Privacy & data-handling.

Who we are

Plotbase is a cemetery-management platform developed and operated by ACO Advisors, a company based in British Columbia, Canada. This policy covers two things: the information we handle through this marketing website (plotbase.ca), and the information handled inside the Plotbase application we operate for municipalities.

This website

This marketing website uses Google Analytics to see how visitors find and use the site. Google Analytics sets first-party cookies and processes aggregate usage data — such as the pages you view and an approximate, coarse location — on Google’s infrastructure, which may include servers outside Canada. Google Analytics 4 does not log full IP addresses. We use it only for website statistics; we run no advertising or cross-site profiling trackers, and we do not sell or share your information. You can opt out at any time with Google’s Analytics opt-out add-on or by blocking analytics cookies in your browser. If you email us or book a demonstration, we receive only the information you choose to provide (such as your name, email address and message) and use it solely to respond to you.

The Plotbase application

Each municipality runs its own dedicated Plotbase instance. For those deployments the municipality is the custodian of the records under the privacy legislation that applies to it (for local governments in British Columbia, that is FIPPA); ACO Advisors acts as its service provider and processes the data only to deliver and support the service, under the municipality’s direction.

A cemetery register is a public record. The public portal shows only public register details — a person’s name, the plot location, and the year of death. Personal information that is not part of the public record — such as the contact details of interment-rights holders, or full dates — is restricted to authorized cemetery staff and is never shown on public pages. Family-submitted memorial content is reviewed by staff before anything is published.

Cookies

On this marketing website, Google Analytics sets first-party analytics cookies (for example _ga) used to count and understand visits, as described above. The Plotbase application itself uses only strictly-necessary and functional cookies: a sign-in session cookie for authorized staff (marked HttpOnly, Secure and SameSite) and a cookie that remembers your language choice. We use no advertising or cross-site tracking cookies. A brief notice is shown on your first visit, and you can opt out of analytics as described above.

Where your data lives

All cemetery records and Plotbase application data are stored, processed and backed up in Canada. We do not store application data or backups in the United States or elsewhere. Access to the application is limited to Canada and the United States at the network level, and administrative access is further restricted. (The one exception is the website-analytics data described under “This website” above, which is processed by Google.)

How we protect it

Connections are encrypted with HTTPS. Access is role-based and enforced on the server; passwords are stored only as salted hashes; and every change to a record is written to an immutable audit log. We keep the platform patched and review it for security issues.

Retention

Burial-register records are permanent public records and are retained accordingly. Operational and account data are retained for as long as needed to provide the service and to meet the municipality’s records-retention obligations, then disposed of securely.

Your rights

You may request access to, or correction of, personal information about you. For records held in a municipality’s cemetery system, those requests are handled by that municipality as the custodian; we will assist it. For information handled through this website, contact us directly at hello@plotbase.ca.

Changes & contact

We may update this policy as the product and our practices evolve; material changes will be reflected here with a new date. Questions about privacy or data handling can be sent to hello@plotbase.ca.

This statement describes the Plotbase platform’s design and ACO Advisors’ practices. It is provided for transparency and is not legal advice; each municipal customer remains responsible for its own privacy notices and obligations.