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Privacy Policy

Statement of Commitment for Cloud 9 HVAC​

Effective Date: May 23, 2024

Last Updated: April 22, 2026

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At Cloud 9 HVAC (“we,” “our,” or “us”), we are committed to maintaining the trust and confidence of our clients. This Privacy Policy explains how we collect, use, and protect your personal information in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA), Ontario privacy laws, and, where applicable, Quebec’s Law 25.

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1. Information We Collect

To provide high-quality HVAC services, we collect:

  • Contact Information: Name, residential/business address, phone number, and email address.

  • Service History: Details regarding your HVAC systems, maintenance records, and service dates.

  • Payment Data: Billing addresses and payment method details (processed through secure, encrypted third-party providers).

  • Digital Data: IP addresses, cookies, and website usage patterns via our website to improve user experience.

 

2. Purpose of Collection

We collect this data for the following "Fair Use" purposes:

  • Service Delivery: Scheduling, installation, and emergency repairs.

  • Communication: Sending service reminders (e.g., annual furnace or AC tune-ups) and responding to quotes.

  • Legal & Administrative: Processing invoices, managing warranties, and complying with tax obligations.

 

3. Disclosure and Third Parties

We do not sell, rent, or trade your personal information. We only share data with:

  • Sub-contractors or Technicians: Only the information necessary to perform on-site work.

  • Financial Institutions: For payment processing and financing applications (if requested by the client).

  • Legal Authorities: Only when required to comply with a subpoena, warrant, or court order.

 

4. Accountability and Law 25 (Quebec Operations)

As we serve Ottawa and the surrounding areas (including potential cross-border services in Quebec), we designate a Privacy Officer to oversee data protection.​

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5. Your Rights & Access

Under Canadian law, you have the right to:

  • Access: Request a copy of the personal information we hold about you.

  • Correction: Ask us to update inaccurate or out-of-date information.

  • Deletion (The "Right to be Forgotten"): Request that we delete your data, provided it is no longer required for legal or contractual obligations (e.g., active warranties).

  • Withdraw Consent: Opt-out of marketing communications at any time via the "unsubscribe" link in our emails.

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6. Data Security and Retention

  • Security: We use industry-standard encryption and secure filing systems to prevent unauthorized access.

  • Retention: We keep your information only as long as necessary to fulfill the service or as required by Ontario’s limitations periods for contract law and tax regulations (typically 7 years).

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7. Cookies and Tracking

Our website uses cookies to analyze traffic and provide a better browsing experience. You can choose to disable cookies in your browser settings, though this may affect website functionality.

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8. Contact Us

If you have questions regarding this policy or wish to file a complaint, please contact:

Cloud 9 HVAC Email: cloud9hvac@gmail.com

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