Privacy Policy

Effective date: August 17, 2025

Who we are: BSD Heating & Cooling Inc (“BSD”, “we”, “us”, “our”)
Address: 1453 Monarch Dr, Kingston, ON K7P 0R8
Email: info@bsdhvac.com • Phone: +1 (437) 988-1782

This Policy explains how we collect, use, disclose and protect personal information in the course of our commercial activities, consistent with PIPEDA (Canada’s federal private-sector privacy law) and its 10 Fair Information Principles.

Our Privacy Program & Accountability

We are responsible for personal information under our control and appoint a Privacy Officer to oversee compliance, staff training, procedures, incident response, and inquiries. Contact details are in Section 13.

What Personal Information We Collect

We may collect the following categories of information (depending on your interaction with us):

Identity & Contact: name, email, phone, service address.
Service Information: job notes, equipment type/serial, photos you provide, preferred schedule.
Communications: calls, emails, website forms, chat messages.
Transaction/Billing: estimates, invoices, payment confirmations (card payment, if applicable, is processed by PCI-compliant providers; we do not store full card numbers).
Website/Technical: IP address, device/browser, pages visited, cookies/analytics (see our Cookie Policy).

We collect this directly from you, from your use of our site/services, and, where permitted, from third-party service providers (e.g., scheduling, payments, analytics).

Purposes (Why We Use Your Information)

Provide quotes, schedule and deliver HVAC services; manage work orders and warranties.
Communicate about appointments, safety, service updates and invoices.
Verify identity, protect against fraud/abuse, and ensure safety/code compliance.
Improve our website, services and customer experience (analytics, quality assurance).
Marketing (only with consent or as permitted by law) — emails/SMS about services, offers, reminders, and reviews (opt-out anytime).
Legal, regulatory and compliance obligations (e.g., records, incident response).

We identify purposes at or before collection and limit collection to what is necessary for those purposes.

Consent & Your Choices

We obtain consent (express or implied where permitted) for collection, use and disclosure. You may withdraw consent at any time, subject to legal/contractual limits and reasonable notice. For commercial electronic messages (CEMs), we comply with CASL: obtain consent, include required identification, and provide a working unsubscribe in every message.

Marketing choices: You can unsubscribe from marketing emails/SMS using the link or instructions in the message. Unsubscribing from marketing does not affect essential transactional/operational messages (appointments, invoices, safety notices).

Limiting Use, Disclosure & International Transfers

We use and disclose personal information only for the purposes above, or as required/permitted by law. We may share information with service providers (e.g., scheduling, field-service, cloud hosting, payment processors, email/SMS platforms) who assist us under confidentiality obligations. Some providers may be outside Canada; when information is processed abroad, it may be subject to foreign laws. We use contractual and technical measures designed to offer protection comparable to Canadian standards.

Retention

We retain personal information only as long as needed to fulfill the identified purposes (e.g., service history and warranty support), meet legal/regulatory obligations, and resolve disputes. Afterwards, we securely delete, de-identify, or archive information in accordance with our retention schedule.

Accuracy

We take reasonable steps to keep information accurate, complete and up-to-date for its intended use. Please tell us if your contact or service details change.

Safeguards (Security)

We protect personal information by organizational, technical and physical safeguards appropriate to sensitivity—e.g., role-based access, employee training, encryption in transit, secure configurations, and facility controls.

Individual Access & Correction

You have the right to request access to your personal information and information about its use/disclosure. We will respond as quickly as possible and no later than 30 days (subject to lawful extensions) and provide reasons if we must refuse access in limited cases (e.g., third-party privacy). You may request corrections to inaccurate or incomplete information. We may need to verify identity before responding.

How to make a request: email our Privacy Officer (Section 13). If fees apply (rare), we’ll inform you in advance as permitted by law.

Cookies & Analytics

We use cookies and similar technologies to operate the site, remember preferences, and understand usage trends. See our separate Cookie Policy for details and your choices (including browser controls and preference management).

Children’s Privacy

Our services are intended for households and businesses. We don’t knowingly collect personal information from children without appropriate consent from a parent or guardian. If you believe we’ve collected such information, contact us and we’ll take appropriate steps.

Breach Notification & Incident Response

We maintain procedures to investigate, contain, and remediate privacy/security incidents. Where a breach of security safeguards creates a real risk of significant harm, we will notify the Office of the Privacy Commissioner of Canada (OPC) and affected individuals, and keep required records, in line with PIPEDA and the Breach of Security Safeguards Regulations. We use the OPC’s RROSH guidance/tool to assess risk.

How to Contact Us (and Our Privacy Officer)

Privacy Officer — BSD Heating & Cooling Inc
1453 Monarch Dr, Kingston, ON K7P 0R8
Email: info@bsdhvac.com • Phone: +1 (437) 988-1782