Privacy Policy

1. Who We Are

Reliable Heating Coil Inc. ("Reliable Heating Coil," "we," "our," or "us") is a custom heating-element manufacturer based in Toronto, Ontario, Canada. We operate the website reliableheatingcoil.com (the "Website"). For the purposes of Canadian privacy law (PIPEDA), we are the organization responsible for the personal information we collect through the Website. This Privacy Policy explains what personal information we collect, how we use it, when we share it, and the choices you have.

2. Information We Collect

Information you give us.

• Contact details: name, email address, phone number, and, where provided, company or studio name.
• Order details: kiln brand and model, supply voltage, quantity, shipping address, billing details (we do not store full payment card numbers — payment is collected by our processor), and any notes or specifications you submit.
• Communications: the content of emails, contact-form submissions, quote requests, order requests, and phone-call summaries.

Information collected automatically.

• Technical data: IP address, browser type and version, device type, operating system, referring URL, pages visited, time spent, and approximate location (derived from IP).
• Cookies and similar technologies: small files placed on your device for site functionality, analytics, and to remember preferences (see Section 6).

We do not knowingly collect personal information from children under the age of 13 (or under 16 where required by local law). If you believe a child has provided us with personal information, please contact us and we will delete it.

3. How and Why We Use Your Information

We use personal information for the following purposes:

• To respond to quote requests, contact-form submissions, and order requests, and to provide technical support.
• To accept, process, manufacture, invoice, ship, and follow up on orders, including coordinating with carriers.
• To send transactional communications such as order confirmations, shipping updates, and warranty follow-ups.
• To operate, secure, and improve the Website, including troubleshooting, fraud prevention, abuse detection, and analytics.
• To comply with applicable law and to establish, exercise, or defend legal claims.

The legal bases we rely on (where required by law) are: performance of a contract with you, our legitimate interests in operating and securing the business, your consent for optional communications, and compliance with legal obligations.

4. Service Providers We Use

We use a small number of trusted service providers to operate the Website and our business. They process personal information only as needed to provide their services to us:

• Cloudflare Inc. — website hosting, content delivery, DDoS protection, and security (United States).
• Web3Forms (Pioshield Limited) — receives and relays our website contact, quote, and order form submissions to our inbox (United Kingdom).
• Google LLC — Google Analytics for aggregated website usage statistics, and Google Workspace / Gmail for our business mailbox (United States).
• Shipping carriers — for example Canada Post, FedEx, UPS, Purolator, to deliver orders.
• Payment processor and bank — used only when collecting payment for an order.

5. International Data Transfers

We are based in Canada. Some of our service providers operate in the United States, the European Union, or other countries, which means personal information may be transferred to and stored outside the province where you live. Privacy laws in those countries may differ from those in your jurisdiction, and personal information may be subject to access by foreign courts or government authorities under lawful process. We take reasonable steps (including contractual safeguards) to require our service providers to protect personal information consistent with this Privacy Policy.

6. Cookies, Analytics, and Tracking

We use cookies and similar technologies for: (a) strictly necessary site functionality such as theme preference; (b) analytics, primarily Google Analytics, to understand which pages and products visitors look at; and (c) measuring conversions on contact and order forms. We do not use cookies for cross-site advertising or behavioural targeting. You can disable or delete cookies through your browser settings; some parts of the site may not work properly if you do. You can also opt out of Google Analytics by installing the Google Analytics Opt-Out Browser Add-on. We honour the Global Privacy Control (GPC) signal where required by law.

7. Disclosure of Personal Information

We do not sell or rent personal information, and we do not share it for cross-context behavioural advertising. We disclose personal information only:

• To the service providers listed in Section 4, strictly to provide services to us.
• To comply with law, valid legal process, or a regulator's request, or to enforce our Terms of Service or protect our rights, property, or safety, or that of our customers or others.
• In connection with a merger, financing, acquisition, sale of assets, insolvency, or similar business event, in which case personal information may be transferred to the successor subject to this Privacy Policy.
• With your consent or at your direction.

8. Retention

We retain personal information for as long as needed for the purposes described in this Policy and to comply with our legal, tax, accounting, and warranty obligations. As general guidance: contact and quote enquiries are retained for up to 24 months from your last interaction; order and invoice records are retained for at least 7 years to meet Canada Revenue Agency and provincial requirements; website analytics are retained according to the defaults of the analytics provider (typically 14 months). When personal information is no longer needed, we delete or de-identify it.

9. Security

We implement reasonable administrative, technical, and physical safeguards to protect personal information — including HTTPS in transit, access controls on our mailbox and tools, and use of vetted service providers. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

10. Breach Notification

In the event of a breach of security safeguards involving personal information that creates a real risk of significant harm, we will notify affected individuals and the Office of the Privacy Commissioner of Canada (or other applicable regulator) as required by law, and will keep a record of breaches as required by PIPEDA.

11. Your Privacy Rights

Subject to applicable law and reasonable verification of your identity, you may ask us to:

• Access the personal information we hold about you.
• Correct information that is inaccurate, incomplete, or out of date.
• Delete personal information we no longer need to keep (we may need to retain certain records to comply with legal obligations, such as tax records for completed orders).
• Withdraw consent for optional uses such as marketing emails. You can also unsubscribe from any marketing email using the link in the email.
• Lodge a complaint with us, and, if not resolved, with the Office of the Privacy Commissioner of Canada or your local data-protection authority.

For U.S. residents (including California, Colorado, Connecticut, Utah, Virginia, and other states with comprehensive privacy laws): you may have the right to know what personal information we have collected, to delete it, to correct it, and to opt out of "sale" or "sharing" of personal information. We do not sell or share personal information as those terms are defined in those laws, and we do not engage in profiling that produces legal or similarly significant effects. To exercise any of these rights, contact us using the details below. We will not discriminate against you for exercising your rights. You may designate an authorized agent to make a request on your behalf, subject to verification.

12. Anti-Spam (CASL)

When we send you commercial electronic messages, we do so in compliance with Canada's Anti-Spam Legislation (CASL). Each commercial message identifies us and includes a working unsubscribe mechanism. We will respect your unsubscribe request within ten (10) business days.

13. Third-Party Links

The Website may contain links to third-party websites (for example, kiln manufacturer pages or technical resources). We are not responsible for the privacy practices or content of those sites. We encourage you to review their privacy policies before providing any information.

14. Changes to This Policy

We may update this Privacy Policy from time to time. The updated Policy takes effect when posted on this page, and we will update the "Last Updated" date. If we make material changes, we will provide additional notice where required by law.

15. Contact Us / Privacy Officer

For any privacy question or request, or to exercise a right under this Policy, please contact our Privacy Officer: