Privacy Policy
Effective Date: July 1 2026 | Last Updated: July 1 2026
Team Toews Cleaning Co. Inc. (referred to as "we," "us," or "our") is committed to protecting the privacy, confidentiality, and security of the personal and privileged information entrusted to us by our clients. This Privacy Policy outlines how we collect, use, disclose, and safeguard your data in compliance with the British Columbia Personal Information Protection Act (PIPA).
1. INFORMATION WE COLLECT
To provide our services safely and efficiently, we collect various types of information from our clients, including standard contact data and privileged operational details. This includes, but is not limited to:
Identity and Contact Information: Full names, phone numbers, email addresses, and billing or mailing addresses.
Privileged Operational and Access Information: Physical addresses of service locations, key storage locations, property gate or door access codes, alarm bypass instructions, specific on-site safety or operational notes, and reference photographs provided by clients.
Financial Information: Payment card details, direct deposit information, or billing history necessary to process financial transactions.
Service History: Records of services requested, completed schedules, client feedback, and communications with our administrative and field teams.
2. PURPOSE OF COLLECTION AND USE
We collect and use your personal and privileged information strictly for the following purposes:
To schedule, coordinate, and perform the requested services at your designated locations.
To provision secure, role-based access to our field staff so they may enter physical premises safely and responsibly.
To communicate with you regarding service updates, administrative changes, invoicing, and support.
To process payments and maintain accurate financial records.
To comply with legal, regulatory, insurance, and audit requirements.
3. PRINCIPLE OF CONSENT
By engaging our services, you provide consent to the collection, use, and disclosure of personal information necessary to fulfill those services. Privileged operational data, such as door codes and alarm instructions, is requested specifically to facilitate secure entry to your premises. Providing this information constitutes consent for our authorized teams to utilize it for your scheduled services. You have the right to withhold or withdraw consent for certain data points, though doing so may prevent us from successfully executing our services.
4. STORAGE, RETENTION, AND CROSS-BORDER DATA TRANSFERS
We utilize reputable, enterprise-grade third-party cloud software suites and communication platforms to manage our operational records. Our primary business management infrastructure is hosted on servers located within Canada. However, certain communication and collaboration tools we utilize are hosted on infrastructure outside of the country.
Cross-Border Data Storage Notice: Please be advised that some personal and privileged information is processed and stored on cloud infrastructure located outside of Canada, primarily in the United States. While this data remains subject to our strict internal security protocols, it may be accessed by local law enforcement or regulatory bodies under the lawful laws of the United States, including the USA PATRIOT Act. We ensure our platform vendors maintain rigorous encryption standards and data protection clauses that meet or exceed Canadian privacy frameworks.
Communication Archives: Please note that while active operational fields are updated and deactivated according to our retention protocols, historical client communications transmitted via email, SMS text message, or team collaboration platforms are retained in our secure business archives for operational, insurance, and audit history.
5. PROTECTION AND SAFEGUARDING OF SENSITIVE DATA
We employ administrative, technical, and physical security measures tailored to the sensitivity of the data we handle, utilizing a model of least-privilege access control:
Role-Based Access Control: Access to privileged operational data, specifically door codes, alarm steps, and physical addresses, is restricted based on operational need. Administrative coordinators and the specific field staff assigned to service your property are the only personnel permitted to view these access details.
Individual Authentication: All administrative and field staff access our corporate systems via unique, unshared individual user accounts. Shared logins for client records are strictly prohibited.
Service and History Logs: To maintain operational integrity, payroll accuracy, and insurance compliance, a historical record of assigned personnel and past service schedules remains securely archived within our system history, including within historical staff calendars.
Retention Policy: We retain client information for as long as necessary to fulfill the purposes of our service agreements, or to satisfy ongoing corporate tax, liability, and insurance requirements.
6. MARKETING AND SOCIAL MEDIA
From time to time, authorized personnel may capture photographic or video imagery of service environments to document operational outcomes or facilitate marketing and promotional activities.
We maintain strict corporate data safeguards prohibiting the inclusion of client-identifying information within any publicly distributed media. The processing of imagery for promotional purposes is strictly optional and separate from core service execution. Clients may withdraw their consent for the use of images of their premises at any time by notifying any member of our team through our standard communication channels. Once notified, we will immediately apply a restriction to the client file to ensure no promotional imagery of the property is utilised.
7. DISCLOSURE OF INFORMATION
We do not sell, rent, trade, or distribute your personal or privileged information to third parties for marketing or any other non-essential purpose. Data is only shared with:
Authorized employees, contractors, and field personnel who require the data to execute services.
Third-party software providers operating under strict data confidentiality agreements.
Law enforcement or regulatory authorities where explicitly required by a valid legal subpoena, warrant, or court order.
8. CLIENT RIGHTS: ACCESS, CORRECTION, AND ACCURACY
We make every reasonable effort to ensure your information is kept accurate and complete. Under PIPA, you have the right to request access to the personal information we hold about you, as well as information regarding how it has been used or disclosed. You may also request corrections to any errors or omissions in your data. All requests must be made in writing to our Privacy Coordinator.
9. INQUIRIES AND COMPLAINTS
If you have questions about this Privacy Policy, wish to update your operational details, or have concerns regarding how your data is handled, please contact our designated Privacy Officer:
Privacy Officer: Niamh Reynolds, People & Operations Manager
Company Name: Team Toews Cleaning Co. Inc.
Mailing Address: 4962 Olund Road, Abbotsford, BC, V4X 1V6
Direct Phone: (604) 764-7045
Email Address: teamtoewscleaning@gmail.com
If our internal response does not satisfactorily resolve your concern, you retain the right to contact the Office of the Information and Privacy Commissioner for British Columbia (OIPC) directly.