1. Introduction
Northern Climate ("we", "us", or "our") respects your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information when you visit northernclimatesudbury.com, request a quote, or use our heating, cooling, and fireplace services. Our practices comply with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Ontario privacy law.
2. Information We Collect
We collect only the information needed to deliver our services and respond to your inquiries:
- Contact information — your name, phone number, email address, and service address provided through our forms, by phone, or in person.
- Service details — equipment make/model, installation history, maintenance records, and notes our technicians take in the course of service.
- Payment information — handled by our payment processor; we do not store full card numbers on our servers.
- Website analytics — if enabled, basic analytics such as pages visited, referring source, and approximate region. IP addresses are anonymized.
3. How We Use Your Information
We use personal information to:
- Respond to quote requests, schedule appointments, and follow up after a service visit.
- Issue invoices, accept payment, and maintain warranty records.
- Send occasional service reminders (e.g., annual furnace tune-up), seasonal safety notices, or updates about your protection plan. You can opt out of these at any time.
- Improve our service quality and the operation of this website.
- Comply with legal, tax, and regulatory obligations.
4. How We Share Information
We do not sell or rent your personal information. We share it only when necessary:
- With equipment manufacturers (e.g., Bryant, Regency, Navien, Rinnai) to register a warranty or order parts on your behalf.
- With subcontractors or partner trades when a project requires their expertise — they are bound to handle your information with the same care.
- With government bodies (e.g., the TSSA, ESA) where required for permits or inspections.
- If required by court order, warrant, or other legal process.
5. Cookies & Analytics
Our website may use small cookies or local storage to remember basic preferences (such as whether you've dismissed a banner) and, if analytics is enabled, to gather aggregated traffic statistics. We do not use third-party advertising or cross-site tracking cookies. You can disable cookies in your browser settings; the site will continue to function.
6. Data Retention
Customer service records (quotes, invoices, equipment installation details) are retained for at least seven years in line with Canada Revenue Agency requirements and to support equipment warranties. Inquiry-only contacts (no service performed) are retained for up to two years, then deleted.
7. Your Rights
You have the right to:
- Request access to the personal information we hold about you.
- Ask us to correct inaccurate information.
- Withdraw consent for non-essential communications at any time.
- File a complaint with our office, or with the Office of the Privacy Commissioner of Canada.
To make a request, contact us using the details in section 11.
8. Children
Our services are directed to homeowners. We do not knowingly collect personal information from anyone under 16. If a child has provided information to us, please contact us so we can remove it.
9. Third-Party Links
This site links to manufacturer pages and partner sites. Once you leave our site, their privacy practices apply. We encourage you to review the privacy policy of every site you visit.
10. Security
We use reasonable administrative, technical, and physical safeguards to protect personal information, including encrypted transmission of online forms and access controls on stored records. No method of transmission over the internet is 100% secure, but we work to reduce risk.
11. Contact Us
Questions about this policy or about your personal information held by Northern Climate? Reach our Privacy Officer:
Northern Climate
1021 Kingsway, Unit #1
Greater Sudbury, ON P3B 2E6
Phone: (705) 586-4300
Email: service@northernclimatesudbury.com
12. Changes to This Policy
We may update this policy from time to time. The "Last updated" date at the top of this page reflects the most recent change. Significant changes will be announced on this page; continued use of our website after changes are posted indicates acceptance.