PRIVACY POLICY

Effective Date: September 6, 2026 

Thank you for visiting https://aerohvacsolutions.ca (the “Website”). Your privacy is important to us. This Privacy Policy (the “Policy”) describes the types of personal information Aero HVAC Solutions (the “Company”, “us”, “we”, or “our”) may collect from you or that you may provide when you visit the Website and use the products, features, materials, and services we offer (collectively with the Website, the “Services”). This Policy also describes how we collect, use, retain, protect, and disclose that information, and the choices available to you.

The Company is responsible for personal information under its control. We handle personal information in accordance with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (“PIPEDA”), where applicable.

This Policy applies to information we collect on the Website, through your use of the Services, when you request a quote or service appointment, and through communications between you and the Company, including email, telephone, text message, web forms, and other electronic messages.

This Policy does not apply to information collected independently by third parties, including websites, services, and applications that you choose to access through links on the Services. Their privacy policies apply to their collection and use of your information.

Please review this Policy carefully. This Policy explains our privacy practices and is not intended to replace any consent that is required by law. Where consent is required, we will seek it in an appropriate manner. You may withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice, but doing so may affect our ability to provide certain Services.

Changes to Our Privacy Policy

This Policy was last revised on the date noted at the top of this page. We may update this Policy from time to time. If we make material changes, we will post the updated Policy on this page and, where appropriate, notify you by email, through the Services, or by a notice on the Website. If a change involves a new use or disclosure of personal information for which consent is required, we will obtain consent as required by law.

Information We Collect

We receive several types of information about you from various sources, including: (A) information that you give us; (B) information collected automatically; and (C) information from other lawful sources. We limit the collection of personal information to what is reasonably necessary for the purposes identified in this Policy or at the time of collection.

Information That You Give Us

We collect personal information that you knowingly choose to provide. This may include:

Contact and Service Information. Your name, address, email address, telephone number, property or service location, information about your heating, cooling, or indoor-air-quality needs, appointment preferences, and any other information you provide when requesting a quote, booking service, submitting a form, or contacting customer service.

Correspondence. Records and copies of your email and text messages, together with your contact information and our responses. This may also include records of telephone calls, call details, and voice messages. If a call is recorded, we will provide notice or obtain consent where required.

Transaction Information. Information about purchases or transactions made through the Services, including billing, service, and contact details. Payment card information is generally submitted directly to our payment service provider. We may receive limited information confirming whether a payment was successfully completed.

Information We Collect Automatically

We may use cookies and similar technologies to collect certain information about your equipment, browsing actions, and patterns when you interact with the Services, including:

Activity Information. Details of visits to the Services, including pages or content viewed, features used, actions taken, referring and exit pages, and the time, frequency, and duration of activities.

Device and Network Information. Information about your device and internet connection, including operating system, IP address, browser type, browser language, and device identifiers.

Approximate Location Information. Approximate location inferred from information such as an IP address.

We may use this information to operate and secure the Services, understand how the Services are used, improve website performance, measure advertising, and provide more relevant content or advertising, subject to applicable consent requirements.

The technologies we use may include cookies, pixels, web beacons, JavaScript, local storage, and advertising identifiers. These technologies may support website functions, remember preferences, measure Website use and advertising results, and help deliver relevant advertising.

The Services may contain links, content, or integrations provided by third parties. These third parties may use cookies or similar technologies according to their own privacy policies. We do not control their independent privacy practices. Where required, non-essential advertising or analytics technologies will be used only after appropriate consent or will be subject to available consent controls.

Aggregate and De-identified Information

We may create or collect statistical, aggregate, or de-identified information that does not directly identify an individual. We will not attempt to re-identify information that has been de-identified, except as permitted or required by law to test the effectiveness of the de-identification process.

Information from Other Sources

We may receive information about you from service providers, advertising platforms, referral partners, publicly available sources, or other parties where permitted by law. For example, an advertising platform may tell us that someone interacted with one of our advertisements, or a referral partner may provide contact details with your authorization. We use this information only for purposes that a reasonable person would consider appropriate in the circumstances and in accordance with any restrictions imposed by the source.

How We Use Your Information

We may use personal information to:

provide the Services and their content;

respond to inquiries, quote requests, service requests, comments, and questions;

schedule, confirm, provide, and follow up on HVAC appointments or services;

communicate about purchases, payments, warranties, appointments, or accounts;

fulfil the purpose for which the information was provided or another purpose identified at the time of collection;

operate, maintain, secure, improve, personalize, and analyze the Services;

measure website performance and advertising effectiveness;

detect, prevent, and investigate fraud, security incidents, and other unauthorized or illegal activity;

fulfil contractual obligations and enforce our legal rights, including billing and collection;

maintain appropriate business and administrative records;

develop, test, troubleshoot, and improve products, services, and features;

send promotional communications where we have consent or are otherwise permitted by Canada’s Anti-Spam Legislation (“CASL”);

comply with legal and regulatory requirements; and

use information for another purpose with your consent or as permitted or required by law.

We will not use personal information for a new purpose that is materially different from the purpose identified at collection unless we obtain any consent required by law.

How We Share Your Information

We may disclose aggregate or de-identified information where it cannot reasonably be associated with an identifiable individual. We may disclose personal information in the following circumstances:

Service Providers. To hosting, customer relationship management, communications, call-tracking, scheduling, payment, information technology, analytics, advertising, professional advisory, and other service providers that perform services for us. These providers may use personal information only for the services they provide to us or as otherwise permitted by law, and we use contractual or other safeguards appropriate to the circumstances.

Corporate Transactions. In connection with a proposed or completed merger, financing, sale, reorganization, transfer of assets, insolvency proceeding, or similar business transaction, subject to applicable legal requirements.

Legal and Safety Purposes. Where permitted or required by law, including to comply with a court order, warrant, subpoena, legal process, or request from a government or regulatory authority; enforce agreements; collect amounts owed; prevent fraud or security incidents; or protect the rights, property, or safety of the Company, our customers, or others.

At Your Direction or With Your Consent. To fulfil a purpose for which you provided the information, to a contractor or referral partner you ask us to involve, for another purpose disclosed at collection, or with your consent.

We do not sell personal information for money. We may use service providers, including website hosting, customer relationship management, scheduling, payment, communications, analytics, and advertising providers, to operate our business. We provide notice and obtain consent where required by applicable law.

Processing Outside Canada

Some service providers may store or process personal information outside Canada, including in the United States. While information is in another jurisdiction, it may be subject to that jurisdiction’s laws and may be accessible to courts, law-enforcement agencies, or national-security authorities. The Company remains accountable for personal information transferred to a service provider for processing and uses contractual or other measures to require a level of protection appropriate to the information and circumstances.

You may contact our Privacy Officer using the details below for more information about service providers outside Canada or our policies concerning those providers.

Retention

We retain personal information only for as long as reasonably necessary to fulfil the purposes for which it was collected, meet legal, accounting, warranty, and business requirements, resolve disputes, and enforce agreements. Retention periods vary depending on the type and sensitivity of the information and the reason it is needed. When personal information is no longer required, we securely delete, destroy, or de-identify it, subject to any legal retention requirement and reasonable backup cycles.

Your Choices

Cookies and Similar Technologies

You can adjust your browser or device settings to reject or delete certain cookies or similar technologies. You may also use any cookie preference tool made available on the Website. Blocking some technologies may cause parts of the Services not to function properly.

Promotional Communications

We send commercial electronic messages, including promotional email and text messages, only with consent or as otherwise permitted by CASL. Our commercial electronic messages will identify the sender, provide required contact information, and include a working unsubscribe mechanism where required. You may unsubscribe by following the instructions in a message or by contacting us. We will process an unsubscribe request within 10 business days. You may still receive service, appointment, transaction, safety, or other non-promotional communications where permitted by law.

Interest-Based Advertising

You may be able to limit interest-based advertising through the privacy or advertising settings offered by Google, Meta, your browser, or your device. Industry opt-out tools may also be available through the Digital Advertising Alliance of Canada. Opting out of interest-based advertising does not necessarily prevent you from seeing advertisements, but the advertisements may be less tailored.

Accessing and Correcting Your Information

Subject to limited exceptions under applicable law, you may make a written request to:

learn whether we hold personal information about you;

obtain access to that information and an account of how it has been used or disclosed;

correct inaccurate or incomplete personal information; or

withdraw consent or request deletion of information that we are not legally required or otherwise permitted to retain.

Send your request to our Privacy Officer using the contact information below. We may request information reasonably necessary to verify your identity and understand the scope of the request. We will use verification information only for that purpose. We will respond within the period required by applicable law, generally within 30 days under PIPEDA, unless a lawful extension applies. If we cannot provide access or fulfil a request, we will explain the reason, subject to legal restrictions, and identify available recourse where required.

Access will generally be provided at no or minimal cost. If a charge is permitted and necessary, we will tell you the approximate cost before processing the request.

Privacy Complaints

You may submit a question or complaint about our privacy practices to our Privacy Officer. We will investigate complaints and take appropriate steps where a complaint is justified. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada at www.priv.gc.ca.

How We Protect Your Information

We use physical, administrative, and technical safeguards that are reasonable in light of the sensitivity, amount, format, storage, and distribution of the personal information. These measures are designed to reduce the risk of loss, theft, misuse, unauthorized access, disclosure, copying, use, or modification. Measures may include access controls, staff practices, secure systems, encryption in transit where appropriate, firewalls, and service-provider controls.

The security of information also depends on you. Where you have a password for access to any part of the Services, you are responsible for keeping it confidential.

No system or network can be guaranteed to be completely secure. If a breach of security safeguards involving personal information under our control creates a real risk of significant harm, we will notify affected individuals and report the breach to the Office of the Privacy Commissioner of Canada as required by PIPEDA.

Terms of Use and Governing Law

Your use of the Services is also subject to our Terms of Use (https://aerohvacsolutions.ca/terms-and-conditions). Subject to any mandatory rights or remedies under applicable privacy or consumer-protection laws, this Policy is governed by the laws of the Province of Ontario and the federal laws of Canada applicable in Ontario.

Cookie Policy

The Website uses cookies and similar technologies as described in this Policy. If we maintain a separate Cookie Policy or cookie preference tool, it will be made available on the Website.

Contact Us

We welcome your questions, comments, and concerns about privacy. You can contact us at:

Aero HVAC Solutions

1548 Leger Wy

Milton Ontario L9E 1H4

[email protected]