Privacy Policy

1. Who we are

CNF Janitors is the operating name of FalFam Facility Solutions Inc. ("we", "us", "our"), a commercial janitorial services company based in Southwestern Ontario, Canada. FalFam Facility Solutions Inc. is a federally incorporated Canadian corporation (Corporation No. 1608959-3). We operate the website cnfjanitors.ca.

Privacy Officer: the owner
Email: support@cnfjanitors.ca
Phone: (548) 394-3737
Mailing address: Available on request via the email above

2. What personal information we collect

When you submit a quote request (Contact form)

• Full name
• Email address
• Phone number (optional)
• Company or property name (optional)
• Property city
• Property type
• Services you're interested in (multi-select)
• Your message / project details
• Submission timestamp and IP address (collected automatically)

When you apply for a job (Careers form)

• Full name
• Email address
• Phone number (optional)
• City / town
• Position you're applying for
• Years of experience
• Availability preferences
• Your message / cover letter
• Resume or CV (PDF, Word, RTF, ODT, text or image file, max 8 MB)
• Submission timestamp and IP address (collected automatically)

When you apply to one of our job posts on Indeed

When you apply to a CNF Janitors job posted on Indeed, Indeed gives us your application: your name, contact details, location, the job you applied for, the date, and your resume. We copy these from Indeed into our own records using Indeed's export tools. We only keep people who applied to our own job posts; we do not copy profiles from Indeed's resume search. Indeed's own privacy policy covers what Indeed itself collects.

Automatically collected (every visitor)

• Server logs: IP address, browser type, referring page, pages visited, timestamps
• These are standard web server access logs, kept for security and diagnostics. They are deleted automatically after about 14 days

If you work with us (employees and subcontractors)

Our staff portal holds the information we need to employ you or work with you as a subcontractor, schedule work and pay you:

• Your name, work email, phone number, role or category, start date and portal access
• Your home address and its map location, used by the office to plan routes, work out travel distances and match people to nearby sites. Office administrators can also see a map of the cities where subcontractors live
• Payroll and pay-run records, and Extra Work claims you submit for one-off jobs
• Time-off requests, including the reason you give
• Your WHMIS training quiz results
• Your staff photo, if one is taken (resized, with location and camera data removed)
• The language you choose for the portal (English or Spanish)
• Sign-in records: the codes we email you and your session, which ends after 30 minutes of inactivity for office accounts

The office also keeps, in office-only sections of the portal: photos of the sites we clean (location data is removed when a photo is uploaded; staff may appear in one by chance), and an archive of emails sent to and from support@cnfjanitors.ca once they leave the mailbox, including attachments.

We do not store your Social Insurance Number, date of birth or bank details in the portal. Those payroll details are held by our payroll service, QuickBooks Payroll (Intuit), until the end of 2026. From January 2027 they are held in CNF Payroll, our own payroll system on our server in Canada, where they are encrypted, reachable only by the office over our private network, and every view or change is logged.

Cleaners record the start and end of each clean in CleanBeacon, our proof-of-service app, with the time, location and photos. Besides proving the work was done, we use these check-ins and check-outs to confirm that people working alone are safe, as set out in our Health and Safety Policy and our Workplace Violence and Harassment Program. CleanBeacon's own privacy notice, which you accept when you first sign in, explains what it collects and who sees it.

3. How we use your information

We use the information you provide only for the following purposes:

• To respond to your quote request (typically within 4 business hours)
• To evaluate your job application and contact you about employment opportunities
• To keep your application in our talent pool and contact you about future openings near you (see section 5)
• To follow up on service inquiries
• To improve our website and services

We do not use your information for:

• Marketing emails or newsletters (we don't send any, and you won't be added to a list)
• Advertising or remarketing (we don't run ads that target you)
• Sale to third parties (we never sell anything)
• Profiling or automated decision-making about you

4. Who we share your information with

We don't share your information with anyone, except the following service providers who help us operate the site:

• Resend (resend.com) sends the emails our website generates, including your quote request to our inbox, the notice to our recruitment inbox when you apply for a job, and sign-in codes for our staff portal. Located in the United States.
• OVH runs our web server, which stores job applications and resumes, the staff portal records, a short-term copy of quote requests, and server access logs, the office site photos and email archive, and from January 2027 our payroll system. Located in Canada.
• Intuit (QuickBooks Payroll) runs our payroll until the end of 2026, so it holds employees' payroll details, including Social Insurance Numbers, dates of birth and bank details for direct deposit.
• Our email host, a cPanel hosting provider on OVH servers, hosts our mailboxes (including support@cnfjanitors.ca), so it stores the quote requests, job application notices and other emails we receive and send. Located in Australia.
• Microsoft OneDrive stores encrypted off-site backup copies of our web server's data. It may store them outside Canada.
• Let's Encrypt: SSL certificate authority (issues the HTTPS cert, sees only domain name)

We do not use Google Analytics, Facebook Pixel, or any other third-party tracking or advertising service. The site does not set tracking cookies.

5. Where your data lives and how long we keep it

Form submissions

• Quote requests are sent via HTTPS to our own web server in Canada, which emails them to our inbox (support@cnfjanitors.ca) through Resend
• Our web server keeps a copy of each quote request for 90 days, so a request is not lost if an email fails, then deletes it
• Our email inbox retains submissions indefinitely until we delete them (typically within 1-2 years of last contact)

Job applications and resumes (Careers form and Indeed)

• Stored on our web server in Canada, where only authorized office administrators can open them after signing in. Your resume file is never publicly accessible
• We receive an email notice of each application made on our careers page, sent through Resend; the notice does not include your resume file
• Talent pool: so we can contact you when a job opens near you, we may keep your application in our talent pool: your name, contact details, city, the job you applied for, your resume, and the work history, skills, certificates, languages and availability it lists. Office administrators can search it by city and add notes
• We review each talent pool record 2 years after our last contact with you, and delete it unless you have told us you are still interested
• We do not keep your Social Insurance Number, date of birth or similar details in the talent pool, even if your resume includes them
• You can ask us at any time to remove you from the talent pool, or to see what we hold about you, by emailing support@cnfjanitors.ca

Staff portal records

• Stored on our web server in Canada and visible only to signed-in staff with the right access (office administrators see everyone's records; staff see their own)
• Kept while you work with us, and afterwards for as long as employment and tax law requires
• Emails to and from support@cnfjanitors.ca stay in the mailbox for up to 14 days (emails with photos, 1 day) and are then moved to the office email archive on our server in Canada

Server logs

• Deleted automatically after about 14 days

Backups

• Each night an encrypted copy of our web server's data is made. It is kept on the server for 7 days, and 30 nightly copies are kept off-site, on our own computer in Ontario and in Microsoft OneDrive. Something we delete can remain in a backup until that copy ages out

6. Your rights under Canadian privacy law (PIPEDA)

Under the Personal Information Protection and Electronic Documents Act (PIPEDA), you have the right to:

• Access the personal information we hold about you
• Correct any inaccurate information
• Withdraw consent for us to use your information
• Request deletion of your information ("right to be forgotten")
• Lodge a complaint with the Office of the Privacy Commissioner of Canada (priv.gc.ca)

To exercise any of these rights, email support@cnfjanitors.ca with your request. We respond within 30 days.

7. How we protect your information

• Encryption in transit: All pages and form submissions use HTTPS. The certificate is renewed automatically through Let's Encrypt.
• No public storage: Job applications and resumes are stored outside the public website and can only be opened by signed-in office administrators. The staff portal is for CNF Janitors employees only.
• Spam protection: Forms include a hidden honeypot field to catch bots, the job application form limits repeated submissions, and the quote form limits repeated submissions too.
• Access control: Only the owner and authorized office administrators can access our inboxes and the stored applications. Staff portal sign-in uses a one-time code sent by email.

No system is 100% secure. If you believe your information has been compromised, contact us immediately at support@cnfjanitors.ca.

8. Cookies

Our public web pages do not set any cookies. We don't use analytics, advertising, or any other tracking technology. The staff portal, which only employees can use, sets essential cookies to keep staff signed in.

One outside service delivers part of our pages. Our fonts and code libraries are served from our own site.

• OpenStreetMap: the map on our Service Area page loads map images from OpenStreetMap's servers (United Kingdom and worldwide), which receive your IP address and browser details.

It is not used for tracking.

For our staff. The office tools in the staff portal also use OpenStreetMap: when the office saves a staff member's or subcontractor's address, the address is sent to OpenStreetMap's Nominatim service to find where it is on the map, and driving distances are worked out with the OSRM route service. Only the address or the two map points are sent, never a name. Staff sign in to CleanBeacon, our proof-of-service app, with their work email; the portal passes that email to CleanBeacon when a staff member opens it.

9. Children's privacy

Our services are intended for adults (property managers, business owners, job seekers 18+). We do not knowingly collect information from anyone under 16. If you believe a child has submitted information through our forms, email support@cnfjanitors.ca and we will delete it.

10. International transfers

Our site is hosted in Canada. Our email is hosted in Australia. Resend, which sends our website's emails (including quote requests to our inbox), is based in the United States, as is Microsoft, whose OneDrive holds our encrypted backup copies. Information held outside Canada may be accessible to that country's courts, law enforcement and national security authorities.

If you are a resident of the EU/UK and have concerns about international data transfers, contact us before submitting a form and we can arrange an alternative (e.g., direct email).

11. Changes to this policy

We may update this policy from time to time. When we do, we'll:

• Update the "Last updated" date at the top
• For material changes, post a notice on the home page for at least 30 days
• Never apply changes retroactively in a way that reduces your rights

12. Contact us about privacy

Questions, concerns, or requests about your privacy? Reach out:

Privacy Officer, CNF Janitors
Email: support@cnfjanitors.ca
Phone: (548) 394-3737

If we're unable to resolve your concern, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada:
priv.gc.ca/en/contact-the-opc/