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Privacy Policy

Last updated: April 30, 2026

This Privacy Policy explains how Trident Heating & Air Conditioning Inc. ("Trident", "we", "our", "us") collects, uses, discloses and protects personal information when you visit tridentair.ca or request HVAC services in Kitchener, Waterloo, Cambridge, Guelph and surrounding communities.

We comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and Canada's Anti-Spam Legislation (CASL).

1. Information We Collect

We collect only the information you choose to share with us, plus minimal technical data needed to keep the website secure.

  • Information you provide on our quote and contact forms: name, phone number, email address, postal code, city, service requested, and any notes you include.
  • Information from phone calls and emails: the contact details you share when you call 226-759-9922 or email info@tridentair.ca.
  • Service history: addresses, equipment serviced, work completed, photographs taken on-site for our records, and invoices.
  • Technical data: IP address, browser type, device type, pages visited and timestamps. This data is used for security (e.g. rate-limiting our quote form) and to keep the site running.

We do not collect government identifiers, banking details, or credit card numbers through this website. Payments are handled separately at the time of service.

2. How We Use Your Information

We use the information you provide to:

  • Respond to your quote, service or maintenance request.
  • Schedule and complete the work you have asked us to do.
  • Provide quotes, invoices, and warranty records.
  • Follow up on completed service to confirm it is working as expected.
  • Maintain records as required by Canadian tax, business and trade regulations.
  • Detect and prevent abuse of the site (e.g. spam, automated form submissions).

3. Sharing With Service Providers

We do not sell or rent your personal information. We share it only with the service providers we need to operate, and only the minimum amount necessary:

  • SendGrid (Twilio) — sends emails generated by our quote form to our team.
  • Vercel — hosts our website and stores server logs.
  • Upstash — rate-limits quote-form submissions to prevent spam.
  • Cloudflare Turnstile — when enabled, verifies that quote-form submissions are from real humans, not bots.
  • Equipment manufacturers — when you authorize us to register your equipment for warranty.
  • Financing partners — only when you choose to apply for financing through one of our partners (e.g. SNAP Financial), and only with your express consent.
  • Government and regulators — only where required by law (e.g. TSSA, ESA inspections, court order).

4. Cookies and Analytics

This website uses essential cookies needed for the site to function. We may use privacy-friendly analytics to understand which pages are popular and how the site performs. Analytics data is aggregated and does not identify you personally. You can control cookies through your browser settings.

5. How Long We Keep Your Information

We keep your personal information only as long as we need it for the purpose it was collected:

  • Quote-form submissions that do not become customers: up to 12 months, then deleted.
  • Customer records (work completed, invoices, warranty paperwork): seven (7) years, as required by Canadian tax and business law.
  • Server logs and security data: typically 30-90 days.

6. How We Protect Your Information

We use HTTPS for all traffic to our website, store credentials in encrypted environment variables, rate-limit our public forms, and use a captcha when enabled. Access to customer records inside Trident is limited to staff who need it to do their job.

7. Your Rights Under Canadian Privacy Law

Under PIPEDA you have the right to:

  • Know what personal information we hold about you.
  • Ask us to correct information that is wrong or out of date.
  • Withdraw your consent for us to use your information at any time (note that this may mean we can no longer provide service).
  • Ask us to delete your information when it is no longer needed.
  • File a complaint with the Office of the Privacy Commissioner of Canada if you believe we have not handled your information properly.

To make any of these requests, contact us using the details in section 11.

8. CASL — Email and Electronic Messaging

If you contact us through this website, you are giving express consent for us to reply to your request by email, phone or text. We do not send marketing emails to people who have not asked for them. Every email we send includes an unsubscribe link, and we honour unsubscribe requests within 10 business days.

9. Children

Our services are intended for homeowners and adult tenants. We do not knowingly collect information from children under 16. If you believe a child has submitted information through our website, please contact us and we will delete it.

10. Changes to This Policy

We may update this Privacy Policy as our services or applicable laws change. We will post the updated version on this page and refresh the "Last updated" date at the top.

11. Contact Us

For privacy questions or to exercise any of the rights above, please contact:

Trident Heating & Air Conditioning Inc.
Email: info@tridentair.ca
Phone: 226-759-9922
Service area: Kitchener, Waterloo, Cambridge, Guelph and surrounding communities, Ontario, Canada.