Effective August 2026
Hartley and Co. Heating and Air Conditioning Ltd. respects your privacy and is committed to protecting the personal information you share with us. This policy explains what we collect, why we collect it, who we share it with and how you can reach us about it. It applies to our website and to the information we collect in the course of quoting, installing and servicing heating, cooling, gas fitting and refrigeration equipment.
We are a British Columbia company and we handle personal information in accordance with the BC Personal Information Protection Act, and with the federal Personal Information Protection and Electronic Documents Act where it applies to us.
Who we are
Hartley and Co. Heating and Air Conditioning Ltd.
Unit J – 971 Laval Crescent, Kamloops, BC V2C 5P9
778-220-2142
[CONFIRM: monitored email address]
What we collect
When you contact us through the website, call the office or book a service call, we collect the information needed to respond and to do the work. This normally means your name, phone number, email address and service address, along with details about the building and the equipment in it, such as the make, model and age of your system, the fault you are reporting and any notes our technician records during the visit. Where we complete work for you, we also hold the quote, the invoice, the equipment installed and the service history for the address.
For commercial customers we hold the same kind of information at a business level, including site contacts, equipment lists and the schedule of maintenance visits.
Where you apply for financing, the application is made directly with the financing provider and we do not collect or store your financial or credit information. Where you ask us to submit a rebate on your behalf, we collect the information the rebate program requires, which usually includes your name, service address, the equipment installed and a copy of the paid invoice.
When you visit the website, our hosting and analytics tools automatically record standard technical information, including your IP address, browser and device type, the pages you view, the time and date of your visit and the site or search referring you.
How we use it
We use your information to answer your inquiry, prepare quotes and estimates, schedule and complete work, order parts and equipment, invoice you and process payment, keep an accurate service history for your address, submit rebates you have asked us to submit, and meet warranty, permit and gas safety record requirements. Where you have agreed to hear from us, we may also send maintenance reminders or information about offers. You can opt out of those at any time and we will still contact you about work you have booked.
We use website information to keep the site secure and working properly, to understand which pages people find useful and to measure the performance of our advertising.
Cookies, analytics and advertising
Our website uses cookies and similar technologies. Some are necessary for the site to function, and others help us understand how the site is used. [CONFIRM: analytics and advertising tools in use, for example Google Analytics, Google Ads and Meta advertising tools.] These providers may set their own cookies and process information under their own privacy policies. You can control or block cookies through your browser settings, though some parts of the site may not work as intended if you do.
Our contact page includes an embedded Google Map, which loads content from Google and is subject to Google’s privacy terms.
Who we share it with
We do not sell your personal information, and we do not share it for anyone else’s marketing purposes.
We share it only where the work requires it: with our technicians and, where we use them, with subcontractors completing work at your property; with equipment suppliers and manufacturers where a warranty claim, a part order or a registration requires it; with FortisBC and other rebate program administrators where you have asked us to submit a rebate on your behalf; with a financing provider where you have chosen to apply for financing; with Technical Safety BC and permitting authorities where gas work requires it; and with the service providers running our website, our email, our scheduling and our accounting systems. We may also disclose information where the law requires it, or where it is necessary to establish or defend a legal claim.
Some of these providers store data on servers outside Canada, which means the information may be subject to the laws of another country.
How long we keep it
We keep customer and service records for as long as needed to service your equipment, honour warranties and meet our tax, insurance and legal obligations. Service history for an address is useful over the whole life of a system, so we retain it well beyond the individual job. Website analytics information is retained according to the settings of the tools we use.
How we protect it
We use reasonable physical, technical and organizational safeguards to protect your information against loss, theft and unauthorized access. Access is limited to the people who need it to do their work. No method of transmission or storage is completely secure, so while we take protection seriously we cannot guarantee absolute security.
Your rights
You may ask us what personal information we hold about you, how it has been used and who it has been disclosed to. You may also ask us to correct information you believe is inaccurate or incomplete. Write to us at the address above and we will respond within the timeline the legislation sets. In limited circumstances the law permits us to withhold information, and where it does we will tell you why.
You may withdraw consent to marketing contact at any time. Withdrawing consent to information needed to complete work you have booked may mean we can no longer provide the service.
Links to other sites
Our website links to other sites, including manufacturers, rebate programs and financing providers. We are not responsible for the privacy practices of those sites, and we encourage you to read their policies before providing information to them.
Children
Our services are directed to homeowners, property owners and businesses. We do not knowingly collect personal information from children.
Changes to this policy
We may update this policy from time to time. The current version is always posted on this page, with the effective date at the top.
