Privacy Policy - Cana-Air Cooling and Heating Ltd.

Effective Date: November 3, 2025 Last Updated: November 3, 2025

1. Introduction

Cana-Air Cooling and Heating Ltd. ("Cana-Air," "we," "us," or "our") is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you:

Purchase or rent HVAC equipment
Request repair or maintenance services
Visit our website at canaair.ca
Contact us for consultations or quotes

By engaging with our services, you consent to the practices described in this Privacy Policy.

Children's Privacy: Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a minor, please contact us immediately.

2. Information We Collect

Personal & Contact Information

Full name, address, phone number(s), email address
Property information (type, size, installation location)
Emergency contacts and property access details

Financial Information

Credit card and payment details
Bank account information for financing
Credit check information (when applicable)

Service & Technical Information

Equipment specifications and service history
Photos/videos of equipment for diagnostics
Warranty and rebate information
HVAC system details and energy assessments

Automatically Collected Information

When you visit our website:

IP address, browser type, device information
Pages visited, time spent, navigation patterns
Cookies for session management and analytics
General geographic location

Third-Party Information

We may receive information from:

Credit bureaus (for financing)
Equipment manufacturers (for warranties)
Government and manufacturer rebate programs
Property managers or landlords

3. How We Use Your Information

Service Delivery

Process purchases, rentals, and service requests
Schedule installations, repairs, and maintenance
Manage warranties and process rebate applications
Maintain equipment and service records
Provide emergency repair services

Financial Processing

Process payments and issue invoices
Evaluate financing applications
Collect security deposits
Process refunds and insurance claims

Communications

Confirm appointments and service calls
Send service reminders and maintenance notifications
Respond to inquiries and support requests
Provide safety notifications (e.g., product recalls)
With your consent: Send promotional offers, seasonal specials, newsletters, and energy-saving tips

Note: You may opt out of marketing communications at any time.

Business Operations

Improve services and customer experience
Train technicians and staff
Comply with legal requirements
Protect against fraud
Resolve disputes and enforce agreements

We Do NOT Sell Your Information

Cana-Air does not sell, trade, or rent your personal information to third parties for marketing purposes.

Trusted Service Providers

We may share your information with:

Payment processors and financial institutions
Financing partners for credit applications
Equipment manufacturers for warranties and technical support
Government programs for rebate processing
Licensed subcontractors (under confidentiality agreements)
IT service providers for hosting and technical support
Professional advisors (lawyers, accountants)

Legal Requirements

We may disclose your information to:

Comply with court orders, subpoenas, or legal processes
Respond to government or regulatory inquiries
Protect our legal rights and property
Investigate fraud or security issues
Protect the safety of employees, customers, or the public

5. Data Security and Retention

Security Measures

Encryption: SSL/TLS encryption for data transmission
Secure storage: Encrypted databases and secure file systems
Access controls: Role-based employee access limitations
Physical security: Secure facilities with restricted access
Regular audits: Periodic security assessments
Employee training: Privacy and security training for all staff
PCI DSS compliance: Payment card industry security standards

Data Retention Periods

Purchase records: 7 years (warranty and tax purposes)
Rental agreements: 7 years after termination
Service records: Equipment lifespan plus 3 years
Financial records: 7 years (as required by law)
Marketing consent: Until withdrawn
Website analytics: 26 months

Data Breach Notification

In the event of a data breach affecting your information, we will:

Investigate promptly
Notify affected individuals within 72 hours
Notify regulatory authorities
Take immediate mitigation steps
Provide protective measures guidance

6. Your Privacy Rights

Access and Correction

You have the right to:

Request access to your personal information
Request corrections to inaccurate information
Receive a copy in a structured, commonly used format

How to exercise: Contact us at info@canaair.ca or call (647) 800-0710

Deletion Rights

You may request deletion of your information, subject to:

Legal obligations to retain records
Active service agreements or outstanding balances
Legitimate business needs (warranties, dispute resolution)

Marketing Opt-Out

Opt out of marketing communications by:

Clicking "unsubscribe" in any marketing email
Contacting info@canaair.ca
Calling (647) 800-0710

Note: Opting out doesn't affect service-related communications (appointment confirmations, warranty notices).

You may withdraw consent at any time by contacting us, subject to legal or contractual restrictions and reasonable notice.

7. Contact Information

For questions, concerns, or requests regarding this Privacy Policy:

Cana-Air Cooling and Heating Ltd.

Address: Unit 25 - 589 Middlefield Rd Scarborough, ON M1V 4Y6

Phone: (647) 800-0710

Email: info@canaair.ca

Website: www.canaair.ca

Business Hours: Monday - Friday: 8:00 AM - 6:00 PM Saturday: 9:00 AM - 5:00 PM Sunday: Emergency Service Only 24/7 Emergency Service Available

Privacy Complaints

If not satisfied with our response, you may file a complaint with:

Office of the Privacy Commissioner of Canada 30 Victoria Street, Gatineau, Quebec K1A 1H3 Phone: 1-800-282-1376 Website: www.priv.gc.ca

Office of the Information and Privacy Commissioner of Ontario 2 Bloor Street East, Suite 1400, Toronto, ON M4W 1A8 Phone: 416-326-3333 or 1-800-387-0073 Website: www.ipc.on.ca

8. Updates to This Privacy Policy

We may update this Privacy Policy periodically to reflect:

Changes in business practices
New service offerings
Legal or regulatory requirements
Technological developments

Notification of Changes:

Revised "Last Updated" date at the top
Email notification for material changes (to active customers)
Website banner for 30 days after material changes
Continued use constitutes acceptance

We encourage you to review this Privacy Policy regularly.

Compliance: This Privacy Policy complies with the Personal Information Protection and Electronic Documents Act (PIPEDA), Ontario's Freedom of Information and Protection of Privacy Act, Canadian Anti-Spam Legislation (CASL), and Payment Card Industry Data Security Standard (PCI DSS).