Privacy Policy — Affordable Refrigeration Services Inc.

1. Information We Collect

When you interact with our website, request a quote, or contact us, we may collect the following types of personal information:

• Contact Information: Name, business name, email address, phone number, and mailing or service address.
• Service Details: Description of the commercial refrigeration equipment issue, preferred service time, and urgency level.
• Technical Usage Data: IP address, browser type, pages visited, time spent on site, and referring URLs (collected automatically via server logs and cookies).
• Communications: Contents of emails, quote requests, and messages submitted through our contact or quote forms.
• Billing Information: Payment data processed securely by our PCI-DSS compliant payment processor. We do not store raw credit card numbers on our servers.

2. How We Use Your Information

We use your personal information only for the purposes for which it was collected, including:

• Responding to service requests, quote inquiries, and emergency dispatch calls.
• Scheduling and dispatching refrigeration service personnel to your commercial facility.
• Sending service confirmations, invoices, and follow-up communications regarding completed work.
• Sending an initial welcome email asking what kind of refrigeration work you are seeking, so we can better match you with the right technician and service category.
• Improving our website, services, and customer experience through aggregated, anonymized usage analytics.
• Maintaining service records and discussing any facility documentation requirements.

We will never sell, rent, or trade your personal information to any third party for marketing purposes.

3. Cookies & Tracking Technologies

Our website uses cookies and similar technologies to enhance your browsing experience:

• Essential Cookies: Required for the website to function properly (session management, form security tokens).
• Analytics Cookies: Used by Google Analytics (anonymized) to understand page performance and user flow. You may opt out via Google Analytics Opt-Out.
• Marketing Cookies: If you visit via a Google Ads or social media campaign, conversion cookies may be set to measure ad performance. These do not contain personal identifiers.

You may disable cookies in your browser settings at any time. Note that disabling essential cookies may affect website functionality.

4. Disclosure of Your Information

We do not share your personal information with third parties except in the following limited circumstances:

• Service Personnel: Technicians, subcontractors or equipment suppliers engaged to fulfil your specific service request.
• Payment Processors: Secure, PCI-DSS compliant payment gateways for processing invoices.
• Email Platform (SMTP): Your email address is used only to send service-related and transactional communications through our secure email server.
• Legal Requirement: If required by law, court order, or regulatory authority (e.g., TSSA, Ontario Public Health), we may disclose information as legally mandated.
• Business Transfer: In the event of a merger, acquisition, or sale of business assets, personal information may be transferred to the successor entity, subject to the same privacy protections.

5. Data Retention

We retain personal information only for as long as necessary to fulfil the purposes outlined in this policy, and in accordance with applicable legal and regulatory requirements:

• Service Records & Invoices: Retained only as long as reasonably necessary for operational, legal and accounting purposes.
• Contact & Quote Inquiries: Retained for up to 3 years from the date of last contact or service.
• Website Analytics: Anonymized aggregated data retained for up to 26 months, then automatically deleted.
• Email Communications: Retained for up to 2 years, then securely deleted.

6. Your Rights Under PIPEDA

Under PIPEDA, you have the right to:

• Access: Request a copy of the personal information we hold about you.
• Correction: Ask us to correct inaccurate or incomplete personal information.
• Withdrawal of Consent: Withdraw consent for non-essential communications (marketing emails) at any time by contacting us or clicking "Unsubscribe" in any email.
• Complaint: Lodge a complaint with the Office of the Privacy Commissioner of Canada at priv.gc.ca if you believe your rights have been violated.

To exercise any of your rights, contact our Privacy Officer at: affordablerefrigeratorservices@gmail.com or call +1 (647) 515-8643. We will respond within 30 days.

7. Security Safeguards

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, disclosure, alteration, and destruction, including:

• SSL/TLS encryption for all data transmitted between your browser and our servers.
• Restricted employee access to personal data on a need-to-know basis.
• Secure server environments with regular security patches and monitoring.
• PCI-DSS compliant payment processing — we never store full card numbers.

8. Third-Party Links

Our website may contain links to third-party websites (e.g., TSSA regulatory portal, ODP licensing, supplier sites). We are not responsible for the privacy practices of these external sites and encourage you to review their individual privacy policies before providing any personal information.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. The "Last Updated" date at the top of this page will always indicate when changes were made. Continued use of our website or services following any update constitutes your acceptance of the revised policy.

10. Contact Our Privacy Officer

If you have any questions, concerns, or requests regarding this Privacy Policy or our personal information practices, please contact us:

Affordable Refrigeration Services Inc.

Ontario, Canada
📧 affordablerefrigeratorservices@gmail.com
📞 +1 (647) 515-8643 (dispatch line)