Privacy Policy

HTR Solutions Inc. is a Canadian window and door sales and installation company serving Northern British Columbia.

• Website: htrsolutions.ca
• Email: htrsolutions.office@gmail.com
• Phone: +1 (778) 361-2515

We collect only the information we need to respond to you and to arrange window and door services. Depending on how you interact with us, this may include:

• Contact details: name, email, phone number.
• Location: property address, city, and postal code.
• Project details: service interests (windows, doors, glass, etc.), number of openings, form answers, preferred contact time, and appointment information.
• Communications: messages you send us, notes from phone calls, and records of AI-assisted follow-up calls (see Section 6).
• Website/device data: IP address, browser and device information, referring URL, pages visited, and UTM/campaign parameters when you arrive from an ad or link.

We do not intentionally collect sensitive personal information, and we do not ask for payment card details through our website.

Personal information is collected directly from you through:

• Forms on our website (quote requests, contact, financing enquiries).
• Meta lead forms on Facebook and Instagram when you submit interest through those platforms.
• Telephone calls, text messages, email, WhatsApp, Telegram, and in-person conversations.
• Cookies and basic analytics on our website (see Section 11).

We use personal information to:

• Respond to consultation and quote requests.
• Assess window and door projects, prepare measurements and estimates, and arrange appointments.
• Provide customer service, warranty follow-up, and installation coordination.
• Provide financing information when you request it, and forward an application to a financing partner only if you choose to apply.
• Send marketing communications only where you have given the consent required by law, and only until you opt out.
• Understand how our website is used (basic analytics) so we can improve it.
• Protect our business and customers, prevent fraud, and comply with legal obligations.

We use trusted third-party providers to help us operate. These providers only receive the information they need to perform their service and are required to protect it.

• Supabase – hosting of our CRM and database (contact records, project notes, appointments).
• Meta Platforms (Facebook and Instagram) – lead forms and advertising you submit through those platforms, and the Meta Pixel on our website for ad measurement and retargeting (see Section 11).
• Retell AI – our disclosed AI-assisted follow-up calling assistant (see Section 6).
• Financeit – financing applications, used only when you choose to apply for financing.
• Website hosting, email, telephony, messaging, and analytics providers as reasonably necessary to run our business.

After you submit a consultation or quote request, and where you have given the required consent, we may use an AI-assisted follow-up assistant provided by Retell AI. If you receive such a call:

• The assistant will call you promptly and will clearly identify itself as an AI assistant working on behalf of HTR Solutions.
• Its purpose is to collect basic project details, answer common questions, and provisionally propose an appointment time.
• Any appointment offered by the AI assistant is provisional. A human HTR Solutions representative will confirm within 24 hours and may reschedule if there is a conflict.
• You may end the call at any time, ask to speak with a human, or ask that no further AI calls be made to you.

Some phone calls, including AI-assisted calls, may be recorded and/or transcribed only where legally permitted and with the notice and consent required by applicable Canadian law. Recordings and transcripts are used to:

• Provide and follow up on the service you asked about;
• Maintain quality and train our team;
• Confirm scheduling and project details; and
• Keep accurate business records.

If you do not consent to being recorded, you can tell us at the start of the call and we will proceed without recording, or you can contact us in writing instead.

You can, at any time:

• Withdraw your consent to further contact, subject to any legal or contractual requirements.
• Opt out of marketing communications (every marketing email includes an unsubscribe option).
• Ask us not to call you again — explicit do-not-call requests are honoured and recorded in our system.
• Request access to, correction of, or deletion of the personal information we hold about you, subject to legal limits (for example, records we must keep for tax, warranty, or legal reasons).

To make a request, contact us using the details in Section 14. We may need to verify your identity before acting on your request.

We do not sell your personal information. We share it only:

• With the service providers listed in Section 5, so they can perform services for us;
• With a financing partner (Financeit) if you choose to apply for financing;
• With installers, suppliers, or trades where necessary to complete the service you requested;
• Where required or permitted by law, including in response to a lawful request from government authorities or to protect our rights, our customers, or the public.

We keep personal information only as long as reasonably necessary for the purposes described in this policy, or as required by law (for example, tax and warranty records).

We use reasonable administrative, technical, and physical safeguards to protect personal information against loss, theft, and unauthorized access, use, or disclosure. No method of transmission or storage is completely secure, but we work to protect your information appropriately for its sensitivity.

Some of our service providers may store or process information outside your province or outside Canada (for example, in the United States). When this happens, that information is subject to the laws of those jurisdictions, and we take reasonable steps to ensure it is protected in line with applicable Canadian privacy law.

Our website uses a small number of cookies and similar technologies for basic functionality, security, and to understand which pages are visited. You can control or block cookies through your browser settings.

Meta Pixel (Facebook and Instagram advertising). Our website uses the Meta Pixel, a measurement tool provided by Meta Platforms. We use it for two things: to measure which of our ads lead to quote requests, and to show ads on Facebook and Instagram to people who have visited our website.

• The pixel sets cookies in your browser and sends limited technical information about your activity on our site to Meta — for example the pages you view, the fact that you submitted a quote form, or that you clicked a phone, WhatsApp, or Telegram link, along with your IP address, browser and device information, and the referring page.
• We do not send Meta your name, email address, phone number, or property address. We have not enabled Meta's "Advanced Matching" feature.
• Information sent to Meta is handled under Meta's own privacy policy and may be stored and processed outside Canada, including in the United States.

How to opt out. You can block or delete cookies in your browser settings, use your browser's tracking-protection or "Do Not Track" features, or use a tracking-blocker extension — any of these will stop the pixel from working. You can also change what advertising you see and how your activity is used for ads in your Meta ad preferences at facebook.com/settings?tab=ads and in Meta's Off-Facebook Activity settings. We do not currently use a cookie consent banner, so the pixel loads on our public pages unless you block it using the controls above.

Google Analytics and Google advertising measurement. Our website uses Google Analytics (GA4) to understand how our website is used — which pages people visit, how they move through the site, and which pages lead to quote requests. This means Google is a recipient of limited technical information about your activity on our site: pages viewed, the fact that you submitted a quote form or clicked a phone, WhatsApp, or Telegram link, along with your IP address, browser and device information, and the referring page. We may also add Google Ads conversion measurement so we can see which ads lead to enquiries. We do not send Google your name, email address, phone number, or property address. Information sent to Google is handled under Google's own privacy policy and may be stored and processed outside Canada, including in the United States. The browser controls described above apply to these tools as well, and you can also install Google's opt-out browser add-on at tools.google.com/dlpage/gaoptout.

Our website may link to third-party services (for example, Facebook, Instagram, WhatsApp, Telegram, financing partner sites, and mapping services). Those services have their own privacy practices, and we are not responsible for them. Please review their policies before providing personal information.

Our services are not directed to children, and we do not knowingly collect personal information from minors. If you believe a child has provided us with personal information, please contact us and we will delete it.

We may update this policy from time to time. When we do, we will change the effective date at the top of the page. Material changes will be communicated by posting the updated policy on our website.

If you have questions, requests, or a privacy complaint, please contact us:

• htrsolutions.office@gmail.com
• +1 (778) 361-2515
• HTR Solutions Inc., Northern British Columbia, Canada

We will respond to your request within a reasonable time. If you are not satisfied with our response, you may also contact the Office of the Privacy Commissioner of Canada at priv.gc.ca or the Office of the Information and Privacy Commissioner for British Columbia at oipc.bc.ca.