Privacy Policy

1. Who we are and who is accountable

Greens Coolers Inc. is the organisation responsible for the personal information described in this policy. Our address is 59 Torbarrie Rd, North York, ON M3L 1G5. Our phone number is (437) 922-5326 and our email address is greenscoolers@gmail.com.

Responsibility for privacy compliance sits with the business owner, who acts as the privacy contact for this organisation. Any question, access request, correction request or complaint about personal information should be directed to greenscoolers@gmail.com with "Privacy request" in the subject line, or by post or telephone using the details above.

This policy applies to the greenscoolers.com website and to personal information collected in the ordinary course of quoting, supplying and installing commercial refrigeration. It does not apply to third-party websites you may reach through links on this site — those operate under their own privacy policies, which you should read separately.

2. What personal information we collect

Information you give us directly. When you complete a quote request form, a contact form, or contact us by phone, email or messaging service, we may collect: your name; your business or organisation name; your role; your email address; your telephone number; the city or address of the site; your business type or sector; details of the project, the space and the product to be stored; your timeline and budget expectations if you choose to share them; and any files you upload, which commonly include floor plans, architectural drawings, site photographs and quotations from other suppliers.

Uploaded files sometimes contain more than you intended — a photograph of a back room may include a staff member, and a drawing may carry a consultant's contact block. We treat anything within an uploaded file as personal information where it identifies an individual, and we ask that you avoid sending documents containing personal information about third parties unless it is necessary for the project.

Information collected automatically. When you visit the website, our analytics and advertising tools may collect: IP address (which in some tools is truncated or otherwise masked); approximate location derived from IP address; browser type and version; device type and operating system; screen dimensions; the pages you view and the order you view them in; time spent on pages; the referring website or advertisement; and interactions such as clicks, scroll depth and form submissions.

Information from correspondence. Emails, messages and call notes relating to an enquiry or a project are retained as part of the project record.

We do not knowingly collect payment card details through this website, and we do not collect sensitive categories of personal information such as health information, government identifiers or financial account details through the forms on this site. Please do not send those to us through the website.

3. Why we collect it — identified purposes

We collect and use personal information for the following purposes, and not for unrelated purposes without your consent:

• To respond to your enquiry, including calling or emailing you back;
• To carry out a site assessment and prepare a specification, layout and written quotation;
• To arrange and deliver a project, including scheduling delivery and installation and coordinating with electrical contractors, landlords, property managers and other trades where that is necessary to complete the work;
• To administer the commercial relationship, including invoicing, warranty administration and after-sales support;
• To keep business and tax records as required by law;
• To improve the website and understand which pages and campaigns are useful, using aggregated analytics;
• To measure and improve advertising, including showing relevant advertisements to people who have visited the site;
• To send occasional service or marketing communications where you have agreed to receive them or where an existing business relationship permits it under Canada's Anti-Spam Legislation, always with an unsubscribe option;
• To detect and prevent fraud, abuse of the forms, and security incidents; and
• To comply with legal obligations and to establish, exercise or defend legal claims.

4. Consent

In most cases you give express consent by voluntarily submitting a form or contacting us with a project enquiry. The purposes above are identified at the point of collection, and submitting an enquiry means you agree to us using the information for those purposes.

Implied consent applies in limited circumstances — for example, where you are an existing client and we contact you about a system we installed. Consent to analytics and advertising cookies is managed through the cookie controls described below and through your browser settings.

You may withdraw consent at any time, subject to legal and contractual restrictions and reasonable notice. Withdrawing consent to marketing communications is immediate and has no effect on your project. Withdrawing consent to the processing necessary to deliver a project may mean we cannot continue to provide the service, and we will tell you plainly if that is the case.

5. Cookies, analytics and advertising technologies

This website uses cookies and similar technologies, including pixels, tags and local storage. They fall into three groups.

Strictly necessary. Cookies required for the site to function — page delivery, security, form submission and remembering your cookie choices. These cannot be switched off through the site because the site does not work without them.

Analytics. Cookies and scripts that tell us which pages are visited, how visitors move through the site, which content is read and where visitors arrive from. This is used in aggregate to improve the site, not to build a profile of you as an individual.

Advertising. Pixels and tags placed by advertising platforms that allow us to measure the performance of advertisements and to show advertisements to people who have previously visited this website. These technologies may set identifiers that the advertising platform can associate with a browser or, where you are signed in to that platform, with an account it already holds.

You can control cookies through your browser settings, including blocking or deleting them, and through any cookie banner or preference control presented on this site. Most advertising platforms also provide their own opt-out and ad-personalisation settings. Blocking analytics and advertising cookies does not affect your ability to use the site or to request a quotation.

6. Service providers and disclosure

We do not sell, rent or trade personal information. We disclose it only in the following circumstances.

To service providers acting on our behalf. We use third-party providers to run the business and the website. Described generically, these are: website hosting and infrastructure providers; email and communication providers; analytics providers; advertising platforms; customer relationship management and enquiry-tracking software; file storage and backup providers; and accounting and invoicing software. These providers process personal information on our instructions and for the purposes described in this policy.

To parties necessary to complete your project. Where required to deliver the work, we share the minimum necessary details with electrical contractors, freight and delivery providers, equipment manufacturers or suppliers handling a warranty claim, and building owners, landlords or property managers whose approval or access is needed.

Where required or permitted by law. We may disclose personal information to comply with a legal obligation, a court order or a lawful request from a government authority, to protect our legal rights, or in connection with the sale or reorganisation of the business, in which case the recipient would be bound by this policy in respect of information transferred.

Storage outside Canada. Several of the service provider categories listed above operate infrastructure in the United States or elsewhere. Personal information stored or processed outside Canada is subject to the laws of the country where it is held, and may be accessible to courts, law enforcement and national security authorities in that jurisdiction. We use providers that offer contractual protections comparable to Canadian standards, but we cannot guarantee the protections of another country's law. If you would prefer not to have information handled this way, contact us by telephone rather than through the website forms.

7. How long we keep it

We keep personal information only as long as it is needed for the purposes it was collected for, or as long as required by law.

In practice: enquiries that do not proceed to a quotation are retained for a limited period, generally measured in months, and then deleted or de-identified. Quotation records are kept for a longer period so that pricing and specification history is available if you return. Project and client records — contracts, specifications, invoices, warranty and service records — are retained for the period required for tax, warranty and limitation-period purposes under Ontario and federal law, which is longer than for enquiry records. Uploaded files are retained with the enquiry or project record they belong to. Analytics data is retained according to the retention settings of the analytics provider, generally on a rolling basis. Marketing consent records are kept for as long as required to demonstrate compliance with anti-spam legislation.

When a retention period ends, records are deleted or de-identified. Backups may retain copies for a further limited period until they are cycled out.

8. How we protect it

We apply safeguards appropriate to the sensitivity of the information. These include access limited to those who need it to do their work, password protection and multi-factor authentication on business accounts where available, encryption in transit for the website and forms, reliance on reputable providers with their own security programmes for hosting and storage, and physical security for any paper records held at the North York office.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If a breach of security safeguards occurs that creates a real risk of significant harm, we will report it to the Office of the Privacy Commissioner of Canada and notify affected individuals as required by law.

9. Your rights: access, correction and withdrawal

You have the right to ask what personal information we hold about you, how it has been used, and to whom it has been disclosed. You have the right to ask us to correct information that is inaccurate or incomplete. You have the right to withdraw consent, subject to legal and contractual restrictions and reasonable notice. You also have the right to ask us to delete information we no longer have a lawful basis to keep.

To make a request, email greenscoolers@gmail.com with "Privacy request" in the subject line, or write to Greens Coolers Inc., 59 Torbarrie Rd, North York, ON M3L 1G5, or call (437) 922-5326. We may ask you to confirm your identity before releasing information, to make sure we are not disclosing your details to somebody else.

We respond to access requests within the timeframe required by PIPEDA, which is generally thirty days from receipt, and will tell you if an extension is necessary and why. Access is free in ordinary cases; where a request would involve a disproportionate cost, we will tell you the estimated charge before proceeding and give you the option to withdraw or narrow the request. In limited circumstances the law permits or requires us to refuse access — for example where releasing information would reveal personal information about another individual — and we will explain the reason in writing.

To unsubscribe from marketing emails, use the unsubscribe link in any message or email us directly. Marketing consent is separate from project communications, and unsubscribing does not affect our ability to contact you about work in progress.

10. Complaints, children and changes to this policy

Complaints. If you are unhappy with how we have handled your personal information, contact us first at greenscoolers@gmail.com so we can investigate and respond. If you are not satisfied with our response, you may complain to the Office of the Privacy Commissioner of Canada, which oversees compliance with PIPEDA.

Children. This is a business-to-business website. It is not directed at children and we do not knowingly collect personal information from anyone under the age of majority. If you believe a child has submitted information through this site, contact us and we will delete it.

Changes. We may update this policy to reflect changes in our practices, the tools we use or the law. The current version is always published at this address and the effective date is shown below. Material changes affecting how we use information already collected will be brought to your attention where it is reasonable to do so.

Related pages. The terms and conditions govern use of this website and set out our general commercial terms. Contact details and office hours are on the contact page. Information submitted through the quote request form is handled exactly as described above.

Effective date. This policy takes effect on the date it is published on this website and replaces any previous version.