JC Property Services – Privacy & Security Statement

Effective Date: January 1, 2026

1. Scope & Who We Are

JC Property Services (“we”, “us”, “our”) provides residential and commercial property maintenance services, including landscaping, lawn care, snow plowing, snow and ice management, and related services. We respect your privacy and are committed to protecting the personal information collected through our interactions with you.

This Privacy & Security Statement applies to personal information collected through our website, customer relationship management (CRM) systems, mobile applications, phone calls, text messages, emails, in-person interactions, and field/job-site activities.

We collect, use, and disclose personal information in accordance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA), applicable provincial privacy legislation, and Canada’s Anti-Spam Legislation (CASL).

By requesting a quote, entering into a contract, booking a service, or using our website, you consent to the collection, use, and disclosure of your personal information as described in this policy.

2. Personal Information We Collect

We collect personal information necessary to quote, schedule, execute, invoice, verify, and defend the work performed on your property.

We do not knowingly collect personal information from individuals under the age of 18.

3. Purposes of Collection & Use

We use personal information strictly for reasonable business purposes, including to:

• Deliver Services: Prepare estimates, finalize seasonal agreements, schedule crews, access properties safely, and perform lawn, landscaping, or snow/ice management work.

• Service Notifications: Send essential operational alerts, such as storm event updates, severe weather delays, service scheduling, and post-service completions.

• Risk Management & Liability Defence: Maintain accurate operational records, job-site notes, photos, and GPS logs required for quality control, warranty claims, insurance audits, and defending against property damage or slip-and-fall claims.

• Account Administration: Process payments, manage billing accounts, collect outstanding balances, and communicate regarding account status.

• Customer Support: Respond to inquiries, service requests, warranty questions, or complaints.

• Legal & Regulatory Compliance: Fulfill tax, accounting, audit, and legal requirements.

We will not use your personal information for any new or unrelated purpose without notifying you and obtaining your explicit consent, unless required or permitted by law.

4. Consent & Marketing Communications

• Types of Consent: Consent may be express (written/verbal agreement) or implied (such as providing an address to request a quote).

• Withdrawing Consent: You may withdraw your consent to the collection, use, or disclosure of your information at any time, subject to legal or contractual limitations. Withdrawing consent may limit our ability to deliver services.

• Transactional vs. Marketing Messages (CASL Compliance):

• Service Messages: Operational texts/emails regarding scheduled services, weather alerts, site visit notifications, and invoices are non-commercial and necessary for contract execution.

• Commercial Messages: We send promotional offers, seasonal service reminders, or newsletters via email/text only with your express or implied consent under CASL (e.g., active customer relationship). Every promotional message includes an automated opt-out ("Unsubscribe") link.

5. Information Sharing & Third-Party Disclosure

We do not sell, rent, lease, or trade personal information. We disclose personal information only to third parties when necessary for business operations, legal compliance, or service delivery:

• Service Providers: CRM and scheduling software providers, credit card processors, cloud hosting platforms, IT support, accounting platforms, and automated text/email platforms.

• Subcontractors: Third-party crews acting on our behalf, restricted strictly to necessary property access and job execution details.

• Legal, Insurance, & Professional Advisors: Insurance carriers, claims adjusters, legal counsel, and auditors in the event of an insurance claim, property damage report, personal injury incident, or legal dispute.

• Business Transfers: Successors or buyers in the event of a corporate reorganization, merger, or sale of business assets, bound by confidentiality obligations.

• Legal Requirements: Law enforcement or regulatory authorities when compelled by court orders, search warrants, or applicable law to protect safety, rights, or property.

Cross-Border Data Storage

While our primary operational management is located in Canada, some of our third-party service providers (such as cloud CRM, hosting, or billing providers) may process or store data on servers located outside of Canada (including the United States). Personal information stored outside Canada may be subject to the laws and foreign court jurisdictions of those territories.

6. Safeguards & Data Security

We implement administrative, technical, and physical security measures appropriate to the sensitivity of the information:

• Technical: SSL/HTTPS encryption on our website, encrypted database storage, strict password standards, and multi-factor authentication (MFA) for corporate user logins.

• Access Limitations: Role-based access controls ensuring field crews only receive the minimum necessary site data (e.g., address, access code, special job instructions).

• Physical & Organizational Security: Secure storage for paper files, device encryption on mobile units, remote-wipe capabilities for field devices, and mandatory privacy training for personnel.

• Security Credentials: Access codes, gate passwords, and lockbox combinations are stored securely in our CRM and accessible only to authorized staff assigned to your site.

While we employ industry-standard safeguards, no digital system or internet transmission is 100% secure. In the event of a security breach involving personal information that poses a real risk of significant harm, we will notify affected individuals and the Office of the Privacy Commissioner of Canada as required by law.

7. Data Retention

We retain personal information only for as long as necessary to fulfill the purposes for which it was collected:

• Active Service Data: Retained for the duration of the customer relationship.

• Job Records & Verification Data: Photo logs, service timestamps, GPS tracking, work orders, and incident reports are retained for 7 years following service execution to satisfy statutory tax obligations, limitation periods for legal/insurance claims, and risk management requirements.

• Secure Destruction: Information no longer required is securely deleted, overwritten, or shredded.

8. Website Cookies & Tracking

Our website uses standard cookies and analytics tools (e.g., Google Analytics) to optimize user experience, analyze site performance, and monitor web traffic. You may disable cookies through your browser settings, though doing so may limit functional features of our website.

9. Your Rights & Contact Information

Under PIPEDA, you have the right to request access to the personal information we hold about you, request corrections to inaccurate or incomplete data, or inquire about our privacy practices.

To exercise these rights or file a privacy inquiry, please contact:

JC Property Services

Attention: Business Owner

Email: JCpropertyservicesOn@gmail.com

We will respond to written access/correction requests within 30 days. Proof of identity may be requested prior to releasing personal records.

10. Updates to This Policy

We reserve the right to update or modify this Privacy & Security Statement at any time. Any changes will be posted directly to this page with an updated "Effective Date." Continued use of our services or website following any policy updates constitutes acceptance of the revised terms.