Privacy Policy

Effective: 1 September 2026 Last reviewed: 1 September 2026

Northline Property Care is a lawn care and snow removal business serving Oshawa and Durham Region. To cut your grass or clear your driveway we need to know where you live, how to reach you, and often how to get into your yard. This page explains what we collect, why, who sees it, how long we keep it, and how to get it back or have it deleted.

We are a small business, so there is one person responsible for all of this:

We do not sell, rent, or trade your personal information. Not to anyone, not ever. That is not a marketing line; it is the shortest way to say what we don't do.

What we collect

To give you a quote: your name, service address, phone number, email address, and whatever you tell us about the property.

To provide service: everything above, plus the details that make the work possible: where to park, which gate to use, gate, lockbox or alarm codes if you give them to us, where a key is kept, whether there is a dog and its name, where the septic lid or the sprinkler heads are, and any instruction you'd rather we didn't forget.

To bill you: your billing address, and a payment token issued by our payment processor. We never see or store your full card number: it goes straight into the processor's secure form and we keep a token, the card type, the last four digits and the expiry date, nothing more. A credit card is the only payment method we accept, so we never ask for or hold a bank account number: there is no institution, transit or account number, and no VOID cheque, anywhere in our records. The token and the last four digits stay in the billing record, they are never carried into the field or onto a route sheet, and they are kept and destroyed on the schedule below.

As we work: the date and time of each visit, what was done, notes about the property's condition, and photographs of the work: typically a before and after of a lawn, a driveway or a cleared walkway.

If you contact us: your emails, texts, voicemails and the notes we take about the conversation.

If you use our website: standard analytics (pages visited, approximate region, device type) through Google Analytics, and whatever you type into a contact or quote form.

We do not ask for your date of birth, your Social Insurance Number, your income, your employer, or anything about the people who live with you. If you ever see a Northline form asking for those, it is a mistake: tell us.

Why we collect it

• To quote, schedule, route and perform your service.
• To get onto and around your property without calling you every visit.
• To bill you and process payments on the schedule in your agreement.
• To answer your questions and fix problems.
• To keep a record of what we did and when: which protects you as much as us if there is ever a dispute about a missed visit or a damaged sprinkler head.
• To meet our legal obligations for tax, insurance and employment records.
• To send you service messages (storm notices, schedule changes, renewal reminders).
• With your separate permission only: to send marketing emails, and to use photographs of your property in our advertising.

Consent

By signing a membership or service agreement, you consent to us collecting and using the information above for the purposes listed above. When you give us a gate code, you are consenting to us storing it and giving it to the person who serves your property.

Two things are separate, optional, and opt-in: you tick them or you don't, and the service is identical either way:

1. Marketing emails. Every one has an unsubscribe link that works immediately.

2. Marketing use of photographs of your property.

You can withdraw any consent at any time by emailing us, subject to legal and contractual limits: we cannot, for example, delete the invoice records the Canada Revenue Agency requires us to keep. If withdrawing consent means we can no longer deliver the service (for instance, if you withdraw the gate code we need to reach your back lawn), we will tell you plainly what the effect will be before acting on it.

Who we share it with

We share what is necessary with the following, and with nobody else:

Some of these providers store or process information outside Canada, including in the United States. That means their governments may, in limited circumstances, obtain access under their own laws. We use established providers with published security practices, and we hold as little as possible.

How long we keep it

• Gate codes, lockbox codes, alarm codes and key locations: deleted within 7 days of your membership ending. Physical keys and fobs are returned to you within 14 days.
• Contact details: 2 years after your last service, so we can answer a question or welcome you back. Service records (visit dates, times and what was done): 7 years, because a claim about a property can be made long after the visit.
• Job photographs: 2 years (7 years for a property where a slip-and-fall or damage claim has been raised, because we may need them).
• Invoices, payment records and tax records: 6 years after the end of the tax year they relate to: this is a Canada Revenue Agency requirement and it overrides a deletion request.
• Marketing consent records: 3 years after you unsubscribe, as anti-spam law requires us to be able to prove consent.

How we protect it

Every device is encrypted and locks itself. Every account uses a unique password from a password manager and two-factor authentication. Payment credentials are held by our processor, not by us. Access to customer records is limited to the people who need it to do the work, and removed the day they stop working here. Paper route sheets containing access codes are shredded, not binned.

No safeguard is perfect. If a breach happens that creates a real risk of significant harm to you, we will tell you and we will tell the Privacy Commissioner of Canada, and we will tell you what to do about it.

Seeing what we hold, and correcting it

Email privacy@northlinepropertycare.ca and ask. We will confirm who you are, and answer within 30 days, in writing, at no charge for a first reasonable request. We will tell you what we hold, what we use it for, and who we have disclosed it to.

If something is wrong, tell us and we will correct it. If we disagree that it is wrong, we will record your disagreement alongside it and pass that on to anyone we have shared it with.

Complaints

Tell Andrew first: privacy@northlinepropertycare.ca. You will get a written answer within 30 days. We will tell you what we found and what we changed.

If you are not satisfied, you can complain to the Office of the Privacy Commissioner of Canada: 1-800-282-1376, priv.gc.ca. You do not need our permission and it will not affect your service in any way.

Changes to this policy

If we change how we handle your information, we change this page and update the "Last reviewed" date. Material changes are emailed to active members.