Privacy Policy

This policy explains how ThermoNext Energy & Consulting collects, uses, discloses and protects personal information through this website and in the course of providing consulting services. We handle personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA), Canada's federal private-sector privacy law.

We have tried to keep this document plain enough to read in one sitting. If anything here is unclear, or you want to know how information about you specifically is handled, contact us using the details in section 11.

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1. Who we are

ThermoNext Energy & Consulting is a building-performance consulting firm serving condominium corporations, condo boards, property managers and building owners in Toronto and the Greater Toronto Area. Our office is located at:

1235 The Queensway E, Unit 14A
Mississauga, Ontario  L4Y 0G4

For the purposes of PIPEDA, ThermoNext Energy & Consulting is the organization responsible for the personal information described in this policy, and we have designated a person within the firm who is accountable for compliance with it.

2. Information we collect

We collect only the information we need to respond to you and to do our work. In practice, that falls into three categories.

Enquiry and contact information. When you submit the contact form on this site or write to us directly, we receive what you choose to provide: typically your name, organization, email address, phone number, the address and general characteristics of your building (such as building type, number of units, year of construction and BAS system) and the content of your message.

Email correspondence. If you correspond with us by email, we retain that correspondence as part of the record of the enquiry or engagement it relates to.

Technical logs. Like almost every website, this site generates standard server logs through our hosting provider. These logs may include your IP address, browser type and the pages you visited. We use them for security and to keep the site operating correctly.

This site does not run advertising trackers, and we do not use analytics services that build advertising profiles of visitors.

3. How we use personal information

We use the information described above for a small number of identified purposes:

• responding to your enquiry and following up on it;
• delivering the consulting services you or your organization have engaged us to provide;
• administering engagements — scheduling, invoicing, reporting and record-keeping;
• maintaining and improving this website, including diagnosing technical problems.

We do not sell personal information, and we do not use it for purposes unrelated to the reason it was provided without asking you first. If we ever needed your information for a new purpose, we would identify that purpose and obtain your consent before using it.

4. Building and system data

Much of the data we work with during an engagement — BAS trend logs, equipment schedules, alarm histories, utility consumption records, metering data and site observations — describes a building and its mechanical systems rather than an individual person. It is nonetheless treated carefully.

Engagement data is collected and handled under the service agreement with the condominium corporation or building owner, is treated as confidential and is used only for the purposes of that engagement: analysis, monitoring, reporting and the recommendations that follow from them. We do not publish, resell or repurpose a client building's operating data, and where examples appear in our marketing materials they are illustrative formats, not client records.

Where building data could relate to identifiable individuals — for example, suite-level water testing arranged through the property manager — we work through the corporation and its manager, and limit what we receive to what the analysis actually requires.

5. Disclosure of personal information

We disclose personal information only in limited circumstances:

• Service providers. We use a small number of third parties to operate the business — for example, the processor that handles submissions from our website contact form, our email and document hosting providers, and our accounting support. These providers receive only what they need to perform their function, and we expect them to protect it.
• Within an engagement. Reports and findings are provided to the client — normally the condominium corporation, its board and its property manager — as set out in the service agreement.
• Legal requirements. We may disclose information where required by law, such as in response to a court order or other lawful demand.

We do not sell, rent or trade personal information to anyone, for any purpose. Some of our service providers may store data outside Canada; where that is the case, the information is subject to the laws of the jurisdiction in which it is held.

6. Retention

We keep personal information only as long as it is needed for the purpose it was collected, and for as long as applicable law or our professional record-keeping obligations require. Enquiry records that do not lead to an engagement are periodically deleted. Engagement records are retained for the period set out in the service agreement or, where none is specified, for the period reasonably required to support the work, respond to follow-up questions and meet legal and tax requirements. When information is no longer required, it is deleted or rendered anonymous.

7. Safeguards

We protect personal information with safeguards appropriate to its sensitivity. These include access controls on our systems, so that information is available only to the people who need it for their work; encryption in transit for data moving between your browser and this site, and between us and our service providers; and physical protection of paper records at our office.

The same discipline applies to client building systems. Where an engagement gives us access to a BAS or other building network, access is arranged on a least-privilege basis — read-only wherever possible, with credentials limited to the systems within scope and changes made only within limits approved by management, with a documented change history.

No security measure is perfect, and we do not claim ours are. If we became aware of a breach of security safeguards creating a real risk of significant harm, we would notify the affected individuals and the Office of the Privacy Commissioner of Canada as PIPEDA requires.

8. Your rights: access and correction

Under PIPEDA, you have the right to ask whether we hold personal information about you, to request access to it and to challenge its accuracy and completeness. If information we hold about you is inaccurate or incomplete, we will correct it.

To make an access or correction request, write to us at info@thermonext.com or at the office address in section 11. We may need to verify your identity before releasing information. We respond to requests within the timelines PIPEDA sets out — normally thirty days — and if we have to refuse a request in whole or in part, we will explain why and tell you what recourse you have.

If you are not satisfied with our response, you may complain to the Office of the Privacy Commissioner of Canada.

9. Third-party links

This site may contain links to websites operated by others. We are not responsible for the privacy practices or content of those sites, and this policy does not apply to them. We suggest reviewing the privacy policy of any site you visit through a link from ours.

10. Changes to this policy

We may update this policy from time to time as our practices, our service providers or the law change. The current version will always be posted on this page, with the date of the most recent revision shown at the top. Material changes will not be applied retroactively to information collected under an earlier version without consent where consent is required.

11. Contact

Questions about this policy, or about how your personal information is handled, can be directed to:

ThermoNext Energy & Consulting
Attention: Privacy
1235 The Queensway E, Unit 14A
Mississauga, Ontario  L4Y 0G4
info@thermonext.com

See also our Terms of Service. General enquiries can be made through the contact page.