Privacy Policy
What we collect when you contact us, how it is used, how long it is kept, and how to request access or deletion.
About This Policy
RainCity Property Maintenance is committed to protecting the personal information of the people we work with and work for. This policy explains what we collect, how we use it, and what rights you have over it.
By using this website or contacting us about a job, you consent to the collection and use of your information as described here. We collect only what is necessary, and we handle it with care.
Information We Collect
We collect only what we need in order to quote and carry out work. Most of it comes directly from you, through the quote form on this website or in the course of a phone call or email.
The quote form asks for the following:
- Your full name
- Your phone number
- Your email address
- The service you are enquiring about
- Your preferred date, if you provide one
- Any details you add in the additional information field
While a job is being arranged, we also hold the property address, access details, site notes and the history of work we have carried out for you. No payment card details are collected or stored through this website.
How We Use Your Information
Your information is used to respond to you and to run the job. Specifically:
- To prepare and send you a quote
- To contact you about scheduling, access and arrival times
- To carry out the work and issue an invoice
- To follow up on a completed job, including any issue raised under our workmanship guarantee
- To maintain the records that a licensed and insured business is required to keep
We do not use your information for automated decision-making or profiling, and we do not send marketing messages unless you have specifically asked us to.
Service Providers and Third Parties
Operating a website and business email account involves third-party providers. Where a provider handles your information on our behalf, it does so only for the specific purpose we engaged it for.
- Quote form delivery — submissions are routed to our inbox through Resend (resend.com), a transactional email service
- Website hosting — the provider that serves this site stores the files and logs standard server access data
- Business email — the provider carrying our email account, through which correspondence arrives
- Maps — the quote and contact sections embed a Google map of the area we serve. Loading it sends your IP address to Google and may set cookies under Google’s own privacy policy
RainCity does not sell, rent or trade personal information to anyone, for any purpose. We disclose it only to the service providers described above, to a subcontractor carrying out part of your job, or where the law requires us to.
Cookies and Analytics
This website sets no advertising or tracking cookies of its own and runs no third-party analytics package.
Cookies may still be placed by the embedded Google map described above. Browser settings can block or delete cookies; doing so may prevent the map from loading, but the rest of the site works normally.
How Long We Keep It
Personal information is kept only as long as it is needed for the purpose it was collected for, or as long as we are required to retain it.
Quote requests that do not become bookings are deleted after 12 months. Records relating to completed work — invoices, site notes and correspondence — are kept for seven years, the period ordinarily required for Canadian business and tax records.
How We Protect It
Access to customer information is limited to those who need it to quote, schedule, carry out or invoice a job. Accounts are protected by passwords, and this website is served over an encrypted connection.
No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If a breach affecting your personal information creates a real risk of significant harm, we will notify you and the appropriate authorities as Canadian privacy law requires.
Children’s Privacy
Our services are directed at property owners, strata councils and commercial property managers — adults who can enter into a service agreement. We do not knowingly collect personal information from anyone under the age of 18.
If you believe we have inadvertently received information from a minor, please contact us using the details below and we will delete it promptly.
Your Rights
Under British Columbia’s Personal Information Protection Act, and the federal Personal Information Protection and Electronic Documents Act where it applies, you have the following rights over the information we hold about you.
- To ask what personal information we hold and how it has been used
- To request a correction of anything inaccurate or incomplete
- To request deletion of information we no longer have a legal or business reason to keep
- To withdraw consent to further contact, subject to records we are required to retain
- To complain to the Office of the Information and Privacy Commissioner for British Columbia if you are not satisfied with our response
We respond to requests within 30 days, and there is no charge for a reasonable one.
Contacting Us About Privacy
Privacy questions, access requests and deletion requests can be sent to info@raincitypms.com or by phone using the number in the footer. Marking the subject line ‘Privacy Request’ gets it to the right person faster.
Changes to This Policy
We may update this policy from time to time. When we do, the revised version is published here and the date at the top of the page is updated. We encourage you to review it periodically if you are a returning customer.
Continued use of this website or our services after an update constitutes acceptance of the revised policy.
Questions about this policy?
Ask us what we hold, or tell us to delete it. You will get a straight answer from a person, not a ticket number.
Get In Touch