Privacy Policy
This policy explains what information Kanata Hood Cleaning Pros collects from people who contact it or visit this website, why that information is collected, who it is shared with, and how long it is kept. It applies to kanatahoodcleaningpros.ca and to enquiries arriving by phone, form or chat. Last updated August 2026.
What is collected
Two kinds of information, and they are worth separating because they are handled differently.
Information you provide deliberately. When you submit a quote request, call, or use the chat widget, you provide some combination of your name, business or kitchen name, phone number, email address, service address, and whatever you write in the message field. Where a quote proceeds to work, records of the site visit are added: the equipment inspected, the areas cleaned, photographs of the exhaust system, and the certificate issued. Photographs are of kitchen equipment, not of people.
Information collected automatically. Standard web server and analytics data: the pages requested, the approximate region a request came from, the referring page, the browser and device type, and the time of the request. This is aggregate traffic information used to understand which pages are useful. It is not used to build a profile of an individual visitor.
Payment card details are never collected or stored through this website. Invoicing happens separately after work is completed.
Why it is collected, and the legal basis
Contact details are collected for one purpose: to respond to your enquiry, quote the work, schedule it, perform it, and provide the documentation afterwards. Service records and photographs exist because NFPA 96 and the Ontario Fire Code expect exhaust cleaning to be documented, and because that documentation is what protects an operator in an inspection or an insurance claim.
Canadian private-sector privacy law, principally the Personal Information Protection and Electronic Documents Act, requires that personal information be collected for identified purposes with consent, used only for those purposes, and kept no longer than necessary. Submitting a quote request is your consent to be contacted about that request. That consent covers the enquiry and the resulting work. It does not extend to unrelated marketing, and it can be withdrawn at any time.
Where a service address is a commercial premises rather than a home, the address and equipment details are business information rather than personal information, but they are treated with the same care because they describe the security and condition of somebody's building.
Who it is shared with
Information is shared only with the parties needed to answer your enquiry and do the work. In practice that means the following, and nobody else.
The service partner performing the work. Quote requests are passed to the operating partner whose crews carry out cleaning in this area, because they need the kitchen details to quote and schedule. They are bound to use the information only for that purpose.
Technology providers processing data on our behalf. The website is hosted by a content delivery and hosting provider, form submissions pass through a serverless function to a customer relationship management system, and the chat widget is operated by that same system. These providers process information under contract and are not permitted to use it for their own purposes.
Nobody else. Personal information is not sold, rented, traded or provided to advertisers, list brokers or data aggregators. It is not shared with other contractors. The only remaining exception is a legal one: information may be disclosed where required by a lawful order, a regulatory authority, or to establish or defend a legal claim.
Some of the technology providers used operate infrastructure outside Canada, which means information may be stored or processed in another country and be subject to the laws of that country. This is standard for cloud services and is disclosed here so the position is clear rather than buried.
How long it is kept, and how it is protected
Enquiries that do not result in work are kept for a reasonable period in case you come back, and then removed. Records relating to completed work, including certificates and photographs, are kept longer, because both you and any future inspector may need the service history. Business records are also retained where tax and limitation-period requirements apply.
Access to enquiry and service records is limited to the people who need it to do the work. Data held in the customer relationship management system is protected by that platform's access controls. This website is served over an encrypted connection, so information submitted through the form is encrypted in transit.
No system is perfectly secure, and any policy claiming otherwise is overstating. What can honestly be said is that information is limited to what is needed, shared only with parties who need it, and held on platforms with current security practices.
Your choices
You can ask what information is held about you, ask for it to be corrected if it is wrong, or ask for it to be deleted where there is no legal or contractual reason to retain it. You can withdraw consent to being contacted at any time, and doing so does not affect work already performed or documentation already issued. Requests are handled by calling 343-308-7615 or using the contact form.
Cookies used by this site are limited to what is needed for the site to function and for basic aggregate analytics. Your browser can block or delete cookies through its own settings, and this site remains usable if you do. The chat widget, when loaded, sets its own storage so a conversation survives a page change.
If you are not satisfied with how a privacy question has been handled, you can raise it with the Office of the Privacy Commissioner of Canada.
Frequently asked questions
Will submitting the form put me on a mailing list?
No. A quote request is treated as a request for a quote. It results in a reply about your enquiry and, if work proceeds, communication about that work. It does not enrol you in a newsletter or a marketing sequence, and your details are not passed to anyone marketing unrelated services.
Who sees the photographs of my kitchen?
You, as part of the service record, and the crew performing the work. Photographs document the condition of exhaust equipment before and after cleaning. They are not published, not used in advertising without explicit permission, and not shared with anyone other than at your request, for example when you want them sent to a landlord, head office or insurer.
Can I ask you to delete my information?
Yes. Contact details from an enquiry that did not proceed can be deleted on request. Records tied to completed work are kept where a legal, tax or documentation requirement applies, because a service history is part of what a certificate is worth. Any request will be answered with exactly what can be removed and what has to be retained, and why.
Is my information stored in Canada?
Some of it may not be. The hosting, form processing and customer relationship platforms used are cloud services that operate infrastructure in more than one country, so information may be stored or processed outside Canada and be subject to the laws where it is held. This is disclosed rather than glossed over so you can make an informed decision before submitting anything.