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Privacy Policy

Effective May 27, 2026

Q TecHub Inc. ("Q TecHub", "we", "us", or "our") is a licensed HVAC, plumbing, and appliance installation business serving the Kitchener–Waterloo–Cambridge region of Ontario.

This Privacy Policy explains what personal information we collect from customers and prospective customers, how we use it, and the choices you have about that information. It applies to all interactions with Q TecHub, including phone calls, text messages, our website at qtechub.ca, social media pages, lead-generation ads on Meta (Facebook and Instagram), in-home visits, and service appointments.

We are committed to complying with the Personal Information Protection and Electronic Documents Act (PIPEDA), Canada's federal privacy law for private-sector businesses.

1. Information we collect

We only collect personal information that we need to provide our services, respond to your inquiries, and operate our business.

Contact information: your full name, phone number, email address, and postal code or service address.

Service request details: the type of work you need done (e.g. water heater installation, furnace repair, plumbing issue), the urgency of your request, photographs you choose to share, and notes about your home or appliance.

Job and payment records: appointment dates, service performed, parts installed, invoices, payment confirmations (we do not store credit card numbers — those are handled by our payment processor), and warranty information.

Communications: records of phone calls, text messages, emails, and Facebook or Instagram messages you exchange with us.

From Meta lead forms: if you respond to one of our ads on Facebook or Instagram, Meta passes us the information you choose to share through their lead form, typically your name, phone number, email, postal code, and answers to questions we include in the form.

2. How we collect it

We collect personal information directly from you, or with your consent:

When you call, text, or message us to request a quote or schedule service
When you fill out a form on our website or a lead form on a Meta ad
When we visit your home or business to perform an estimate or service
When you communicate with us through our Facebook or Instagram pages
When you refer a friend or are referred to us, with that person's consent

3. How we use your information

We use your personal information for the purposes you'd reasonably expect from a service business:

To respond to your inquiry and provide a quote
To schedule, perform, and follow up on service work
To send appointment reminders, technician arrival notifications, and invoices
To handle warranty claims and service follow-ups
To keep records for tax, accounting, and legal compliance
To send occasional promotional offers or seasonal maintenance reminders — only if you've consented and only by methods you've agreed to. You can unsubscribe at any time.
To improve our services and our advertising (for example, by sharing hashed email addresses with Meta to build Custom Audiences and Lookalike Audiences — see Section 4)

4. Who we share it with

We do not sell your personal information to anyone. Ever. We only share it where necessary to deliver our services or as required by law.

Trusted service providers: our payment processor, our scheduling software, our accountant, and our SMS/email providers. These third parties only receive what they need to perform their function and are contractually required to protect your information.

Meta (Facebook and Instagram): to deliver targeted advertising and measure ad performance, we may share hashed versions of your email or phone number with Meta. "Hashed" means the value is converted into an irreversible code before it leaves our systems — Meta never sees your actual email or phone number in plain text. You can opt out of being included in our Meta Custom Audiences by emailing qtechub@gmail.com.

Legal and safety: we may disclose information if required by a court order, subpoena, lawful request from a regulator, or to protect the safety of our staff or customers.

Business transfers: if Q TecHub is ever sold or merged with another company, your information may be transferred as part of that transaction. We would give you notice if that happened.

5. How long we keep it

We keep your information only as long as we need to, or as required by law:

Service and invoice records: 7 years, in line with Canada Revenue Agency record-keeping requirements
Warranty information: for the full length of the warranty plus 2 years
Marketing lists and Meta Custom Audiences: until you ask to be removed, or after 3 years of no contact, whichever comes first
Unsuccessful quote requests: 2 years, in case you come back to us

6. How we protect it

We use reasonable physical, technical, and organizational measures to keep your information secure. This includes password-protected devices and accounts, restricted access to customer records (only staff who need the information can see it), encrypted communication with our software providers, and regular review of our security practices. We also train our team on privacy obligations.

No system is perfectly secure. If a privacy breach involving your information ever occurs and creates a real risk of significant harm, we will notify you and the Office of the Privacy Commissioner of Canada as required by law.

7. Your rights

Under PIPEDA, you have meaningful rights regarding your personal information:

Access: you can ask us what personal information we hold about you, and we'll provide a copy within 30 days
Correction: if any information we hold is wrong, you can ask us to correct it
Deletion: you can ask us to delete your information, subject to legal record-keeping requirements (we may still need to keep invoice records for tax purposes, for example)
Withdraw consent: you can withdraw consent for marketing communications at any time. You can also opt out of being included in our Meta Custom Audiences.
Complaints: you can lodge a complaint with us first, or directly with the Office of the Privacy Commissioner of Canada at priv.gc.ca or 1-800-282-1376

To exercise any of these rights, contact us using the details in Section 10. We may ask you to verify your identity before we release or change information.

8. Cookies and tracking

Our website uses a small number of cookies to function properly and understand how visitors use the site. If we install the Meta Pixel on our website, it sets a cookie that allows us to measure ad performance and show ads to people who've visited our site. You can control cookies through your browser settings, and you can opt out of Meta's interest-based advertising at facebook.com/ads/preferences.

9. Updates to this policy

We may update this policy from time to time. The "Effective" date at the top of the page tells you when it was last changed. For significant changes, we'll post a notice on our website or contact you directly. Your continued use of our services after a policy update means you accept the revised version.

10. Contact us

Privacy questions, requests, or complaints? We're a small local business and we read every message.

Q TecHub Inc. — Privacy Office

Email: qtechub@gmail.com
Phone: 226-899-5716
Web: www.qtechub.ca
Service area: Kitchener, Waterloo, Cambridge & surrounding Tri-Cities