How we protect
service records.

Effective November 7, 2026. This notice describes how 1995633 Ontario Inc., operating as Ottawa Comfort Heating & Cooling ("Ottawa Comfort", "we", "us"), handles personal information through its internal CRM at app.ottawacomfort.ca. Customers do not sign in to this application. For the public website enquiry form, see our website privacy page.

Information we handle

Depending on the service provided, records may include customer names and contact information, service and billing addresses, property and equipment details, model and serial numbers, installation and warranty information, job notes, appointments, service history, photos and documents. Staff account identifiers and assigned work are processed to operate and secure the CRM. Audit records identify the staff member, action and time for job and CRM changes. Scheduling history also retains before-and-after appointment details.

Why we use information

We use these records to respond to enquiries, schedule and perform service, maintain equipment history, prepare and review estimates, manage warranties, support accounting, create and manage invoices, process payments, reconcile transactions, and protect our systems. Access is limited by staff roles and business responsibilities.

Hosting and service providers

The CRM uses Supabase to manage application data, authentication and private file storage. The Supabase project is hosted in Canada Central (ca-central-1). The project region does not mean that every backup, platform log or connected service is processed exclusively in Canada. Approved technology and accounting providers may process information on Ottawa Comfort's behalf under their applicable terms.

QuickBooks Online

Ottawa Comfort has authorized a QuickBooks Online connection. Within the permissions granted and features enabled, the CRM may retrieve customer and accounting information to review matches and support approved synchronization. Invoicing and payment processing are active through the authorized QuickBooks integration. Customer and billing details, invoice amounts, payment instructions, and transaction status or reference information may be processed as needed to issue invoices, collect payments and reconcile accounts. QuickBooks access can be revoked through authorized company or Intuit controls; disconnection does not automatically delete records already retained for legitimate business or legal purposes.

Security

Staff access uses authentication and role-based permissions, and job attachments are stored in a private bucket. No online system can guarantee absolute security.

Record retention

Our retention schedule supports long-lived equipment and ongoing customer relationships. The periods below guide retention and disposal reviews; reaching a period does not trigger automatic deletion. We assess continuing service, contractual, accounting and legal needs before deleting or de-identifying records.

• Equipment history: Model and serial numbers, installation details, service history, warranties and essential equipment photos are retained for the equipment’s service life, which may exceed 20 or 30 years, plus seven years after confirmed retirement or replacement.
• Customer contact information: Retained while the customer relationship, rental, warranty or service obligation continues, then reviewed for deletion or de-identification seven years after the last meaningful customer interaction or the end of the obligation, whichever is later. Internal record access and marketing messages do not restart this period.
• Invoices, contracts and accounting records: Retained for seven years after the end of the last tax year to which they relate or the end of the contract, whichever is later, and longer where required.
• Unsuccessful quotes and enquiries: Retained for two years after the last meaningful interaction, unless the project remains active or the record is needed for an obligation or dispute.
• Incidental photos and messages: Retained for two years after the related job closes or the last meaningful interaction, whichever is later. Material needed to document installation, service, warranty, accounting or a dispute follows the relevant longer schedule.

The policy calls for annual reviews of inactive records and equipment whose status is unknown. An unknown retirement date does not by itself justify indefinite retention. When property ownership changes, useful equipment history should be separated from the former owner’s contact information, correspondence and billing records; those personal records must not be disclosed to a new owner without an appropriate basis.

Records subject to a dispute, investigation, legal hold or a longer legal or contractual requirement are retained until that need ends. Information no longer needed is to be securely deleted or de-identified, including copies held by providers where applicable. These retention periods do not mean that backup copies are immediately erased. Contact us about the handling of a specific record, including copies held in backups or by service providers.

Privacy requests

To request access to, correction of, or deletion of personal information, contact cody@ottawacomfort.ca. We will review requests, verify authority where appropriate, and explain any information that must be retained by law or for legitimate obligations. For privacy questions or concerns, use the same contact.

Updates

We may update this notice as the CRM and its integrations change. Material changes should be reflected here before affected features are activated.