Privacy Policy

Last Updated: June 18, 2025

Pacific Breeze Heating & Cooling Inc. (“Pacific Breeze,” “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 personal information in accordance with the Personal Information Protection Act (PIPA) of British Columbia and other applicable Canadian privacy laws.

1. Contact Information

Pacific Breeze Heating & Cooling Inc.

A – 2670 Progressive Way

Abbotsford, BC V2T 6H8

Email: service@pacbreeze.ca

Telephone: 1-888-970-9695

2. What Personal Information We Collect

We may collect the following types of personal information:

Contact and Business Information

Name and title
Company name and business information
Mailing address, email address, and telephone numbers
Emergency contact information
Property access codes and security information

Service-Related Information

Equipment specifications and service history
Maintenance schedules and service preferences
Property details and building access requirements
Service requests and technical specifications
Photographs of equipment for service documentation

Financial Information

Billing information and payment details
Credit information for commercial accounts
Purchase order numbers and accounting references

Communication Records

Records of telephone calls, emails, and other communications
Service feedback and customer satisfaction surveys
Warranty claims and service documentation

Website and Technology Information

IP address and device information
Browser type and pages visited on our website
Cookies and similar tracking technologies

3. How We Collect Personal Information

We collect personal information through:

Direct Collection: When you contact us for services, complete forms, or provide information during service calls
Website Interactions: Through our website contact forms, quote requests, and browsing activity
Service Delivery: During the provision of HVAC services at your property
Third Parties: From suppliers, contractors, or business partners when necessary for service delivery
Public Sources: Publicly available business directories or professional networks

4. Why We Collect and Use Personal Information

We collect and use personal information for the following purposes:

Service Delivery

Providing commercial HVAC installation, repair, and maintenance services
Scheduling appointments and dispatching technicians
Accessing properties and equipment for service delivery
Maintaining equipment service records and history

Business Operations

Processing payments and managing accounts
Customer relationship management
Service quality improvement and training
Technical support and troubleshooting
Warranty and service contract administration

Communication

Responding to inquiries and service requests
Providing service updates and appointment confirmations
Sending maintenance reminders and system alerts
Sharing important safety or service information
Marketing communications (with consent)

Legal and Regulatory Compliance

Complying with building codes and safety regulations
Meeting insurance and bonding requirements
Responding to legal processes or government requests
Protecting our rights, property, and safety

5. When We Disclose Personal Information

We may disclose your personal information in the following circumstances:

Service Providers and Contractors

Equipment manufacturers for warranty services and technical support
Parts suppliers for equipment procurement and delivery
Subcontractors for specialized services
Professional service providers (legal, accounting, insurance)
Technology providers for software and communications

Business Transfers

In the event of a merger, acquisition, or sale of business assets
To successors or assigns of our business operations

Legal Requirements

When required by law or legal process
To comply with court orders or government investigations
To protect our rights, property, or safety
To protect the rights, property, or safety of others
To investigate potential violations of our terms of service

With Your Consent

Any other disclosure with your express consent
Sharing testimonials or case studies (with permission)

6. How We Protect Your Personal Information

We implement appropriate technical, administrative, and physical safeguards to protect your personal information:

Technical Safeguards

Secure data storage and transmission protocols
Access controls and user authentication
Regular security assessments and updates
Encrypted communications for sensitive data
Secure backup and recovery procedures

Administrative Safeguards

Employee training on privacy and data protection
Access controls limiting who can view personal information
Privacy policies and procedures for staff
Incident response and breach notification procedures
Regular privacy training and awareness programs

Physical Safeguards

Secure office facilities with controlled access
Locked filing cabinets for physical documents
Secure disposal of documents containing personal information
Restrictions on the removal of personal information from premises

7. How Long Do We Keep Personal Information?

We retain personal information only as long as necessary for the purposes outlined in this policy:

Service Records

Active customer information: Retained during the business relationship and for 7 years after service completion
Equipment service history: Retained for the life of the equipment plus 7 years
Warranty information: Retained for the warranty period plus 2 years

Financial Records

Billing and payment records: 7 years from the date of transaction
Tax-related information: As required by Canada Revenue Agency regulations

Communication Records

Service communications: 3 years from the date of communication
Marketing communications: Until consent is withdrawn, plus 1 year

Legal Requirements

Information subject to legal holds: Retained until legal requirements are satisfied
Regulatory compliance records: As required by applicable regulations

8. Your Privacy Rights

Under Canadian privacy law, you have the following rights:

Access Rights

Request access to the personal information we hold
Receive information about how your personal information is used
Obtain copies of your personal information (subject to reasonable fees)

Correction Rights

Request correction of inaccurate or incomplete personal information
Request updates to outdated information
Provide additional information to complete your records

Withdrawal of Consent

Withdraw consent for marketing communications at any time
Opt out of non-essential uses of your personal information
Request cessation of certain data collection activities

Complaint Rights

File complaints about our privacy practices
Contact the Privacy Commissioner if you are unsatisfied with our response
Seek resolution through appropriate regulatory channels

9. Website Privacy and Cookies

Cookies and Tracking

Our website may use cookies and similar technologies to:

Enhance user experience and site functionality
Analyze website traffic and usage patterns
Provide personalized content and services
Support marketing and advertising efforts (with consent)

Managing Cookies

You can control cookies through your browser settings:

Accept or reject cookies
Delete existing cookies
Receive notifications when cookies are set
Disable specific types of tracking

Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of external sites and encourage you to review their privacy policies.

10. Marketing Communications

Consent for Marketing

We obtain consent before sending marketing communications
You can opt out of marketing communications at any time
Consent withdrawal does not affect service-related communications
We honour opt-out requests promptly

Communication Preferences

You may:

Choose your preferred communication methods
Select the types of information you wish to receive
Update your contact preferences at any time
Unsubscribe from email lists using the provided links

11. Privacy Breach Response

In the event of a privacy breach:

Immediate Response

Contain and assess the breach
Implement measures to prevent further unauthorized access
Document the incident and affected information
Notify appropriate internal personnel

Notification Requirements

Notify affected individuals if there is a real risk of significant harm
Report to the Privacy Commissioner as required by law
Provide clear information about the breach and recommended actions
Offer appropriate assistance and remedial measures

12. International Data Transfers

Personal information may be transferred outside of Canada in the following circumstances:

Cloud storage services hosted outside Canada

Equipment manufacturers based in other countries
Professional service providers with international operations

When transferring personal information internationally:

We ensure appropriate safeguards are in place
We obtain consent when required by law
We maintain the same level of protection required in Canada
We provide notice of such transfers when required

13. Children’s Privacy

Our services are designed for commercial clients, and we do not knowingly:

Collect personal information from individuals under 18 years of age
Target marketing communications to minors
Provide services directly to children

If we become aware that we have collected personal information from a child, we will take steps to delete such information promptly.

14. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect:

Changes in our business practices
Updates to applicable privacy laws
New technologies or service offerings
Feedback from customers or regulators

Notification of Changes

We will notify you of significant changes by:

Posting updated policy on our website with an effective date
Sending email notifications to customers for material changes
Providing notice during service interactions when appropriate

15. How to Contact Us About Privacy

For privacy-related inquiries, requests, or complaints:

Pacific Breeze Heating & Cooling Inc.

A – 2670 Progressive Way

Abbotsford, BC V2T 6H8

Email: service@pacbreeze.ca

Telephone: 1-888-970-9695

Response Timeline

We will acknowledge receipt of your inquiry within five business days
We will provide a substantive response within 30 days
Complex inquiries may require additional time with appropriate notice
We will work with you to resolve any privacy concerns

Escalation Process

If you are not satisfied with our response:

Request escalation to senior management
Contact the Privacy Commissioner of British Columbia
Seek resolution through appropriate regulatory channels

Office of the Information and Privacy Commissioner for British Columbia

Website: www.oipc.bc.ca

Telephone: 250-387-5629

Toll-free: 1-800-663-7867

16. Effective Date and Acknowledgment

This Privacy Policy is effective as of June 18, 2025 and supersedes all previous versions. By providing personal information to Pacific Breeze or using our services, you acknowledge that you have read, understood, and agree to this Privacy Policy.

For immediate privacy concerns or to exercise your privacy rights, please contact our Privacy Officer using the contact information provided above.