# Privacy Policy
**Effective date:** [INSERT DATE — e.g. May 12, 2026]
**Last updated:** [INSERT DATE]
Hilltop Integrated Systems (“Hilltop”, “we”, “us”, “our”) respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy explains what information we collect, how we use it, and the choices you have, in accordance with Canada’s **Personal Information Protection and Electronic Documents Act (PIPEDA)** and applicable provincial privacy laws.
This policy applies to information collected through:
– our website at https://hilltopintegratedsystems.ca
– email, phone, or other direct correspondence with us
– consultations, site visits, and project engagements
## 1. Who we are
Hilltop Integrated Systems
1341 Johnston Road, White Rock, BC, Canada
Phone: 604-536-5545
Email: Jade@hilltopintegratedsystems.ca
## 2. What information we collect
We only collect personal information that is necessary to provide our services or respond to your inquiry. This typically includes:
– **Contact information** — name, email address, phone number, company name
– **Project details** — service of interest, project location, type of property, scope information you choose to share
– **Communications** — the content of messages you send us through forms, email, or phone
– **Technical data** — IP address, browser type, device type, pages visited, referring URL, approximate location (city / region) — collected automatically through standard web analytics
We do **not** intentionally collect:
– payment card information through this website
– government identifiers (SIN, driver’s licence numbers, etc.)
– sensitive personal information (health, religion, sexual orientation, etc.)
If a project requires us to collect additional information (for example, site access details or building layouts), we will explain why and obtain your consent before collecting it.
## 3. How we use your information
We use your personal information to:
– respond to your inquiry, quote request, or consultation booking
– prepare proposals, designs, and quotes for your project
– coordinate site visits, installations, and ongoing support
– send service updates, follow-ups, and (where you have opted in) occasional information about our services
– maintain business records as required by Canadian law
– improve our website and understand how visitors use it
– comply with legal obligations
We will not use your information for any new purpose without first obtaining your consent.
## 4. Legal basis — consent
Under PIPEDA, we rely primarily on your **consent** to collect, use, and disclose your personal information. By submitting a form on our website, emailing us, or engaging us for a project, you consent to the collection and use of your information as described in this policy.
You may **withdraw your consent** at any time, subject to legal or contractual restrictions and reasonable notice. To withdraw consent, contact us using the details in Section 11. Withdrawing consent may affect our ability to continue providing services to you.
## 5. How we share your information
We do **not sell, rent, or trade** your personal information. We may share it only in these limited situations:
– **Service providers** — we use trusted third-party tools to operate our website and business (e.g. web hosting, email delivery, contact form processing, analytics — see Section 7). These providers only receive the information they need to perform their function and are bound by confidentiality obligations.
– **Subcontractors and partners** — for projects that require specialised work (e.g. specific manufacturers, electricians), we may share limited project details with subcontractors. They are required to handle your information confidentially.
– **Legal obligations** — when required by law, regulation, court order, or to protect our legal rights.
– **Business transfers** — if Hilltop is involved in a merger, acquisition, or sale of assets, personal information may be transferred. We will notify you and continue to honour this policy.
## 6. Where your information is stored
Your information is stored on systems located in Canada and, in some cases, the **United States** (for example, where our hosting provider or analytics provider stores data). When information is transferred outside Canada, it may be subject to the laws of that jurisdiction, including lawful access by foreign authorities. We take reasonable steps to ensure providers maintain comparable protections.
## 7. Third-party tools we use
[REVIEW AND EDIT THIS LIST so it reflects what is actually installed on your site.]
– **Web hosting:** [INSERT HOSTING PROVIDER, e.g. SiteGround, Bluehost] — for serving the website
– **Contact Form 7 + WP Mail SMTP:** to process and deliver contact form submissions to our inbox
– **Google Analytics / Search Console:** to understand website traffic in aggregate — does not personally identify you
– **Google Maps:** embedded map of our location may set cookies and connect to Google services
– **[IF APPLICABLE] reCAPTCHA / hCaptcha:** to protect forms from spam, governed by Google’s or hCaptcha’s privacy policy
If you do not want these third-party services to collect information, you can use browser settings or extensions to block them. This may affect how the website works.
## 8. Cookies
Our website uses **cookies** — small text files stored on your device — for the following purposes:
– **Essential cookies** — required for basic site functionality (e.g. session, security)
– **Analytics cookies** — Google Analytics or similar, to understand how visitors use the site
– **[IF APPLICABLE] Functional cookies** — to remember preferences
You can disable cookies in your browser settings. The site will still function, but some features may be limited.
## 9. How long we keep your information
We retain your personal information only for as long as needed for the purposes described in this policy, including:
– **Inquiries that don’t lead to a project** — typically deleted within 24 months
– **Active project records and ongoing client records** — for the duration of the engagement plus 7 years for tax, accounting, and warranty purposes (as required by Canadian law)
– **Analytics data** — anonymised and aggregated; retention periods follow Google Analytics defaults (currently 14 months)
When information is no longer required, we securely delete or anonymise it.
## 10. Your rights under PIPEDA
You have the right to:
– **Access** the personal information we hold about you
– **Correct** information that is inaccurate or incomplete
– **Withdraw consent** to the collection, use, or disclosure of your information (subject to limitations)
– **File a complaint** with us, and if not resolved, with the Office of the Privacy Commissioner of Canada at https://www.priv.gc.ca
To exercise any of these rights, contact us using the details in Section 11. We will respond to access and correction requests within **30 days** as required by PIPEDA, or explain in writing why an extension is needed.
## 11. How to contact us
For privacy-related questions, requests, or complaints, please contact our **Privacy Officer**:
**Hilltop Integrated Systems**
Attention: Privacy Officer
1341 Johnston Road, White Rock, BC, Canada
Email: Jade@hilltopintegratedsystems.ca
Phone: 604-536-5545
## 12. Security
We use commercially reasonable physical, technical, and organisational safeguards to protect your personal information against loss, theft, unauthorised access, disclosure, or alteration. These include encrypted website connections (HTTPS), access controls for staff, and secure storage of business records. No method of transmission over the internet is 100% secure; we cannot guarantee absolute security but commit to using industry-standard practices.
## 13. Children
Our services are intended for businesses and adult homeowners. We do not knowingly collect personal information from children under the age of 13. If you believe we have collected such information, please contact us and we will delete it.
## 14. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will update the “Last updated” date at the top of the policy. Material changes will be highlighted on this page. Continued use of our website after changes means you accept the updated policy.