Privacy Policy

Effective date: May 23, 2025 · Governed by PIPEDA and the laws of Ontario, Canada

Exterior Pro Materials (“we”, “us”, or “our”) operates promaterials.ca, a product catalogue and quote request platform for exterior building materials. This Privacy Policy explains what personal information we collect, why we collect it, and how we handle it. We are committed to compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Ontario privacy law.

1. Who We Are

Exterior Pro Materials is a wholesale distributor of exterior building materials based in Newmarket, Ontario, Canada. We are an authorized distributor for Mitten, Kaycan, Novik, GenStone, Foundry, CertainTeed, and MAC Metal Architectural products, serving contractors and builders across Ontario and Canada.

Our website is a catalogue and quote request tool. We do not process payment transactions online. No credit card or banking information is collected on this website at any point.

Exterior Pro Materials

Unit 5, 1235 Journey's End Circle, Newmarket, ON, Canada

Email: info@promaterials.ca

Phone: (905) 836-7272

2. Information We Collect

We only collect information you provide to us directly through the following interactions:

a) Quote Requests (RFQ form)

When you submit a quote request, we collect: full name, email address, phone number (optional), company name (optional), project type, project location (city, street address, postal code), a list of products and quantities requested, colour and profile notes, and any file attachments you choose to upload (such as floor plans or photos).

b) Contact Form

When you use the contact form, we collect your full name, email address, and the content of your message.

c) Customer Account Registration

If you create an account, we collect your email address, full name, and password (stored as a one-way cryptographic hash - we cannot read your password in plain text). Optionally, you may also provide your phone number, company name, and delivery addresses (street, city, province, postal code, country). Your account also stores your product wishlist, saved quotes, and loyalty point history.

d) Technical / Server Logs

Our hosting infrastructure (Vercel) automatically records standard web server logs, including IP address, browser type and version, pages visited, and referring URL. This data is used solely for security monitoring and infrastructure management. We do not use third-party analytics (e.g. Google Analytics) on this website.

3. How We Use Your Information

We use the information we collect only for the purposes for which it was provided:

To respond to quote requests and prepare material quotations
To respond to contact form submissions and general enquiries
To create and maintain your customer account
To manage your product wishlist and saved quotes
To administer the loyalty rewards program (awarding points for account signup, quote submissions, and referrals)
To send transactional emails such as quote confirmations, enquiry acknowledgements, and account-related notifications
To send marketing emails about new products and promotions, only if you have opted in at account registration or subsequently via account settings
To comply with applicable legal obligations

We do not use your information for automated decision-making or profiling that produces legal or similarly significant effects.

5. Cookies and Session Data

We use a single, strictly-necessary session cookie to maintain your login state when you are signed in to a customer account. This cookie is set by Auth.js and contains a cryptographic session token - it does not contain your personal information.

We do not use advertising cookies, tracking cookies, or third-party analytics cookies. We do not use Google Analytics, Facebook Pixel, or any similar tracking tool.

If you do not create an account or log in, no cookies are set on your device by our site.

6. Data Retention

Quote requests and enquiries - retained for as long as necessary for business and legal purposes, typically seven years in accordance with standard business record-keeping obligations under Canadian law.
Contact form messages - retained until the enquiry is resolved, then deleted unless a business relationship develops.
Customer accounts - retained for as long as your account is active. You may request deletion of your account at any time by emailing info@promaterials.ca.
Server logs - retained by Vercel in accordance with their standard infrastructure log retention policies.

7. Security

We take reasonable technical and organizational measures to protect your personal information from unauthorized access, loss, or disclosure. These include:

HTTPS encryption on all pages
Passwords stored as cryptographic hashes (bcrypt) - we cannot recover your password in plain text
Role-based access controls for admin staff
Encrypted session tokens for account authentication

No method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

8. Marketing Emails

We send marketing emails (product announcements, promotions, seasonal offers) only to customers who have explicitly opted in at the time of account registration or through their account settings. Each marketing email includes an unsubscribe link. You can also withdraw consent at any time by emailing info@promaterials.ca.

Transactional emails (quote confirmations, account creation, password reset) are sent regardless of marketing preferences as they relate to your specific request or account activity.

Our email practices are intended to comply with Canada's Anti-Spam Legislation (CASL).

9. Your Rights Under PIPEDA

Under PIPEDA, you have the right to:

Access - request a copy of the personal information we hold about you
Correction - request that we correct inaccurate or incomplete information
Withdrawal of consent - withdraw your consent to our use of your information, subject to legal or contractual obligations
Complaint - file a complaint with the Office of the Privacy Commissioner of Canada if you believe we have violated PIPEDA

To exercise any of these rights, contact us at info@promaterials.ca. We will respond within 30 days.

10. Children's Privacy

Our website is intended for use by building and construction professionals and is not directed at individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected information from a minor, please contact us and we will delete it promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the effective date at the top of this page. Material changes will be communicated to registered customers by email. Continued use of the website after changes are posted constitutes acceptance of the updated policy.

12. Contact Us

For any privacy-related questions or requests, please contact us:

Exterior Pro Materials - Privacy Inquiries