Privacy Policy

1. Purpose and Commitment

Zephyr Heating & Air Conditioning (“Zephyr,” “we,” “us,” or “our”) is committed to protecting the privacy and security of our customers’ personal information.
This Privacy Policy explains how we collect, use, disclose, and protect personal information in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws, including British Columbia’s Personal Information Protection Act (PIPA).

2. What Personal Information We Collect

We collect only the personal information necessary to provide and improve our heating, ventilation, and air conditioning services. This may include:

Contact Information: Name, address, phone number, and email address
Service Details: Property information, equipment models and serial numbers, service history
Billing Information: Payment details (e.g., credit card, invoice records)
Communication Records: Correspondence, service requests, and customer feedback
Website Information: IP address, browser type, and analytics data collected through cookies or similar technologies

We collect this information directly from you when you request a quote, schedule a service, make a payment, or communicate with us.

3. How We Use Your Information

Zephyr uses your personal information for the following purposes:

To provide, schedule, and manage HVAC installation, maintenance, and repair services
To prepare quotes, invoices, and service documentation
To communicate regarding appointments, updates, or warranty information
To process payments and maintain accounting records
To ensure compliance with applicable safety, permit, and regulatory requirements
To improve our services, website experience, and customer support

We will not use your personal information for purposes other than those identified unless we obtain your consent or are legally permitted to do so.

4. Disclosure of Information

We do not sell or rent personal information to third parties.
We may share personal information only when necessary, including:

Service Technicians and Contractors: To perform installations, maintenance, or repairs
Payment Processors: For secure processing of transactions
Regulatory Bodies or Inspectors: To meet legal or permit-related obligations
IT, Hosting, or CRM Providers: To support secure data management and communication systems

All third-party service providers are required to maintain confidentiality and protect personal information in accordance with Canadian privacy standards.

5. Consent

By providing personal information to Zephyr, you consent to its collection, use, and disclosure as described in this Privacy Policy.
You may withdraw your consent at any time, subject to legal or contractual restrictions, by contacting us directly (see Section 10).

6. Data Retention

We retain personal information only as long as necessary to fulfill the identified purposes, meet legal requirements, or resolve disputes.
When information is no longer required, it is securely destroyed, deleted, or anonymized.

7. Safeguards and Security

Zephyr takes reasonable measures to protect personal information against loss, theft, unauthorized access, disclosure, copying, or modification.
Our safeguards include:

Restricted employee access to customer data
Secure digital and physical storage systems
Use of encryption for sensitive data and online communications

Despite these precautions, no system is entirely risk-free, and we encourage customers to use secure communication methods when sharing sensitive information.

8. Access and Correction Rights

You have the right to request access to your personal information and to request corrections if the information is inaccurate or incomplete.
Requests can be made in writing to the Privacy Officer listed below. Zephyr will respond within the timeframes required by law.

9. Cookies and Website Analytics

Our website may use cookies or analytics tools (such as Google Analytics) to enhance usability, analyze traffic, and improve performance.
You may disable cookies through your browser settings, though some features of our website may not function optimally.

10. Contact Information and Privacy Officer

For questions, requests, or concerns about this Privacy Policy or our handling of personal information, please contact:

Privacy Officer
Zephyr Heating & Air Conditioning
Email: [Insert Email Address]
Phone: [Insert Phone Number]
Mailing Address: [Insert Business Address]

11. Updates to This Policy

We may revise this Privacy Policy periodically to reflect changes in our practices, technologies, or legal requirements.
The updated version will always be available on our website with the effective date clearly indicated.