Privacy Policy

1. Who we are

ComfortScout is a Canadian homeowner connection service. We help people organize a heating or cooling request and connect with a selected independent HVAC provider. ComfortScout is not an HVAC contractor and does not perform assessments, provide quotes, or install equipment.

Our privacy contact is the ComfortScout Privacy Officer at hello@comfortscout.ca.

2. Information we collect

When you complete the comfort check, we collect the information you choose to provide, including:

• your name, email address, and phone number;
• your postal code and whether you own, rent, or are buying the home;
• your HVAC interest, current system, approximate equipment age, project timing, and rebate interest;
• the consent statement, its version, and the date and time of submission; and
• campaign labels such as UTM source, medium, campaign, or ad identifier when they are included in the link you use.

Our hosting and security providers may also process basic technical information, such as IP address, device or browser details, and request logs, to deliver and protect the site.

3. Optional advertising measurement

With your permission, ComfortScout uses the Meta Pixel provided by Meta Platforms to understand whether advertisements lead to visits and completed comfort checks. The Pixel remains inactive unless you select “Allow measurement” in our privacy choices notice.

When enabled, Meta may receive technical and campaign information such as a page visit, a completed comfort check, browser or device information, IP address, and Meta cookie identifiers. ComfortScout does not include your name, email address, phone number, postal code, HVAC answers, or lead reference number in Pixel events.

You can decline optional measurement without affecting the website or your ability to submit a request. You can change your selection at any time using the “Privacy choices” button. If you withdraw permission, we tell the Pixel to revoke consent and remove accessible Meta measurement cookies from our domain. Meta may process information in other jurisdictions under its own Privacy Policy.

4. Why we use the information

We use personal information to:

• receive, review, and organize your homeowner request;
• check service-area and provider fit;
• contact you about the specific request you submitted;
• identify a suitable local HVAC provider to you and, if you choose to proceed, share the request with that one provider;
• deliver lead notifications, prevent abuse, troubleshoot, and secure the service;
• measure which campaigns generate requests; and
• maintain consent, suppression, and compliance records and respond to legal obligations.

We limit collection, use, and disclosure to purposes a reasonable person would consider appropriate in the circumstances.

5. Consent and communications

The contact checkbox is not pre-selected. By selecting it and submitting the form, you authorize ComfortScout to contact you by phone, text, or email to verify and qualify that request. Consent is not a condition of purchase.

If a suitable local provider is available, ComfortScout will identify that provider before sharing your request. You can decide whether to proceed with the handoff. The identified provider may then contact you only about the request you submitted.

You may withdraw consent for future contact at any time by replying “STOP” to a text, asking the caller to stop, using any unsubscribe option provided, or emailing hello@comfortscout.ca. A withdrawal does not affect processing that occurred before we received it and may prevent us from completing your requested match.

We do not use a comfort-check submission as automatic consent to unrelated newsletters or broad promotional campaigns.

6. When we share information

We may disclose the request to one independent HVAC provider after ComfortScout identifies that provider to you and you choose to proceed with the handoff. That provider is responsible for its own privacy practices once it receives the information.

We also use service providers that support hosting, database storage, security, email delivery, and optional advertising measurement, including OpenAI Sites/Cloudflare infrastructure, Zoho email services, and Meta Platforms. They may process information only to provide services to us, subject to their agreements, your choices, and applicable law.

We check postal-code format and the Canadian delivery area using locally stored reference data based on Statistics Canada’s Census Forward Sortation Area Boundary File. Your postal code is not sent to a third-party postal lookup service for this check.

We may disclose information when required by law, to protect rights or safety, or as part of a business transaction where permitted by law. We do not sell personal information to data brokers.

7. Storage, location, and retention

Information may be processed in Canada or other jurisdictions where our providers operate and may be subject to the laws of those jurisdictions.

We generally retain lead information for up to 24 months after the most recent activity, then delete or de-identify it unless a longer period is reasonably needed for an active request, consent or suppression records, dispute resolution, security, or legal obligations.

8. Security

We use reasonable administrative, technical, and organizational safeguards appropriate to the information, including encrypted web connections, restricted administrative access, server-side validation, abuse throttling using short-lived pseudonymous request fingerprints, and secret-managed email credentials. No internet service can guarantee absolute security.

9. Your choices and rights

Subject to applicable law, you may ask to access or correct your personal information, withdraw consent, ask how it was used or disclosed, or request deletion where the law permits. Email hello@comfortscout.ca with “Privacy Request” in the subject line. We may need to verify your identity before responding.

If you are not satisfied with our response, you may contact the privacy regulator responsible for your province or the Office of the Privacy Commissioner of Canada, as applicable.

10. Children

The service is intended for adults making or preparing to make decisions about a home. We do not knowingly collect personal information from children.

11. Changes to this policy

We may update this policy as the service or legal requirements change. We will post the revised version here and update the effective date. Material changes will be highlighted where appropriate.

12. Contact us

ComfortScout Privacy Officer
hello@comfortscout.ca
Canada