Privacy Policy

1. Introduction

Top Spot Janitorial Services Inc. ("Top Spot," "we," "us," or "our") is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose, retain, and safeguard your information when you visit our website at topspotjanitorial.ca (the "Site"), contact us through our forms or other channels, or engage our janitorial, building maintenance, or superintendent staffing services (collectively, the "Services").

We comply with the Personal Information Protection and Electronic Documents Act ("PIPEDA"), the Canadian Anti-Spam Legislation ("CASL"), and all applicable provincial privacy legislation, including Ontario's Consumer Protection Act, 2002.

By using the Site or engaging our Services, you acknowledge that you have read, understood, and agree to the practices described in this Privacy Policy. If you do not agree, please discontinue use of the Site and do not submit any personal information to us.

2. Information We Collect

2.1 Information You Provide Directly

When you fill out our contact form, request a quote, or communicate with us via phone, email, or mail, we may collect:

• Full name
• Email address
• Phone number
• Mailing or business address
• Type of service requested
• Details contained within messages or correspondence you send to us
• Business or organizational information (company name, role, building address) when you engage our Services on behalf of an organization

2.2 Information Collected Automatically

When you visit the Site, we may automatically collect certain technical data, including:

• IP address and approximate geographic location
• Browser type and version
• Operating system
• Pages viewed, referral URLs, date and time stamps, and clickstream data
• Device identifiers and screen resolution

This data is collected through cookies, server logs, and similar technologies as described in Section 7 below.

2.3 Information from Third Parties

We may receive information about you from third-party sources such as business referral partners, property management companies, or publicly available directories, but only where those sources have a lawful basis to share such information.

3. How We Use Your Information

We use the personal information we collect for the following purposes:

• To respond to your inquiries, service requests, and quote requests
• To provide, administer, and deliver our janitorial, maintenance, and staffing Services
• To process payments and manage billing for our Services
• To communicate with you regarding scheduling, service updates, and account-related matters
• To send promotional communications where you have provided express or implied consent in compliance with CASL (you may opt-out at any time)
• To improve our Site, Services, and customer experience through analytics
• To comply with legal obligations, enforce our Terms of Service, and protect our rights and safety
• To detect, prevent, and address fraud, unauthorized access, or other security issues

4. Legal Bases for Processing

Under PIPEDA, we process your personal information on the following bases:

• Consent: Where you have given express or implied consent to the collection, use, or disclosure of your personal information for specified purposes.
• Contractual Necessity: Where processing is necessary to fulfill a service agreement or take steps at your request prior to entering into a contract.
• Legal Obligation: Where processing is required to comply with applicable laws, regulations, or legal proceedings.
• Legitimate Interest: Where processing is necessary for our legitimate business interests (such as improving our Services or preventing fraud), provided those interests are not overridden by your rights.

5. Disclosure of Your Information

We do not sell, rent, or trade your personal information. We may share your information only in the following circumstances:

• Service Providers: With trusted third-party vendors who assist us in operating our Site, conducting business, or servicing you (e.g., hosting providers, email service providers, payment processors). These parties are contractually obligated to protect your information and use it only for the purposes for which it was disclosed.
• Legal Requirements: When required by law, regulation, court order, or governmental request; or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.
• Business Transfers: In connection with a merger, acquisition, reorganization, or sale of all or substantially all of our assets, your information may be transferred as part of that transaction. We will notify you of any such change.
• With Your Consent: In any other circumstances where you have provided express consent.

6. Data Retention

We retain your personal information only for as long as is necessary to fulfill the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements. Specific retention periods include:

• Contact form submissions: Retained for up to 24 months after your last interaction with us, unless a service relationship is established.
• Client records: Retained for the duration of our service relationship plus 7 years thereafter, in accordance with Canadian tax and commercial law requirements.
• Website analytics data: Aggregated and anonymized data may be retained indefinitely; identifiable data is retained for up to 26 months.

When personal information is no longer required, we will securely destroy, erase, or de-identify it.

7. Cookies and Tracking Technologies

Our Site may use cookies and similar technologies to enhance your browsing experience. These include:

• Strictly Necessary Cookies: Required for the Site to function (e.g., session management). These cannot be disabled.
• Analytics Cookies: Help us understand how visitors interact with the Site so we can improve its performance and content.
• Functional Cookies: Remember your preferences and settings to provide a more personalized experience.

You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of the Site. We do not use cookies for targeted advertising.

8. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encrypted data transmission via SSL/TLS (HTTPS)
• Access controls limiting data access to authorized personnel
• Regular review of our data collection, storage, and processing practices
• Physical security measures at our offices

While we strive to use commercially acceptable means to protect your personal information, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security but will promptly notify affected individuals and the Office of the Privacy Commissioner of Canada in the event of a data breach that poses a real risk of significant harm, as required by PIPEDA.

9. Your Rights

Under PIPEDA and applicable Canadian privacy legislation, you have the following rights:

• Access: You may request access to the personal information we hold about you and receive an account of how it has been used and to whom it has been disclosed.
• Correction: You may request correction of any inaccurate or incomplete personal information.
• Withdrawal of Consent: You may withdraw your consent for the collection, use, or disclosure of your personal information at any time, subject to legal or contractual restrictions and reasonable notice. Withdrawal of consent may affect our ability to provide certain Services.
• Deletion: You may request that we delete your personal information, subject to any legal obligations that require us to retain it.
• Complaint: You have the right to file a complaint with the Office of the Privacy Commissioner of Canada if you believe your privacy rights have been violated.

To exercise any of these rights, please contact us using the details provided in Section 12 below. We will respond to your request within 30 days, as required by PIPEDA.

10. Canadian Anti-Spam Legislation (CASL) Compliance

We comply with CASL with respect to all commercial electronic messages ("CEMs") we send. We will only send you CEMs where we have obtained your express consent or have implied consent under CASL (for example, arising from an existing business relationship). Every CEM we send will include:

• Our identity and contact information
• A clear and prominently placed unsubscribe mechanism that is functional for at least 60 days after the message is sent

We will process unsubscribe requests within 10 business days.

11. Third-Party Links

Our Site may contain links to third-party websites or services (including social media platforms) that are not operated by us. This Privacy Policy does not apply to those third-party sites. We encourage you to review the privacy policy of every site you visit. We are not responsible for the content, privacy practices, or security of any third-party websites.

12. Children's Privacy

Our Site and Services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected personal information from a child under 16, we will take steps to delete that information promptly.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will update the "Effective Date" at the top of this page and, where appropriate, notify you by email or through a prominent notice on our Site. Your continued use of the Site or Services after such changes constitutes your acceptance of the revised Privacy Policy.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact our Privacy Officer: