself: sign-in links, deadline reminders that state an approaching CPD date, account setup messages (a welcome note after setup, and one reminder if setup is left unfinished), activity check-ins if you turn them on, the date reminders requested without an account, which state your renewal month and the matching APEGA dates, the confirmation of a regions waitlist request, which states the region, invitations to join an organization, sent on its behalf, and the date reminders an organization can ask us to send (see Organizations and Responsible Members). They never include your plans, activities, evidence, progress, or any other CPD content, so that content does not transit our email provider.
Payments are minimal by design too. What we exchange with PayPal is limited to the subscription itself: plan, status, amounts, and an internal account reference. Your CPD records never transit PayPal, and your payment credentials never transit PaceTracker.
5. Retention and deletion
We keep your information for as long as your account exists. You can delete your account at any time from the Account page: deletion is immediate and permanent, and erases your profile, PACE plans (including signed versions), activities, uploaded evidence files, module records, reminder schedules, referral records, subscription records, billing details, the record of profile changes, your organization memberships, sharing choices and the access-log entries about you, and your sign-in identity. Any active subscription is cancelled with PayPal as part of deletion. Residual copies in any backups kept by our providers are removed as those backups expire.
Date reminders requested without an account are deleted as soon as you stop them with the link in any reminder email. A request that is not confirmed within 7 days is deleted automatically. The same applies to the regions waitlist: you can remove your address with the link in the waitlist email, and a request that is not confirmed within 7 days is deleted automatically.
One exception is required by law: records of financial transactions (such as the date, amount, and payment reference of a subscription charge) must be kept for the period required by Canadian tax and accounting legislation. When you delete your account, these records are retained in unlinked form — they no longer reference your account or profile. PayPal retains its own transaction records under its privacy policy.
6. Your rights
- Access and portability: your records are visible in the app at all times. From the Account page you can download a complete, machine-readable export (JSON) of your data, and an audit pack (PDF) for each CPD period. The JSON export also covers your organization memberships, sharing levels, access-log entries, plan reviews and invitations (see Organizations and Responsible Members). Exports never include identifying details of other users: for example, referral entries appear without the other party’s identity.
- Correction: you can edit your unsigned records directly in the app, your billing details at any time, and your profile from the Account page up to 3 times in any 12-month period (the renewal date only while your current CPD period has no records). For any other correction, including beyond that limit, write to privacy@pacetracker.ca. Signed plan versions are immutable by design; corrections are made through a new revision.
- Deletion: self-serve from the Account page, as described above.
- Complaints: you may contact our Privacy Officer at privacy@pacetracker.ca, and you have the right to complain to the Office of the Information and Privacy Commissioner of Alberta or to the Office of the Privacy Commissioner of Canada.
7. Security
Data is encrypted in transit (HTTPS) and at rest by our providers. Evidence files live in a private bucket with per-user access rules, and database row-level security is enforced for every table. Signed plans are protected against modification at the database level, and billing records are append-only.
Other users cannot see your records or files. A small number of authorized PaceTracker administrators have technical access to the systems that hold them, as do our hosting providers in the course of operating those systems. We do not open your records or files as a matter of course. We access them only when you ask us for help, when needed to investigate a security or abuse report, or when required by law. Your files are encrypted at rest by our storage provider; they are not encrypted with a key that only you hold.
If a privacy breach creates a real risk of significant harm to you, we notify you and report it to the competent privacy commissioner as the law requires. We keep a record of every breach, including those that do not need to be reported.
When you upload a file, the service automatically reads a small part of it to confirm that it is of a permitted format. This check does not analyze what the file says and keeps nothing.
9. Organizations and Responsible Members
Added on October 27, 2026
A permit holder or firm can open an organization in PaceTracker and cover seats for the licensed professionals it employs. The seat is covered by the organization, but the records belong to the professional: each member keeps their own account, PACE plans, activities and evidence, and they stay readable and exportable after the member leaves the organization or the organization closes.
What you share, and with whom
When you join an organization, you choose what it can see, separately for each organization you belong to. You can change your choice or turn sharing off at any time from the Account page. These are the levels:
Not shared
The organization sees your name, designation and role, and nothing about your record.
The organization can see:
Seen by Organization admins and Responsible Members
- Your name and designation
- Your role in the organization (Organization admin, Responsible Member or Member)
- Your sharing level
Never seen at this level:
- Your CPD period and dates
- Your plan, its status and content
- Your activities and module dates
- Written explanations of your activities
- Whether an activity was AI-assisted
- Evidence files and their content
- Draft activities
- Your competence self-evaluation (section 3 of your plan)
- Your email address, phone number and APEGA ID
Status
Dates, plan status and counts, without any detail. Organization admins and Responsible Members see it.
The organization can see everything in Not shared, plus:
Seen by Organization admins and Responsible Members
- Your current CPD period dates, and the declaration date you recorded
- Whether your PACE plan is Signed or Draft, its version and signing date
- How many myAPEGA module dates you recorded, out of the total
- How many activities you marked complete: in total, technical and other categories
- The self-check that follows from those counts: Met / Not met · informational
Never seen at this level:
- Your plan content and skills
- Activity titles and details
- Written explanations of your activities
- Whether an activity was AI-assisted
- Evidence files and their content
- Draft activities
- Your competence self-evaluation (section 3 of your plan)
- Your email address, phone number and APEGA ID
Summary
Status, plus counts per category and the skills in your signed plan for Responsible Members only.
The organization can see everything in Status, plus:
Seen by Responsible Members only
- Complete activities per competency category
- The skills in your signed plan, with intent (maintain or develop) and category
- Your practice area from section 2 of your signed plan (your job title if no practice area is recorded)
Never seen at this level:
- The rest of your plan content
- Activity titles and details
- Written explanations of your activities
- Whether an activity was AI-assisted
- Evidence files and their content
- Draft activities
- Your competence self-evaluation (section 3 of your plan)
- Your email address, phone number and APEGA ID
Full record
Summary, plus sections 1, 2 and 4 of your signed plan and your complete activities for Responsible Members only.
The organization can see everything in Summary, plus:
Seen by Responsible Members only
- Sections 1, 2 and 4 of your signed plan (name and designation only from section 1)
- Your complete activities: title, category, organizer, date and duration
- A Responsible Member can record a review of your plan; it counts only if you accept it
Never seen at this level:
- Written explanations of your activities
- Whether an activity was AI-assisted
- Evidence files and their content
- Draft activities
- Your competence self-evaluation (section 3 of your plan)
- Your email address, phone number and APEGA ID
The competence self-evaluation (section 3 of the PACE plan), written explanations and evidence files are never shared at any level.
Sharing is chosen by each professional, per organization, and can be changed or turned off at any time. Every view of a shared record is logged and visible to the professional.
At any level the organization can ask PaceTracker to send a date reminder; it never contains CPD data.
Roles in an organization
An organization admin manages the seats, the invitations and the organization’s settings. They see the names, designations, roles and sharing levels of the members, and the Status level of the members who share it, never their Summary or Full record.
A Responsible Member is a licensed professional who keeps their own record. They see what each member chooses to share, up to the Full record level, and can export a report for the organization’s files that shows at most the Status level of each member who shares it. An organization admin or a Responsible Member can ask PaceTracker to send members a date reminder; it never contains CPD data, does not name who asked for it, and is not sent to members who turned reminders off.
At the Full record level, a Responsible Member can record that they reviewed your signed plan and found it reasonable, with an optional note. The review does not change your plan. You see it on the Account page and decide whether to accept or decline it; only an accepted review appears in section 6 of your plan and in your audit pack.
The access log
Each time someone in an organization reads members’ information through PaceTracker, or asks for a date reminder, we record who did it, what it covered and when. The entries are: Member list; Status information; Summary; Signed plan, sections 1, 2 and 4; Complete activities; Report export; Reminder request. The log cannot be edited.
Each time someone opens your Summary or Full record, you see it on the Account page, with the name and role of the person who opened it; the CSV file you can download from there lists their role, not their name. Views of the member list and report exports cover the whole organization: they appear in the organization’s own log, which its admins and Responsible Members can read, with names. Entries about you are kept for as long as your account exists and are deleted with it. If the person who read your information deletes their account, the entry stays without their name.
Invitations
An organization admin can invite you by email. PaceTracker sends the invitation email on the organization’s behalf, through our email provider. An invitation is valid for 14 days and can be withdrawn before then. The invited email address is stored with the organization’s account as a record of the invitation, with its dates and its outcome (accepted, withdrawn or expired), for as long as the organization exists. If you have a PaceTracker account and delete it, the invitations sent to your address are deleted with it.
Your export
The JSON export on the Account page includes your organization memberships and sharing levels, the access-log entries about you, the reviews of your plans, and the invitations sent to your email address. It does not include the names of other people.
10. Competency Log (engineers-in-training)
Added on October 28, 2026
Engineers-in-training preparing an application for P.Eng. registration with APEGA can keep a Competency Log in PaceTracker. It is a personal draft: it is never sent to APEGA or to anyone else by PaceTracker. The application itself is submitted only through APEGA’s Competency-Based Assessment Tool (CBAT).
What we collect
- Your details for the log: your name, the E.I.T. designation, your APEGA ID and the date you plan to apply, if you add them.
- Your work history: for each position, the employer, position title, country, start and end dates, your responsibilities, and whether it was engineering work.
- The name and contact details of a reference for each position, if you add them.
- Your self-ratings on APEGA’s competencies.
- The validators you plan to name: name, designation, association, whether they were registered during the period, how they know your work, whether they are a relative, contact details and your notes.
- Your experience examples (situation, actions and outcome), the position and validator each one refers to, and whether you marked it ready.
- The files you upload as evidence for your examples, and the links between examples and your files. Files are stored privately with the rest of your evidence.
References and validators are other people. Only you enter their details and only you can see them; PaceTracker never contacts them.
How we use it
Only to show you your own log: the months of engineering experience counted from your positions, your ratings by category, and informational comparisons with the minimums published by APEGA. Self-ratings are your own assessment, not an APEGA assessment. We do not use the Competency Log for marketing. Accounts for engineers-in-training can’t join an organization in PaceTracker, so no organization can see the log.
Retention and deletion
The Competency Log is stored in Canada like the rest of your account (section 3) and kept for as long as your account exists (section 5). Deleting your account deletes the whole log, including the details of your references and validators. The data export on the Account page includes it (section 6).
11. Children
PaceTracker is intended for practising professionals and for people working toward professional registration, and is not directed to individuals under 18.
12. Changes to this policy
If we change this policy, we will update the date above and, for material changes, notify you in the app or by email before they take effect.