PRIVACY POLICY
EmberSmart – Wildfire Mitigation & Fire Protection Landscaping

Effective Date: 01.28.26
Last Revised: 01.28.26

INTRODUCTION

EmberSmart (“we,” “us,” “our,” or “Company”) is committed to protecting the privacy and confidentiality of personal information entrusted to us by our clients, contractors, and website visitors. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information in accordance with applicable Canadian privacy laws, including:

• The Personal Information Protection Act (PIPA) of British Columbia
• Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) where applicable
• The Freedom of Information and Protection of Privacy Act (FOIPPA) where applicable

By engaging our services, providing personal information, or using our website, you consent to the collection, use, and disclosure of your personal information as described in this Policy.

1. DEFINITIONS

“Personal Information” means information about an identifiable individual, including but not limited to name, contact details, property information, financial data, and photographic documentation.

“Client” means any individual or entity that engages EmberSmart for services or inquiries.

2. INFORMATION WE COLLECT

We collect only the personal information necessary to provide our services effectively. The types of information we may collect include:

2.1 Contact Information

• Full name
• Mailing address and property address
• Phone number(s) (mobile and landline)
• Email address
• Emergency contact information (if provided)

2.2 Property Information

• Legal property description and parcel identification numbers
• Property ownership details and authorization documentation
• Geographic location coordinates (GPS data)
• Property size, topography, and vegetation characteristics
• Assessment reports and risk evaluations
• Site plans, sketches, and maps

2.3 Service-Related Information

• Wildfire mitigation assessment results and recommendations
• Service requests, quotes, contracts, and invoices
• Work orders, schedules, and project timelines
• Before, during, and after photographs of property conditions
• Video documentation (where applicable)
• Field notes, observations, and technical data
• Maintenance records and follow-up documentation

2.4 Communication Records

• Email correspondence
• Text messages and phone call records
• Written feedback, complaints, or testimonials
• Records of consent and authorization

2.5 Financial Information

• Billing and payment information
• Credit card details (processed through secure third-party payment processors)
• Grant or insurance claim documentation (if provided)

2.6 Website and Digital Information (if applicable)

• IP address and browser type
• Website usage data and analytics
• Cookies and tracking technologies (see Section 11)

3. HOW WE COLLECT INFORMATION

Personal information may be collected through:

• Service intake forms and contracts
• In-person consultations and property assessments
• Phone calls, emails, and text messages
• Website contact forms and online booking systems
• Photographs and site documentation
• Third-party referrals (with appropriate consent)
• Public records where legally accessible

We collect information directly from you whenever possible. If we collect information from third parties, we will inform you and obtain consent where required by law.

4. HOW WE USE PERSONAL INFORMATION

We use personal information only for identified purposes, including:

4.1 Service Delivery

• Conducting wildfire risk assessments and property evaluations
• Designing and implementing mitigation strategies
• Scheduling and performing vegetation management, fuel reduction, and installation services
• Preparing detailed reports, recommendations, and action plans
• Providing ongoing maintenance and follow-up services
• Documenting project progress and completion

4.2 Communication

• Responding to inquiries and service requests
• Providing quotes, proposals, and contracts
• Sending appointment reminders and project updates
• Following up on completed work and customer satisfaction
• Addressing concerns, complaints, or warranty matters

4.3 Business Operations

• Processing payments and maintaining financial records
• Managing client relationships and service history
• Improving service quality and developing new offerings
• Training staff and contractors on best practices
• Ensuring compliance with health, safety, and environmental regulations

4.4 Legal and Regulatory Compliance

• Meeting obligations under contracts, insurance policies, and applicable laws
• Responding to legal requests, court orders, or government inquiries
• Defending against legal claims or disputes
• Maintaining records as required by law

4.5 Marketing and Education (with consent)

• Sharing before-and-after case studies (anonymized or with express consent)
• Creating educational materials and presentations
• Posting testimonials and reviews (with permission)
• Sending newsletters, service updates, or seasonal reminders (opt-in only)

We do not sell, rent, or trade personal information to third parties for marketing purposes.

5. DISCLOSURE OF PERSONAL INFORMATION

We limit disclosure of personal information to circumstances where it is necessary and lawful. We may disclose personal information to:

5.1 Service Providers and Contractors

• Subcontractors performing vegetation management, equipment operation, or installation work
• Debris removal and disposal services
• Equipment rental companies
• Professional consultants (e.g., arborists, engineers, insurance adjusters)

All third-party service providers are contractually required to protect personal information and use it only for authorized purposes.

5.2 Government and Regulatory Authorities

• Municipalities, regional districts, or provincial agencies requiring permitting or compliance documentation
• BC Wildfire Service or emergency management agencies (in emergency situations)
• Utility companies for locating underground services
• Tax authorities and business regulators

5.3 Legal and Emergency Situations

• When required by law, court order, subpoena, or legal process
• To protect the safety of individuals or property in emergency situations
• To investigate or prevent fraud, illegal activity, or policy violations
• In connection with the sale, merger, or transfer of business assets (with notice to affected individuals)

5.4 With Your Consent

• To insurance companies or grant agencies (when you request assistance with claims or applications)
• For use in marketing materials, case studies, or testimonials (with express written permission)
• To neighbors or third parties when necessary to coordinate access or mitigation work

We do not disclose personal information outside of Canada without your consent, except as required by law.

6. DATA SECURITY AND PROTECTION

We take the protection of personal information seriously and implement reasonable physical, technical, and administrative safeguards, including:

6.1 Physical Security

• Secure storage of paper records in locked filing cabinets
• Restricted access to offices and storage areas
• Secure disposal of documents through shredding or certified destruction

6.2 Technical Security

• Password-protected computers, devices, and cloud storage systems
• Encryption of sensitive electronic data during transmission and storage
• Regular software updates and security patches
• Firewalls and antivirus protection
• Secure, encrypted payment processing through PCI-compliant third-party providers

6.3 Administrative Security

• Employee and contractor confidentiality agreements
• Privacy and security training for all personnel
• Access to personal information limited to authorized individuals on a need-to-know basis
• Regular review and updating of security practices

However, no method of data transmission or storage is 100% secure. While we strive to protect personal information, we cannot guarantee absolute security.

7. RETENTION AND DISPOSAL

We retain personal information only as long as necessary to fulfill the purposes for which it was collected and to meet legal, regulatory, and business requirements.

7.1 Retention Periods

• Client records and contracts: 7 years from completion of services (for legal and tax purposes)
• Assessment reports and documentation: 7 years or as required by insurance/regulatory authorities
• Financial records: 7 years as required by tax law
• Communication records: 2-7 years depending on nature and purpose
• Marketing consent records: Until consent is withdrawn plus 1 year
• Photos and documentation: Retained for the duration of the business relationship and 7 years thereafter, unless consent is withdrawn

7.2 Secure Disposal

When personal information is no longer required, we destroy, delete, or anonymize it securely using methods such as:

• Shredding of paper documents
• Secure deletion or overwriting of electronic files
• Physical destruction of storage media

8. YOUR PRIVACY RIGHTS

Under British Columbia’s PIPA and applicable privacy laws, you have the following rights:

8.1 Right to Access

You may request access to your personal information in our possession. We will provide access within 30 days of receiving a written request, subject to limited exceptions permitted by law.

8.2 Right to Correction

You may request correction of inaccurate or incomplete personal information. We will correct or annotate records as appropriate and notify relevant third parties if necessary.

8.3 Right to Withdraw Consent

You may withdraw consent for certain uses of personal information at any time, subject to legal or contractual restrictions. For example:

• Unsubscribe from marketing emails
• Withdraw consent for use of photos in marketing materials
• Request cessation of contact (except for essential service-related communications)

Withdrawal of consent may limit our ability to provide certain services.

8.4 Right to Challenge Compliance

You may challenge our compliance with this Privacy Policy or applicable privacy laws by contacting our Privacy Officer.

9. HOW TO EXERCISE YOUR RIGHTS

To access, correct, or request deletion of your personal information, or to make a privacy-related inquiry or complaint, please contact:

Privacy Officer
EmberSmart
[Mailing Address]
Email: [Privacy Email Address]
Phone: [Phone Number]

When contacting us, please provide:

• Your full name and contact information
• A clear description of your request or concern
• Relevant details to help us locate your information (e.g., service dates, property address)
• Proof of identity (to protect against unauthorized access)

We will respond to your request within 30 days. If we require additional time, we will notify you in writing with an explanation.

10. ACCOUNTABILITY

EmberSmart’s owner/Privacy Officer is responsible for ensuring compliance with this Privacy Policy and applicable privacy laws. All employees and contractors are trained on privacy obligations and are required to protect personal information.

11. COOKIES AND WEBSITE TRACKING (if applicable)

If you visit our website, we may use cookies, web beacons, and similar technologies to:

• Improve website functionality and user experience
• Analyze website traffic and usage patterns
• Remember your preferences

You may disable cookies through your browser settings, though some website features may not function properly as a result.

We do not use third-party advertising cookies or sell browsing data.

12. THIRD-PARTY LINKS

Our website may contain links to third-party websites or services. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing personal information.

13. CHILDREN’S PRIVACY

Our services are not directed to individuals under the age of 19. We do not knowingly collect personal information from minors without parental or guardian consent.

14. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or business operations.

When we make changes:

• We will update the “Last Revised” date at the top of this Policy
• For material changes, we will provide notice via email or prominent website posting
• Continued use of our services after notice constitutes acceptance of the updated Policy

We encourage you to review this Policy periodically.

15. COMPLAINTS AND DISPUTE RESOLUTION

If you believe we have not complied with this Privacy Policy or applicable privacy laws, please contact our Privacy Officer first. We are committed to investigating and resolving complaints promptly and fairly.

If you are not satisfied with our response, you may file a complaint with:

Office of the Information and Privacy Commissioner for British Columbia
P.O. Box 9038, Stn. Prov. Govt.
Victoria, BC V8W 9A4
Phone: 250-387-5629
Website: www.oipc.bc.ca

16. CONTACT INFORMATION

For questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact:

EmberSmart
Privacy Officer: Alex Clynes
Email: info@embersmart.ca
Phone: (236) 655-0262
Website: embersmart.ca

CONSENT ACKNOWLEDGMENT

By signing our service agreement or providing personal information to EmberSmart, you acknowledge that you have read, understood, and agree to this Privacy Policy.