Privacy Policy

SafiHut Facility Services ("SafiHut," "we," "us," or "our"), a division of Ongakatech Inc. (a federally incorporated Canadian corporation, Business Number 776677817), respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website (safihut.com) or use our services.

We handle personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA), which is Canada's federal privacy law governing private-sector organizations, and any applicable provincial privacy legislation.

1. Who we are

SafiHut Facility Services is a commercial and estate cleaning service operating across Hamilton, Burlington, Oakville, and surrounding areas in Ontario, Canada. We are a division of Ongakatech Inc., a federal Canadian corporation.

Business address: Hamilton, Ontario, Canada
Federal Business Number: 776677817
Contact email: [email protected]
Contact phone: (365) 888-4096

2. What personal information we collect

We collect only the personal information necessary to provide our cleaning services, respond to your inquiries, and operate our business. Specifically:

Information you provide directly

• Contact information when you submit our quote request form: name, business name (optional), email address, phone number, city, service type, approximate square footage, cleaning frequency preference, and any notes you choose to include.
• Service delivery information when you become a customer: billing address, service address, payment information (processed by third-party payment processors — we do not store full credit card numbers), service preferences, and access instructions.
• Communications: any emails, phone calls, text messages, or messages you send us.

Information collected automatically

• Website usage data collected through Cloudflare Web Analytics, which is cookie-less and does not track individual visitors. It aggregates page views, referrers, and geographic region (country-level only) without storing any identifiers about you. This is fully PIPEDA-compliant and requires no consent because no personal information is collected.
• Google Analytics 4 (if enabled): only loaded after explicit consent via our cookie banner. IP anonymization enabled. You can opt out at any time by clicking the cookie preferences link or using the Google Analytics Opt-out Browser Add-on.
• Technical information: browser type, operating system, screen resolution, and similar technical characteristics that help us optimize the site.

Information from service delivery

• Cryptographic evidence records: as part of our service, we produce hash-chained records of each cleaning visit including time, location, crew member, and photo verification of areas cleaned. This information is stored securely and used to provide the evidence-chain feature that defines our service. Photo verification is limited to service-area documentation and does not intentionally capture identifiable persons or sensitive materials.

We do not collect: social insurance numbers, banking information beyond what payment processors require, health information, or any special categories of sensitive personal information beyond what is strictly necessary to deliver our services.

3. How we use your information

We use your personal information only for these purposes:

• To respond to your quote requests and inquiries
• To provide the cleaning services you request
• To schedule service visits and communicate about them (including arrival window notifications and any service changes)
• To generate and deliver evidence-chain records of your service visits
• To send you invoices and process payments
• To send you service-related updates (never marketing without your consent)
• To improve our services based on aggregated, non-identifying analytics
• To comply with legal obligations (tax records, WSIB reporting, insurance claims)
• To resolve disputes and protect our legal rights

We do not use your information for automated decision-making, profiling for advertising, or any purpose beyond what is stated here without your express consent.

4. Legal basis for processing (PIPEDA)

Under PIPEDA, we collect and use personal information based on:

• Express consent: when you submit our contact form or sign a service agreement, you provide express consent for us to use your information for the stated purposes.
• Implied consent: for service delivery activities that are reasonably necessary to fulfill the service you have requested.
• Legal obligation: for tax records, workers' compensation reporting, insurance claim processing, and other legally required activities.

You may withdraw your consent at any time by contacting us at [email protected], subject to legal and contractual restrictions and reasonable notice.

5. When and how we share information

We do not sell, rent, or trade your personal information to third parties. We share information only in these limited circumstances:

• Service providers who help us operate our business (see Section 6 below). These providers are bound by contract to protect your information and use it only for the purposes we specify.
• Legal obligations: when required by law, court order, or valid legal request, or to protect our rights, property, or safety, or that of our customers or the public.
• Business transfers: if Ongakatech Inc. is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change in ownership or use of your information.
• With your consent: any other sharing will occur only with your express consent.

6. Service providers we use

We use the following third-party service providers to operate our business. Each is bound by data protection obligations:

• Cloudflare (website hosting, DNS, email routing, analytics) — Cloudflare is GDPR, PIPEDA, and CCPA compliant. Cloudflare Web Analytics is cookie-less and does not track individuals. Some technical data (IP addresses for DDoS protection) is processed at Cloudflare's global edge network including Canadian data centres.
• Resend (transactional email delivery for quote requests and receipts) — Resend's privacy policy. Data processed in United States.
• Google Analytics 4 (optional, opt-in only) — with IP anonymization. Data may be processed in the United States. Google's privacy policy.
• Google Fonts (typography) — loaded via CDN; may transmit IP address to Google.
• Zensurance (commercial general liability insurance provider) — for insurance claim purposes only.
• Payment processors (to be specified upon service agreement) — process your payment information directly. We do not store full credit card numbers.

We regularly review our service providers to ensure they maintain appropriate data protection standards.

7. Cookies and tracking technology

Our website uses a limited number of cookies and similar technologies:

• Essential cookies: required for basic website function (e.g., form submission).
• Analytics cookies: Google Analytics 4 with IP anonymization enabled. These help us understand how visitors use our website.

We do not use advertising cookies, cross-site tracking, or third-party marketing pixels.

You can disable cookies in your browser settings, though this may affect some website functionality. You can opt out of Google Analytics via the Google Analytics Opt-out Browser Add-on.

8. How long we keep information

We retain personal information only as long as necessary for the purposes described in this policy:

• Inquiry information (quote requests that did not become customers): retained for 12 months, then deleted.
• Customer records: retained for the duration of the service relationship plus 7 years for tax and legal compliance (as required by Canadian tax law).
• Service delivery records and evidence-chain data: retained for 3 years after service ends, or longer if required by an active dispute or legal matter.
• Website analytics data: retained only within Cloudflare Web Analytics according to Cloudflare's configured retention and privacy controls.
• Marketing communications data (if you consent to receive marketing): retained until you withdraw consent.

9. How we protect your information

We take the security of your personal information seriously and implement reasonable safeguards:

• Transport encryption: our website uses HTTPS/TLS encryption for all data in transit.
• Access controls: personal information is accessible only to authorized personnel who need it to perform their duties.
• Secure infrastructure: we use reputable cloud service providers with industry-standard security practices.
• Regular review: we review our security practices periodically and update them as needed.
• Data minimization: we collect only the information we actually need.

Despite these safeguards, no method of transmission or storage is 100% secure. In the event of a data breach involving personal information likely to cause significant harm, we will notify affected individuals and the Office of the Privacy Commissioner of Canada as required by PIPEDA's breach notification provisions.

10. Your rights under Canadian law

Under PIPEDA and applicable provincial law, you have the following rights regarding your personal information:

• Right of access: request confirmation of what personal information we hold about you, and a copy of that information.
• Right of correction: request that we correct any inaccurate or incomplete personal information.
• Right to withdraw consent: withdraw your consent to our processing of your information, subject to legal and contractual restrictions.
• Right to delete: request deletion of your personal information, subject to legal retention requirements.
• Right to complain: contact the Office of the Privacy Commissioner of Canada if you believe we have not adequately addressed your privacy concerns.

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.

11. Children's privacy

Our services are intended for businesses and adult residential customers. We do not knowingly collect personal information from individuals under 18 years of age. If we become aware that we have collected personal information from a minor without appropriate consent, we will delete that information promptly.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make material changes, we will update the "Last updated" date at the top of this page and, where appropriate, notify you by email or through a prominent notice on our website. Your continued use of our services after such changes constitutes acceptance of the updated policy.

13. How to contact us

For privacy-related questions, requests, or concerns:

SafiHut Facility Services
a division of Ongakatech Inc.
Hamilton, Ontario, Canada
Email: [email protected]
Phone: (365) 888-4096

Yusuf Ongaka serves as our privacy officer. All privacy inquiries are personally reviewed.