Privacy Policy for Ontario Hood Cleaning

Ontario Hood Cleaning is a business-to-business commercial kitchen exhaust cleaning service. We collect personal information only when a building owner, restaurant operator, property manager, or facility coordinator reaches out for a quote, books a cleaning, or asks for a copy of a past compliance certificate. We use that information to deliver the cleaning, send the signed NFPA 96 certificate, and stay in touch about future inspection cycles. We do not sell data. We do not run advertising profiles. We do not process payment cards on this website. We share information only with the small set of service providers that help us run the business, and we keep cleaning records for ten years to satisfy industry retention practice for NFPA 96 documentation.

• Quote response. Confirm receipt of a quote request, scope the work, prepare a written estimate, and email it back to the requester.
• Scheduling. Coordinate the cleaning window with the operator or the property manager, including after-hours access and tenant notification.
• Service delivery. Dispatch the crew, perform the NFPA 96 cleaning, photograph each surface, take depth-gauge readings, and hand the signed compliance certificate to the on-site contact.
• Certificate delivery. Email the digital certificate, photo report, and audit-pack to the addresses on file within twenty-four hours of the visit.
• Future inspection reminders. Send a courtesy reminder before the next NFPA 96 cleaning is due, based on the cooking-volume tier on file.
• Recordkeeping. Maintain the cleaning log required by insurance carriers, fire inspectors, and authorities having jurisdiction in Ontario.
• Service improvement. Aggregate, de-identified information may be reviewed internally to improve routing, certificate formatting, and crew dispatch.
• Legal compliance. Respond to lawful requests from the Office of the Privacy Commissioner of Canada, fire-safety regulators, courts, and tribunals where production is legally required.

• Netlify (staging form delivery). While hood-cleaning.ca is in its current build phase, contact form submissions are delivered through Netlify Forms. Netlify operates the form endpoint and forwards submissions to our inbox.
• GoHighLevel (production CRM). Once the production launch is complete, quote requests will route directly into our GoHighLevel customer relationship management system, where active accounts, scheduling history, and certificate records are stored.
• Email infrastructure. Outbound certificates, audit packs, and quote replies are delivered through a Canadian-based transactional email provider that is contractually bound to use the data only for delivery.
• Insurance broker. When a landlord or property manager asks to be named as additional insured on the $5,000,000 commercial general liability policy, the property name and address are disclosed to our broker so the certificate of insurance can be issued. No other personal information is shared with the broker.
• Accounting and tax. Invoice and payment records are shared with our accountant for bookkeeping, tax filing, and audit support. Financial records are retained for the seven-year window required by the Canada Revenue Agency.
• No marketing data sales. We do not sell, rent, license, or trade customer data with advertisers, list brokers, or other marketing intermediaries. Ever.

Under PIPEDA, an individual has the right to access the personal information an organization holds about them, the right to correct information that is inaccurate or out of date, the right to withdraw consent for future processing where consent is the lawful basis, and the right to complain to the Office of the Privacy Commissioner of Canada if a response from the organization is unsatisfactory. The Information and Privacy Commissioner of Ontario (IPC Ontario) holds parallel authority over Ontario public-sector and health-sector information; for matters strictly between Ontario Hood Cleaning and a private-sector customer, the Office of the Privacy Commissioner of Canada is the controlling regulator.

To exercise any of these rights, contact our Privacy Officer at info@replies.hood-cleaning.ca or call 647-905-9389. Access requests are answered in writing within thirty days, the response timeline mandated by PIPEDA. There is no charge for a first access request. If an unusually large records production is involved, we will provide a written cost estimate before any fee is incurred.

Form submissions from hood-cleaning.ca travel to our hosting provider over an encrypted TLS connection. Email correspondence is delivered through a transactional email provider that enforces TLS in transit between our sending domain and major inbox providers. Payment instruments are never collected on this website, so the credit-card attack surface is zero by design.

Internal access to customer records is restricted to the small team that handles dispatch, certificate delivery, and accounting. Devices used by the team enforce full-disk encryption, strong passcodes, and automatic screen lock. Paper records, where they exist, are stored in a locked cabinet at our depot. Backup copies of the customer database are encrypted at rest and stored with a separate provider, geographically distributed inside Canada.

The $5,000,000 commercial general liability policy that covers our cleaning operations also includes cyber-incident response coverage. In the unlikely event of a privacy breach involving personal information, we will notify affected individuals and the Office of the Privacy Commissioner of Canada in accordance with PIPEDA's mandatory breach-reporting rules and document the response in line with industry best practice.

This privacy policy may be revised from time to time to reflect changes in our practices, in the technology we use, or in the legal framework that governs personal information in Canada. Whenever it is revised, the effective date at the top of the page is updated and a short note describing the change is added to the bottom of this section. Significant changes that materially affect how personal information is processed will be announced in a banner across the top of every page on hood-cleaning.ca for at least thirty days following the change. Continued use of the website or our services after a revision indicates acceptance of the revised policy.

Revision history. First publication on May 16, 2026.

The Privacy Officer for Ontario Hood Cleaning is responsible for the day-to-day administration of this privacy policy, including responding to access requests, correction requests, withdrawal-of-consent notices, and complaints. The Privacy Officer can be reached by any of the following channels:

• Email: info@replies.hood-cleaning.ca (preferred)
• Phone: 647-905-9389 — ask for the Privacy Officer
• Mail: Ontario Hood Cleaning, Privacy Officer, c/o the property-management address provided on the most recent compliance certificate or invoice

If a response from our Privacy Officer is not satisfactory, you are entitled to escalate the complaint to the Office of the Privacy Commissioner of Canada at priv.gc.ca or, for matters that intersect with Ontario health or public-sector information, the Information and Privacy Commissioner of Ontario at ipc.on.ca. The full text of the Personal Information Protection and Electronic Documents Act is available at laws-lois.justice.gc.ca.