Privacy Policy

1. Who We Are

This Privacy Policy applies to Mechora Group Inc. ("Mechora Group," "we," "our," or "us"), a licensed plumbing, drain cleaning, HVAC, mechanical, and construction services company incorporated in Ontario, Canada and headquartered in Maple, Ontario.

We operate the website mechoragroup.com and related digital touchpoints. We are subject to Canada's federal Personal Information Protection and Electronic Documents Act (PIPEDA) and the Ontario-based standards it incorporates, as well as Canada's Anti-Spam Legislation (CASL) with respect to electronic commercial messages.

We take your privacy seriously. We collect only the information we genuinely need to provide our services, we do not sell your data, and we give you meaningful control over how your information is used.

2. Information We Collect

We collect personal information through the following channels:

a) Contact and Booking Forms

When you submit a service inquiry, quote request, or appointment booking through our website, we collect:

• Full name
• Email address
• Phone number
• Service address (street address, city, province, postal code)
• Description of the service need or problem
• Preferred appointment date and time (if provided)
• Any additional details you voluntarily include in your message

b) Phone and Email Communications

If you contact us directly by phone at (249) 733-7907 or by email at info@mechoragroup.com, we may retain records of those communications including call logs, voicemails, and email correspondence for service continuity and quality assurance purposes.

c) Automatically Collected Information

Our website automatically collects certain technical information when you visit, including your IP address (anonymized), browser type and version, pages visited, referring URL, and approximate geographic region (city/province level). This is collected through Google Analytics and standard server logs. It is used only for aggregate analysis and is never linked to your identity.

We do not collect sensitive personal information such as financial account numbers, health information, or government identification numbers through our website.

3. How We Use Your Information

We use the personal information you provide exclusively for the following purposes:

• Responding to service requests: To contact you about your inquiry, provide quotes, confirm appointments, and deliver the plumbing, drain, HVAC, or mechanical services you have requested.
• Scheduling and dispatch: To coordinate technician visits, send appointment reminders, and follow up on completed work.
• Service records: To maintain a record of work performed at your property for warranty purposes and to inform future service calls.
• Customer communications: To send you transactional messages related to your service (confirmation emails, invoices, warranty documentation). We will only send marketing or promotional communications if you have given explicit consent as required by CASL.
• Website improvement: Aggregated, anonymized analytics data is used to understand how visitors use our site and to improve page content and navigation. No individual is identified through this data.
• Legal and regulatory compliance: To meet our obligations under Ontario trade licensing requirements and applicable law.

We do not use your information for automated decision-making, profiling, or targeted advertising.

4. Who We Share Information With

We may share your information with the following categories of trusted service providers, strictly to fulfill our services to you:

• CRM and scheduling software: We use cloud-based tools to manage appointments and customer records. These providers are contractually bound to protect your data and may not use it for any purpose other than providing services to us.
• Email service providers: We use a transactional email service to deliver booking confirmations and service communications. Your email address is used only to send you messages you have requested.
• Analytics (Google Analytics): Anonymized, aggregated website usage data is processed by Google. See Section 6 for details.
• Payment processing: If you pay online, payment information is handled directly by our payment processor and is never stored on our servers. We receive only a payment confirmation record.

We may also disclose your information if required by law, court order, or regulatory authority, or to protect the safety and rights of our customers or staff.

5. Data Retention

We retain your personal information only as long as necessary for the purposes described in this policy or as required by law:

• Active customer records: Retained for the duration of our service relationship plus 7 years to satisfy Ontario's record-keeping requirements for licensed contractors and tax purposes.
• Inquiry records (no service performed): Retained for up to 12 months, then securely deleted.
• Warranty records: Retained for the duration of the applicable warranty period (minimum 1 year from service completion date).
• Email communications: Retained for up to 3 years, unless the communication relates to a service record subject to longer retention.
• Analytics data: Google Analytics data is retained per Google's default settings (26 months). Aggregated reports are kept indefinitely as they contain no personal information.

When information is no longer required, it is securely deleted or anonymized.

6. Google Analytics

Our website uses Google Analytics 4 to understand how visitors interact with our site. Google Analytics collects information such as pages visited, time spent on pages, device type, browser, and general geographic region (country/province). This information is aggregated and does not identify individual visitors.

We have configured Google Analytics with IP anonymization enabled, which means your IP address is truncated before it leaves Canada and is never stored in full. We do not upload any personally identifiable information to Google Analytics.

You can opt out of Google Analytics data collection by installing the Google Analytics Opt-out Browser Add-on or by adjusting your cookie preferences using our cookie consent mechanism (where available).

For more information on how Google uses data collected through its analytics services, visit Google's Privacy Policy.

7. Cookies

Our website uses a limited number of cookies to support core functionality:

• Session cookies: Temporary cookies that expire when you close your browser. Used to maintain your session as you navigate our website.
• Analytics cookies: Set by Google Analytics to distinguish unique visitors and sessions. These cookies collect anonymized data and are subject to Section 6 of this policy.
• Preference cookies: If available, used to remember settings such as your dark mode preference. These are stored only on your device and contain no personally identifiable information.

We do not use advertising cookies, tracking pixels from third-party ad networks, social media retargeting cookies, or any cookies that track your behavior across other websites.

Most browsers allow you to refuse or delete cookies. Doing so may affect certain functionality of the website, but will not prevent you from contacting us or requesting a quote.

8. Contact Form Data

When you submit a contact or booking form on our website, your information is:

• Transmitted securely over HTTPS (SSL/TLS encryption)
• Delivered to our internal inbox at info@mechoragroup.com
• Stored in our customer relationship management (CRM) system, accessible only to authorized Mechora Group staff
• Used solely to respond to your inquiry and, if applicable, schedule and perform the service you requested

We will not add your email address to a marketing list without your express consent. Our response to your inquiry is a transactional message under CASL and does not require a separate opt-in.

9. CASL — Email Communications

Canada's Anti-Spam Legislation (CASL) governs how we send commercial electronic messages. We comply with CASL as follows:

• Transactional messages: Booking confirmations, appointment reminders, invoices, and warranty documents are sent based on implied consent arising from our service relationship. These are not marketing messages and do not require an opt-in.
• Marketing messages: We will only send promotional communications (newsletters, seasonal offers, maintenance reminders) if you have given us express consent to do so, for example by checking a consent box on a form. Your consent will be recorded with a timestamp.
• Unsubscribing: Every commercial electronic message we send includes an unsubscribe mechanism. You may opt out at any time by clicking "Unsubscribe" in any email, or by emailing us at info@mechoragroup.com with "UNSUBSCRIBE" in the subject line. We will process your request within 10 business days.

10. Your Rights Under PIPEDA

PIPEDA grants you specific rights regarding your personal information held by private-sector organizations. You have the right to:

• Access: Request a copy of the personal information we hold about you, along with an explanation of how it has been used and to whom it has been disclosed.
• Correction: Request that we correct any inaccurate or incomplete personal information in our records.
• Withdrawal of consent: Withdraw consent to the collection, use, or disclosure of your personal information at any time, subject to legal and contractual restrictions. Note that withdrawing consent may affect our ability to provide services to you.
• Complaint: If you believe we have mishandled your personal information, you may file a complaint with the Office of the Privacy Commissioner of Canada at priv.gc.ca or by calling 1-800-282-1376.

To exercise any of these rights, please contact our Privacy Officer using the contact information in Section 13 below. We will respond to all access or correction requests within 30 days.

11. Security

We implement reasonable physical, administrative, and technical safeguards to protect your personal information from unauthorized access, use, disclosure, or destruction. These include:

• HTTPS encryption on all pages of our website
• Role-based access controls so that only authorized staff can access customer records
• Secure, password-protected CRM and email platforms with multi-factor authentication
• Regular review of our data handling practices

No transmission of data over the internet can be guaranteed to be 100% secure. While we use commercially reasonable measures to protect your information, we cannot guarantee absolute security. In the event of a data breach that poses a real risk of significant harm, we will notify affected individuals and the Office of the Privacy Commissioner as required by PIPEDA's breach notification rules.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or applicable law. When we make material changes, we will update the "Effective Date" at the top of this page and, where appropriate, provide notice through our website or by email to customers with active records.

We encourage you to review this page periodically. Your continued use of our website or services after any changes constitutes your acceptance of the updated policy.

13. Contact Our Privacy Officer

If you have any questions, concerns, or requests regarding this Privacy Policy or the handling of your personal information, please contact us: