Privacy Policy
Last updated: Oct 21, 2026
When you ask us for help, you should know what happens to the information you share. This policy explains what Hot Tanks Inc. collects, why we use it, and how you can ask questions or make a privacy request.
The essentials
- We use the details you share to respond to your enquiry and arrange the help you request.
- We do not sell or rent client contact lists.
- You can ask about your information or change your contact preferences at warmwelcome@hottanks.ca.
Jump to: Information we collect · Facebook forms · Sharing · Cookies · Your choices · Contact us
1. What this policy covers
This policy explains how Hot Tanks Inc. handles personal information when you visit hottanks.ca, ask for a quote, request a Hot Water Visit, use our booking tools, contact us, respond to an advertisement, or apply to work with us.
We are based in Nanaimo, British Columbia. We handle personal information in accordance with British Columbia’s Personal Information Protection Act and other privacy requirements that apply to our activities.
2. Information we collect
We collect information that is reasonably needed for your request or our relationship with you. Depending on how you contact us, this may include:
- Contact details: your name, phone number, email address, service address, and preferred way to hear from us.
- Your request: the questions, answers, photos, or other details you choose to provide about your home and hot water needs.
- Service records: appointment details, quotes, approvals, invoices, payment status, work notes, relevant installation photos, equipment details, and warranty information.
- Communications: emails, texts, messages, voicemail, and call details or transcripts where an automated reception tool is used.
- Website and advertising activity: technical information such as IP address, browser or device details, pages visited, referral source, and interactions with our ads or forms.
- Job applications: contact details, your résumé, qualifications, and other information you choose to provide when applying.
You do not need to send unrelated sensitive information to ask for help. Please do not send passwords, government identification numbers, or payment card numbers through ordinary enquiry forms or email.
3. Why we use your information
We use personal information to:
- Answer questions, discuss options, prepare quotes, and follow up on your request.
- Arrange visits, provide services, and keep you informed about the work you have requested.
- Maintain service, payment, installation, and warranty records.
- Register eligible manufacturer warranties and help with related support.
- Understand which enquiries and advertising campaigns lead to useful conversations and services.
- Manage job applications and communicate with applicants.
- Protect our website and records, address complaints, and meet legal or accounting requirements.
- Send promotional information where we have the consent or other permission required by law.
We do not require you to agree to uses of your information beyond what is reasonably needed to provide the service you request.
We seek separate permission before using identifiable client photos, testimonials, or service stories in our own marketing.
4. Facebook and Instagram enquiry forms
When you submit a Hot Tanks Instant Form on Facebook or Instagram, we receive the details you choose to share, such as your name, phone number, email address, and any answers included in that form. We may also receive information identifying the ad or form you responded to.
We use those details to contact you about your enquiry, discuss your replacement options, and arrange the next step. Submitting a form is a request to be contacted; it does not confirm a booked appointment or commit you to buying a service.
Meta also handles information through its platforms under the Meta Privacy Policy. This Hot Tanks policy explains how we handle the information we receive.
5. Follow-up messages and your choices
When you ask us for a quote or service, we may respond by phone, email, or text, as appropriate to your request and preferences. This may include appointment confirmations, requested quote information, and updates about your service.
Submitting an enquiry does not automatically sign you up for a promotional newsletter. We send promotional emails or texts only when we have the consent or other permission required by Canada’s anti-spam rules.
You can stop promotional messages using the unsubscribe instructions provided, replying STOP to promotional texts where supported, or contacting us at warmwelcome@hottanks.ca. You can also tell us your preferred contact method. Necessary messages about a service you have requested may still be sent.
6. Who may receive your information
We do not sell or rent client contact lists. We share personal information only for the purposes described in this policy, with your permission, or as required or permitted by law.
People and providers who help us carry out those purposes may include:
- Authorized TEAM members and service partners who need relevant details to respond to your request or complete the work.
- Business tools such as Jobber for requests, quotes, scheduling, and service records; Microsoft 365 for email and records; HighLevel for client communications and follow-up; and telephone or automated reception providers for calls and messages.
- Website hosting, technical support, and payment providers that help operate our services.
- Equipment manufacturers or warranty providers when information is needed for registration, claims, or support.
- Professional advisers, regulators, or authorities when disclosure is reasonably needed and permitted or required by law.
We limit the information shared to what is reasonably needed. Hot Tanks remains responsible for personal information under our control when a provider processes it on our behalf.
Some providers may store or process information outside British Columbia or Canada, including in the United States. Information handled there may be subject to that location’s laws and lawful access by authorities.
When you use Jobber’s client or booking tools, Jobber’s Privacy Policy also explains its processing. Other external services have their own privacy policies.
7. Website information, cookies, and embedded tools
Our website and hosting services may collect technical information, including IP addresses, device and browser details, page requests, dates, referral sources, and error or security logs. This helps operate the website, troubleshoot problems, protect it, and understand usage.
Cookies and similar technologies can support website features and remember preferences. Embedded maps, videos, reviews, or booking tools may also receive technical information and use cookies when they load or when you interact with them. Their providers handle that information under their own policies.
Our advertising platforms provide information about ad activity and campaign performance. You can manage advertising preferences in your Facebook or Instagram account. You can also control or clear cookies through your browser. Blocking cookies or third-party content may affect some features.
This policy does not replace a consent choice where one is required. We seek any additional permission required before using personal information for a new purpose or introducing tracking that requires consent.
8. Calls and automated reception
Some calls may be answered by an automated or AI-assisted receptionist. These tools can process the details you provide, voicemail, call information, and transcripts to answer enquiries, pass messages to our TEAM, or help arrange service.
If a call is recorded, we provide notice and obtain consent where required. Please tell us if you would prefer to continue by email or speak with a TEAM member.
9. How we protect information
We use reasonable administrative, technical, and physical safeguards appropriate to the information we handle. Access is limited to people and service providers who need it for their work, and we expect personal information to be handled confidentially.
No website, email system, or online service can guarantee complete security. If you are concerned about sending something sensitive, contact us first so we can discuss a suitable way to share it.
10. How long we keep information
We keep personal information for as long as reasonably needed for the purpose it was collected, including enquiries, services, warranties, accounting, legal obligations, and resolving disputes.
Where we use personal information to make a decision that directly affects you, British Columbia’s privacy law generally requires us to retain that information for at least one year so you have a reasonable opportunity to access it.
When information is no longer needed for its original purpose or a legal or business reason, we securely destroy it or remove details that identify you. Some records must be retained even if you ask us to delete them.
11. Access, corrections, and privacy requests
You may contact us to:
- Ask what personal information we hold about you, how it is used, and to whom it has been disclosed.
- Request access to your personal information or correction of an error or omission.
- Withdraw consent to a use or disclosure, subject to reasonable notice and applicable legal limits.
- Ask whether information can be deleted, or raise a concern about how it has been handled.
We may need to confirm your identity before releasing or changing information. We will explain any limits, the effect of withdrawing consent on a requested service, and any lawful reason we must retain information. We respond within the time limits required by applicable law.
Our service enquiry forms are intended for adults seeking home services. We do not knowingly seek personal information from children. Please contact us if you believe a child has shared information with us.
12. Questions or concerns? Contact us
You do not need legal or technical language to ask a privacy question. Tell us what you would like to understand or have reviewed.
Privacy contact: Strategic Projects Integrator
Hot Tanks Inc.
Email: warmwelcome@hottanks.ca
Phone: 778.716.6040
Mail: 101 – 91 Chapel St, Nanaimo, BC V9R 0J3, Canada
Please mark written requests “Privacy Request” so we can direct them appropriately. We will review your concern and explain our response. You may also contact the Office of the Information and Privacy Commissioner for British Columbia about your privacy rights or a complaint.
13. Updates to this policy
We may update this policy when our services, tools, or privacy practices change. The date at the top shows the latest update. If a change requires a new notice or consent, we will provide that notice or seek that consent as required.
