Effective date: OCTOBER 7th 2026

1. Who we are

Porter Pest Control Inc. (“Porter,” “we,” “us” or “our”) provides pest control, wildlife removal and related property services in Ontario. This policy applies to customer and prospective-customer personal information handled by Porter, including through its Porter Maintenance + and Porter Eco Lawn brands. These brands are operated by the same legal company.

It covers our websites, inquiries, estimates, services, communications and customer administration. Personal information means information about an identifiable individual. This customer policy does not serve as our employee privacy notice.

2. Information we collect

Depending on your inquiry or service, we collect:

Contact and account details: names, telephone numbers, email addresses, billing and service addresses, and authorized contacts.
Property and service information: requested services, pest or wildlife concerns, inspection findings, treatment and repair history, work orders, relevant technician notes, photographs, preparation instructions, warranties and follow-up requirements.
Access and safety information: entry arrangements, access instructions, and relevant occupancy, pet or safety details needed to perform the work. Please provide only information necessary for the service.
Estimate and payment records: estimates, approvals, invoices, balances, payment confirmations and transaction references. The payment method and provider determine what payment information is processed.
Communications and preferences: emails, text messages, inquiry-form submissions, notes of conversations, complaints, follow-up history and marketing choices.
Website information: IP address, browser and device information, pages visited, referral sources and interactions such as form submissions and clicks on telephone links, where collected by our website and analytics tools.

We generally collect information from you, your interactions with us, and our service work. We may also receive relevant information from a property owner, property manager, tenant, authorized representative or payment provider. If you provide another person’s information, you should have authority to do so and provide only what is needed.

3. Why we use information

We use relevant information to:

Respond to inquiries, assess service needs and prepare estimates.
Schedule, route and perform inspections, treatments, wildlife work, maintenance and other requested services.
Communicate preparation requirements, appointment details, findings, recommendations and follow-up needs.
Maintain service records, administer recurring programs and warranties, and resolve complaints.
Invoice, reconcile payments, manage outstanding accounts and maintain business records.
Review service documentation, identify missed communications or follow-ups, and monitor service quality.
Prepare internal operational reports, analyze inquiry and service trends, and help staff plan service delivery.
Show examples of our work using photographs that do not identify customers, or identifiable photographs with appropriate permission, as described below.
Understand website and advertising performance and protect our systems.
Meet legal, regulatory, insurance and recordkeeping obligations and address disputes.

Where permitted and consistent with your consent and preferences, we also use contact details and service history for seasonal reminders, customer mailings and relevant service offers, as explained below.

4. Automated tools and artificial intelligence

We use automated tools, including artificial intelligence (AI), through software integrations and APIs, and through tools used directly by authorized office staff. These tools may access relevant records in our field-service system, email and connected document services, including Google Drive. Access through a connector allows an authorized tool to retrieve selected information for processing; the information remains subject to this policy.

These tools may review relevant customer profiles, service records, communications, estimates, invoices and payment notifications to:

Organize records and classify service history, including categories such as one-time, recurring or seasonal services.
Identify unanswered inquiries, outstanding estimates, follow-ups and account items needing staff attention.
Summarize communications and service documentation for internal review, draft responses for staff use, and prepare operational reports.
Review patterns in inquiries, service history and documentation to help staff coordinate work and identify service improvements.
Match payment confirmations to invoices and, when configured matching requirements are met, record payments and related account notes automatically.
Identify customers for relevant reminders or marketing communications where that use is permitted and consistent with their choices.

These processes may create summaries, tags or administrative updates in our records. AI can make mistakes. You may ask our office to review an automated classification, summary or account update and correct inaccurate personal information. Porter remains responsible for its customer records and actions taken through these tools.

Some tools operate within systems we control; others send relevant information to external technology providers for processing on our behalf. Processing by an external provider can occur even if the tool itself does not keep a separate customer database.

AI providers and connected services

OpenAI — ChatGPT and Codex: Porter uses ChatGPT Plus, including its Work and Codex capabilities, to assist authorized staff with the activities described above. Relevant records may be supplied in conversations, uploaded as files, or accessed through authorized connections such as Google Drive and our Fieldwork integration. We have disabled the account’s “Improve the model for everyone” setting to opt out of eligible conversation content being used for model training. This is an account-level training choice, not a zero-storage arrangement. Conversations, saved files, memories and execution data have separate retention rules. Deleted chats are generally scheduled for deletion within 30 days, subject to applicable exceptions; deleting a chat does not automatically delete saved files or memories. Processing may occur outside Canada, subject to OpenAI’s applicable terms and processing arrangements.

Anysphere / Cursor — Grok Bot: Porter uses Cursor’s Grok Bot on a Pro+ subscription with Privacy Mode enabled. Under Cursor’s published Privacy Mode commitments, customer content is not used to train Cursor’s or its model providers’ AI models. Covered routine prompts and outputs are subject to model-provider zero-data-retention arrangements, with exceptions for safety or abuse investigations and any models designated as requiring retention. We do not use our own API keys for Grok Bot model inference. These arrangements do not eliminate storage needed to operate hosted features. Grok Bot computers run in the United States; files and browser sessions persist across sessions, and hibernation does not delete them. Our Pro+ account follows Cursor’s Privacy Policy and applicable Privacy Mode commitments rather than its Teams/Enterprise Data Processing Agreement. Model processing may involve Cursor and its listed subprocessors: Cursor subprocessor list.

Connected systems: Fieldwork, Google services, email services and any other connected providers have their own terms, security controls and retention practices. Information retrieved through a connector may also be included in an AI conversation or saved output. Disconnecting a service does not necessarily delete copies already saved elsewhere. We assess source-system records and AI-service copies separately.

5. Service providers and other sharing

Our staff and authorized service providers access information as needed for their roles. Providers may include field-service and customer-management software, email and communications services, document and cloud services, website hosting, analytics and advertising services, payment processors, and automation or AI providers.

We require appropriate protections for providers handling personal information on our behalf and restrict that handling to authorized purposes through suitable arrangements. Some analytics, advertising or payment providers may also handle information under their own privacy terms; the applicable practices are identified in the relevant notice or service.

For property-management work, we provide relevant service findings, photographs and follow-up information to the owner, property manager or other authorized contact as needed for the assignment. We limit unrelated personal details. Contractors receive information needed for authorized work.

We may disclose relevant information to professional advisers, insurers, regulators or other parties where authorized or required by law, including to address claims, unpaid accounts or legal proceedings. Any proposed transfer in a sale or restructuring of the business will be handled subject to applicable privacy requirements.

Photographs used publicly

We may publish examples of completed work, pest activity or repairs on our websites, Google Business Profiles and social media. For photographs used without individual permission, we remove identifying details and avoid identifying the customer or service location through the image, caption or surrounding context. We obtain appropriate permission before using images that identify an individual or connect an identifiable customer with the service. Contact our office with concerns about a published photograph.

6. Processing outside Canada

Depending on the systems and providers used, personal information may be processed or stored outside Canada and may be accessible to courts, law enforcement or other authorities under the laws of those countries. Porter remains responsible for information processed on its behalf.

Cursor-hosted Grok Bot computers operate in the United States. OpenAI’s published privacy policy describes processing and storage in the United States and other jurisdictions where its affiliates, partners and service providers operate. Google operates servers internationally and may process information outside Canada. Other connected providers’ processing locations depend on their services and applicable arrangements. Contact our Privacy Officer for information about the providers used for your records.

7. Website analytics, cookies and advertising

Our websites use Google measurement tools, depending on the website. We use Google Analytics 4 to understand website activity, and Google Ads tags to measure advertising-related actions such as website telephone-link clicks or successful inquiry-form submissions where configured. GA4 is used for website analytics; dedicated call-to-action conversion measurement is handled separately where configured. Depending on configuration, these tools use cookies or similar technologies and process website-interaction and device information. Google handles information according to its applicable terms and privacy policy: Google Privacy Policy.

You can manage cookies through your browser and, where provided, our website’s privacy controls. Our maintenance website provides cookie preference controls. Blocking cookies may affect functionality or measurement. Google also provides an Analytics opt-out tool at Google Analytics opt-out.

8. Marketing and your choices

Where permitted, we may use contact information and service history to send seasonal reminders, postal mailings and offers relevant to services you have used or expressed interest in. Marketing may relate to the Porter brands identified in this policy, subject to applicable consent requirements.

Optional marketing is not a condition of receiving service. You can ask our office to stop promotional communications, including postal mailings. Our promotional email campaigns sent through Fieldwork include an unsubscribe option. Promotional text messages include an unsubscribe method where required. We honour withdrawals and unsubscribe requests within the applicable time limits.

We distinguish promotional communications from necessary service and account communications, such as appointment arrangements, preparation instructions, invoices and payment issues. We do not treat publication of this policy or a past purchase as unlimited consent to marketing.

9. Consent

We identify relevant purposes when collecting information and obtain consent in the form appropriate to the information and circumstances, unless an applicable legal exception allows otherwise. Consent may be implied for ordinary, reasonably expected service administration involving non-sensitive information. We seek express consent where required, including for sensitive information or unexpected uses.

You may withdraw consent, subject to legal or contractual restrictions and reasonable notice. We will explain if withdrawal affects our ability to provide a requested service. Withdrawal does not necessarily require deletion of records we must retain for legitimate legal or business purposes.

10. Protection and retention

We use reasonable physical, organizational and technical safeguards appropriate to the information, including access restrictions and account-security measures. All employees are subject to confidentiality and non-disclosure obligations through their employment agreements. Employees are informed of their responsibilities to protect customer information and to use or disclose it only for authorized work purposes. Access to customer information is limited according to job responsibilities and business needs. No system is completely secure. If a privacy incident occurs, we assess it and make required notifications and reports.

We retain information only as long as needed for the identified purposes. Our standard retention period for completed-service records, pesticide-treatment documentation, estimates associated with completed work, invoices and payment-supporting records is normally seven years after the end of the fiscal year in which the service or transaction occurred. This supports service documentation, accounting and related recordkeeping needs.

Records are kept longer where needed for an active service relationship, continuing warranty, legal claim, audit, regulatory direction or other applicable legal requirement. Tax records subject to special rules, including late filings, may require longer retention.

This period is not a blanket minimum for every item we collect. Unrelated correspondence, unsuccessful inquiries, temporary access instructions and diagnostic or automation logs are reviewed against their purpose and may be removed sooner. Relevant archived emails follow the retention period for the business record they support. Backups and information held by service providers are also considered in our retention practices. Information no longer needed is securely deleted, destroyed or anonymized, subject to applicable requirements and backup-management processes.

11. Access, corrections and complaints

You may request access to your personal information, an explanation of its use and disclosure, correction of inaccuracies, or review of an AI-assisted record or action. Contact our Privacy Officer below. We may verify your identity and authority before releasing records.

We generally respond to access requests within 30 days. If a lawful extension or restriction applies, we explain it and any available recourse. Access may be limited to protect another person’s information or for another lawful reason.

Please contact us with privacy concerns. You may also contact the Office of the Privacy Commissioner of Canada at Office of the Privacy Commissioner of Canada or 1-800-282-1376.

12. Contact and changes

Privacy Officer: Owner, Porter Pest Control Inc.

Telephone: 613-985-7378

Email: info@porterpestcontrol.ca

Mailing address: PO BOX 144 , ODESSA ONTARIO, K0H2H0

We update this policy when our practices change and show the effective date above. Where a change requires notice or new consent, we provide that notice and obtain the required consent before implementing it. Posting an update does not itself establish consent to a new use.