Privacy Policy
- We collect what's needed to run TeamDrive: your name, email and sign-in details, the files your team uploads, and a record of activity in your team.
- We don't sell personal information, show ads, use tracking or analytics cookies, or use your files to train AI.
- Your team's Admins can see your team's activity, including when you sign in and what you upload, download or share.
- Data is stored in the United States: the app and database with Hostinger in North Carolina, and files with Cloudflare in Eastern North America.
- You can ask to see, correct or delete your personal information by emailing privacy@equawire.com.
1. Who is responsible
TeamDrive is provided by Equawire, Ontario, Canada ("Equawire", "we", "us"). This policy explains how we handle personal information when you use TeamDrive or a TeamDrive share link. It is written to meet Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).
Our role. TeamDrive is used by organizations ("Customers"). For the files and other content a Customer stores in TeamDrive, we act on the Customer's behalf and follow its instructions. The Customer decides what is uploaded and who can see it, so questions about that content are best directed to the Customer's administrators ("Admins"). For account, security and service information, we are responsible.
Privacy contact. Our privacy contact is responsible for our compliance with this policy and can be reached at privacy@equawire.com.
2. What we collect
| Information | Examples | Why |
|---|---|---|
| Account details | Name, email address, role (Admin or Member), team | To create your account, let you sign in, and show your name to your team |
| Sign-in and security data | Password (stored only as a one-way hash), two-step login key (stored encrypted), backup codes and "trusted device" tokens (stored only as hashes) | To keep your account secure |
| Content | Files and their older versions, file and folder names, sizes, types, upload dates, who uploaded them | To store, organize, preview and share files as your team asks |
| Sharing data | Share links you create, their expiry, optional link passwords (stored as hashes), and how many times they were downloaded | To make share links work and let you manage them |
| Activity log | Sign-ins and failed sign-ins, uploads, downloads, renames, moves, deletes, restores, sharing, access and member changes, with the time, IP address and browser/device type (for example "Chrome on Mac", worked out on our own server) | So your team's Admins can see who did what, and to detect misuse |
| Technical data | IP address, browser information and request details in server logs kept by our hosting provider | To run, secure and troubleshoot the service |
| Access requests | Name, work email, company, team size, your message and IP address, when you use the "Request access" form | To reply to you and set up your team. Deleted after 12 months. |
| Messages to us | Emails you send us | To answer you |
If you only use a share link, we record the download and your IP address in the sharing team's activity log. We don't ask for your name or email.
Public demo. If you try the shared demo account, we don't ask who you are. Files, folder names and other content you add there can be seen by everyone else using the demo, and are deleted every night. The demo's activity log records what was done but not your IP address. Please don't put personal information in the demo.
Private copies. This policy covers our website, the public demo, and copies of TeamDrive that we host. If your organization runs its own copy of TeamDrive on its own servers, your organization is responsible for the information in it, and its own privacy policy applies.
We don't collect payment card details through TeamDrive. Billing is handled separately with the Customer.
3. How we use it
We use personal information only to:
- provide TeamDrive, including sign-in, storage, previews, versions, share links and the activity log;
- keep TeamDrive and your account secure, for example by limiting sign-in attempts, requiring two-step login for Admins, and investigating misuse;
- provide support and contact Admins about the service, such as changes to these policies or security notices;
- bill Customers and keep business records;
- meet legal obligations.
We do not sell or rent personal information, use it for advertising, build marketing profiles, or use your files to train artificial intelligence models. If we ever want to use personal information for a new purpose, we will ask for consent first unless the law allows otherwise.
4. Who can see your information
- Your team. Members can see the names of other Members, and the files and folders they have access to, including who uploaded them. Restricted folders are visible only to the people they're shared with and to Admins.
- Your team's Admins can see the member list (names, emails and whether two-step login is on), all files and folders in the team, all share links, and the full activity log, including sign-in times and IP addresses. Admins can export the activity log.
- Anyone with a share link can download the file it points to.
- Equawire. We can see team names, Admins' email addresses, member counts and storage use. We access Content or account data only when needed to run or secure the service, when the Customer asks us to (for example for support), or when the law requires it.
- Other teams cannot see anything about your team.
5. Service providers and where data is stored
We use these providers to run TeamDrive. They process data only on our instructions and are bound by confidentiality and security obligations:
| Provider | What they do | Where |
|---|---|---|
| Hostinger | Hosts the TeamDrive application and its database (accounts, file and folder details, share links, activity log) | North Carolina, United States |
| Cloudflare (R2) | Stores the files themselves and their older versions. Files are encrypted at rest by Cloudflare. | Eastern North America region, which can include the United States |
This means your information is stored and processed outside Canada, mainly in the United States. Our providers may also handle it in other countries where they operate, for example for support or security. While it is there, it is subject to the laws of those countries and may be accessible to their courts, law enforcement and national security authorities.
We may also share information if the law requires it (for example a valid court order), to protect people's safety or our legal rights, or as part of a transfer of the TeamDrive business, including to a corporation formed by Equawire's owner. A new owner would have to protect the information as this policy describes.
6. Cookies and similar technology
TeamDrive uses only what it needs to work. We don't use advertising, analytics or tracking cookies.
| Name | Purpose | How long |
|---|---|---|
Session cookie (connect.sid) | Keeps you signed in | Until you close your browser, or 30 days if you tick "Keep me signed in". Signing out ends it straight away. |
td_trust | Remembers a device you marked "Trust this device", so you aren't asked for a two-step code each time | 30 days, or until you change your password |
Browser storage (td-sort) | Remembers how you like file lists sorted | Until you clear your browser data |
7. How long we keep information
- Files stay until your team deletes them. Deleted items go to Trash. When an Admin deletes them for good, they are removed from TeamDrive straight away and erased from storage after 30 days. Older versions are kept until the file itself is deleted for good.
- Activity log entries are kept for 12 months, then deleted automatically.
- Accounts are kept until an Admin removes them or the Customer's service ends.
- Access requests from our website are deleted 12 months after they're received.
- Trusted-device tokens expire after 30 days. Sign-in attempt counters are kept in memory for 15 minutes.
- When a Customer's service ends, we keep its data for 30 days so it can be downloaded, then delete it. Any backup copies are deleted or overwritten as backups are replaced.
- We may keep limited records longer where the law requires, such as billing records for tax purposes.
8. How we protect information
We use safeguards suited to how sensitive the information is, including:
- encrypted connections (HTTPS);
- passwords stored as one-way hashes, and two-step login keys stored encrypted;
- two-step login required for Admins;
- limits on repeated sign-in attempts;
- strict separation between teams, and access checks on every request;
- files encrypted at rest by our storage provider;
- short-lived, signed download links.
No system is perfectly secure. If a breach of security involving your personal information creates a real risk of significant harm, we will notify you, the affected Customer and the Office of the Privacy Commissioner of Canada as required by law, and keep a record of it.
9. Your rights and choices
- Access and correction. You can ask what personal information we hold about you and ask us to correct it. You can change your own password and two-step login settings at any time in TeamDrive.
- Deletion. You can ask your team's Admin to remove your account, or ask us. Some information, such as entries in your team's activity log, belongs to the Customer's records. We will tell you if we can't delete something and why.
- Withdrawing consent. You can withdraw consent at any time, subject to legal or contractual limits. If you do, you may no longer be able to use TeamDrive.
Email privacy@equawire.com to make a request. We may need to confirm your identity first. We will respond within 30 days, or tell you if we need more time as the law allows. If a request concerns a Customer's Content, we may refer you to that Customer or act on its instructions.
If you're not satisfied with our response, you can contact the Office of the Privacy Commissioner of Canada.
10. Children
TeamDrive is a service for organizations and is not intended for children. We do not knowingly collect personal information from children.
11. Changes to this policy
We may update this policy. If a change is material, we will tell Customers' Admins by email or in TeamDrive before it takes effect. The date at the top shows when it was last changed.
12. Contact
Privacy questions, requests or complaints: privacy@equawire.com.