Last updated October 10, 2026

Privacy Policy

This policy explains how B.C Heating, Ventilation & Air Conditioning Services Ltd., operating as B.C HVAC, handles personal information across this website, guest booking, My B.C HVAC, professional applications and authorized service-coordination tools.

Information we collect

Depending on how you use B.C HVAC, we may collect your name, email, phone number, service address, property and equipment details, appointment preferences, access notes, service concerns, booking history, customer-authorized documentation, invoices, recorded payment status and messages you submit. We also process limited technical and security information needed to operate the service, prevent abuse and investigate errors.

Contractor-network onboarding includes business contact information, service areas and services provided. The agreement-signing record also includes the agreement version and file identity, signer name and authority, acknowledgement initials, electronic signature, consent state, server timestamp, browser user-agent and, where appropriately available for the audit record, the originating IP address. Credential, WorkSafeBC and insurance documents are submitted later through the authenticated contractor dashboard and stored privately.

Why we use information

We use personal information for reasonable business purposes connected to your request: responding to you, checking coverage, coordinating and confirming service, assigning an appropriate professional, providing updates, maintaining property and equipment continuity, releasing authorized service documentation, resolving concerns, protecting the platform and meeting recordkeeping or legal obligations.

Submitting a booking authorizes service-related contact about that request. It does not subscribe you to unrelated marketing. We do not sell customer personal information.

Guest booking and optional accounts

You may request service without an account. The contact and property information you provide is still stored as a B.C HVAC service record so the request can be coordinated. Optional customer account access currently uses Sign in with ChatGPT. The authentication service supplies limited identity information needed to recognize the account; its own terms and privacy policy also apply.

Priority One organizes information around the authenticated customer, properties, equipment, bookings, customer invoices, notifications and released Priority One Passport records. Private account and API routes are not stored by the website's offline cache; the installable app caches only public shell assets needed to open the experience.

Invoices, payment status and settlements

Customer invoices contain a billing-contact snapshot, authorized service descriptions, applicable taxes, totals and payment status. Professional settlement records are restricted to authorized operational users and the professional assigned to the related job; the professional view does not disclose the customer invoice or B.C HVAC's internal portion. The current platform does not collect or store raw payment-card numbers or online-banking credentials.

Who can see customer information

Authorized B.C HVAC operations roles may access customer information when needed to coordinate service, support the customer, administer records or meet a legitimate business obligation. Access is role-based and should be limited to the task being performed.

Before an independent professional accepts or is legitimately assigned a request, the offer is limited to the general service area, service type, timing, property use and equipment scope. It does not include the customer's name, contact details, exact address, access notes or private history. After secure acceptance, the assigned professional receives only the information reasonably required to perform and document that job. Access does not create permission to reuse customer information for independent solicitation.

Transactional booking, contractor-network and service-reminder email

When a booking is submitted, B.C HVAC sends an essential confirmation to the customer email provided and an operational notice to the authorized B.C HVAC booking address. The message may include the booking reference, requested service and timing, service address, contact details and other information needed to recognize and coordinate the request.

After legitimate completed B.C HVAC service, the customer account may also receive service-cycle reminders six months, three months and one week before the recorded next-due date. These reminders are based on the service record, not a diagnosis or prediction of equipment condition. Customers can pause or resume service-reminder emails separately in My B.C HVAC without disabling essential booking confirmations, and may also reply to request an update.

B.C HVAC uses Resend as its email-delivery processor for these messages. Delivery records are retained to prevent duplicates, investigate failures and maintain an appropriate service audit trail. These emails are service communications, not unrelated marketing subscriptions.

Booking confirmations can include a calendar invitation with your service time and location. Calendar providers process that information according to your calendar settings. If you choose arrival texts, B.C HVAC uses Twilio to send a reminder to the mobile number you authorize within the hour before the scheduled arrival window. Texting is optional; message and data rates may apply. Reply STOP to stop texts. We retain your appointment-text consent and delivery status to honour preferences and prevent duplicates.

When a contractor signs the network agreement, B.C HVAC sends an essential confirmation to the contractor and a restricted operational notice to the authorized B.C HVAC address. The contractor message links back to authenticated dashboard and agreement records; it does not expose private credentials or signature data.

Optional assessment reports and scheduled check-ins

When you select “Email my score” after Check My Unit or Check My Ducts, you request a personal result email with related service benefits. We save the email address, submitted assessment answers, server-calculated result, request and consent version, and delivery status to prepare the report and prevent duplicate sends. These records are separate from website analytics, contractor dispatch and Outreach Team records. Resend delivers the requested email.

A three-month check-in is optional and initially unselected. It is scheduled only after you confirm the invitation from your report email. The confirmation link expires after seven days. Previously confirmed check-ins retain the date shown in their invitation. For new requests, we send one check-in about three months after the assessment, inviting you to take a fresh check; it does not postpone a manufacturer-recommended service date. The unsubscribe link stops optional check-ins and marketing messages. Requesting a report does not create an account, enrol you in Priority One or subscribe you to unrelated campaigns.

Location and arrival information

B.C HVAC does not currently collect continuous professional location through this platform. If active-job arrival tracking is introduced, it will require appropriate device permission, be limited to the legitimate arrival window, be visible only to authorized participants and stop when that purpose ends.

Rebate tools and external links

When you enter a street address and city in a booking form, those address fields are sent to the Photon address lookup service to help fill the postal code. Names, phone numbers, email addresses and booking details are not included in that lookup. Address matching uses OpenStreetMap data, may not cover every property and can be corrected manually before submission.

The public rebate checker performs its initial screen in the page and does not save the postal code entered there. Official rebate, accreditation, review and safety-guidance sites have their own privacy practices when you follow an external link.

Your local welcome

The public website uses an approximate city to tailor its welcome and service message. It first checks location information supplied by our hosting network. If that information is unavailable, your browser may contact GeoJS, which receives your IP address as part of that request. We use only its city, province and country response for this feature; we do not save the returned IP address or coordinates, send form or account details, or request device GPS access. The external lookup is skipped when supported Global Privacy Control or Do Not Track is enabled.

You can correct the area or choose “Show all of B.C.” in the welcome bar. A manual choice is remembered on this browser for up to 30 days; an automatic result is kept in the current tab for up to 30 minutes. The area is used for public wording only. Your booking address determines service availability and pricing.

First-party website measurement

B.C HVAC uses a limited first-party measurement system to understand whether public pages and homeowner tools lead to useful outcomes such as a completed Check My Unit or Check My Ducts result, a rebate screen, a booking request or a saved Priority One Passport result. It uses a random per-tab session identifier, page and entry paths, a coarse acquisition channel, limited campaign labels, the referring website host where available, tool milestones and timestamps. Private equipment and job identifiers are replaced with generic route labels before measurement.

The B.C. Home HVAC Check counts each privacy-safe visitor session that opens Check My Unit or Check My Ducts once toward the shared Path to a Million. Completing either tool is not required, and opening both in the same session does not double-count the visitor. We also retain completion events, including repeat checks. A retained row contains the campaign label, random session identifier, broad B.C. region only when voluntarily selected, general equipment category, score band and timestamps. It does not contain the five answers, exact score, precise location, name, email, phone number, service address, IP address or browser user-agent string. Supported Global Privacy Control and Do Not Track signals prevent participation from being added to the public counter. Answers are saved separately to your Priority One Passport only when you choose to save after signing in with an active Priority One membership.

The measurement record does not include form answers, the postal code entered in the rebate checker, a customer's name, email, phone number, full service address, search-query text, IP address or browser user-agent string. A completed booking may retain a separate plain-language attribution summary—such as the entry page, channel and B.C HVAC tool used—but not the measurement session identifier.

This system does not set a tracking cookie. Session correlation uses temporary browser session storage, respects supported Global Privacy Control and Do Not Track signals, and is designed to expire when the browser tab session ends. The detailed journey-event measurement-retention target is 180 days; older event rows are removed when the application's rolling cleanup next runs. The privacy-limited challenge completion record remains so the cumulative provincewide total does not move backward. Aggregated counts are used to improve usefulness and customer journeys; small operational groups remain blocked from public insight publishing until they meet B.C HVAC's review threshold.

Google Analytics

B.C HVAC also uses Google Analytics 4 to understand visits and completed customer journeys across public website and applicable app routes. Google Analytics receives privacy-limited page paths and events such as a completed booking request, completed CHECK MY UNIT result or submitted professional-network application. B.C HVAC does not send names, email addresses, phone numbers, service addresses, form answers, equipment details, booking references or professional credential information to Google Analytics.

Advertising storage, advertising personalization and Google signals are disabled in the website configuration. The Google Analytics tag is not loaded when a supported Global Privacy Control or Do Not Track signal is active. When loaded, Google may process device, browser, approximate-location and interaction information and may use first-party measurement cookies under Google's applicable privacy terms. You can limit this measurement through supported browser privacy controls or Google's Analytics opt-out tools.

Safeguards and retention

We use administrative and technical safeguards appropriate to the sensitivity of the information, including authenticated role checks, restricted job access, anti-abuse controls and audit records for protected actions. No internet service can guarantee absolute security, so please use the designated forms and avoid sending unnecessary sensitive information.

We retain information only as long as reasonably needed for service coordination, customer continuity, warranty or accounting records, safety documentation, dispute resolution, fraud prevention and applicable legal obligations. Retention varies by record type. Information that is no longer reasonably required is deleted or de-identified where practical and legally permitted.

Priority One installation measurement

When a browser reports an installation, or Priority One first opens in installed-app mode, we save an anonymous device receipt, broad device category, approximate city/region/country when provided by the network, and timestamps. A device-local random identifier prevents repeated launches being counted again; it is not linked to your account or service records. We do not retain your IP address or full browser string for this measurement. These signals produce private owner progress reports and alerts. Installed-mode observations can include older installs and are shown separately. Supported Global Privacy Control and Do Not Track signals disable this measurement. Clearing browser storage resets the receipt. This tracking does not request GPS access.

Family Care and visual service records

Family Care is optional. A home owner chooses a property, the recipient’s sign-in email and permissions to view appointments, view equipment and released reports, or book service. The recipient must accept using that email. Invitations expire after 14 days; accepted access continues until either person removes it. Revocation blocks future requests but cannot recall information already viewed or downloaded. It does not share other homes, payment information, account settings, contractor records or staff workspaces.

Equipment-label reading runs on your device. Suggested details are saved only after you confirm them. Saving a label photograph is optional. Uploaded equipment photos are processed in the browser to remove photo metadata. Service photos and short walkthrough videos must have customer permission and show only relevant equipment or work. Video files may contain metadata supplied by the recording device. Service media is stored privately and becomes visible to the customer and permitted Family Care recipients only after B.C HVAC approval and report release.

Equipment records, service media and follow-up requests are retained with the service history while needed to provide and document service, resolve concerns and meet applicable recordkeeping obligations. Owners can remove their saved label photos in the app and contact B.C HVAC to request correction or removal of other media. Follow-up requests go to B.C HVAC admin and do not create a public review.

Your privacy choices

You may ask to access or correct personal information held by B.C HVAC, withdraw optional consent, or ask about deletion, subject to identity verification and any legal, safety, accounting or service-record requirements that require continued retention. You may also raise a concern about how information was handled.

Contact the Privacy Officer

Contact the B.C HVAC Privacy Officer at outreach@bchvacservices.ca or 604-466-4499. Please do not include identity documents or other sensitive records in an initial email.