Welcome to Hood Filter Solutions. As Michigan’s trusted partner for professional kitchen exhaust filter exchange services since 1990, we understand that privacy is important to our commercial kitchen clients, restaurant owners, and facility managers. This privacy policy explains how we collect, use, and protect your information when you use our filter exchange services, visit our website, or interact with our business.

1. Information We Collect

To provide professional hood filter exchange and kitchen exhaust system maintenance services throughout Michigan, we collect the following types of information:

Business Information

• Business name and type (restaurant, commercial kitchen, healthcare facility, etc.)
• Primary contact name and title
• Business address and service locations
• Business phone numbers and email addresses
• Tax ID or business registration numbers (for invoicing)
• Insurance information (when required for compliance)

Service-Related Information

• Kitchen equipment specifications and filter types/sizes
• Filter exchange schedules and rotation tracking
• Service history and maintenance schedules
• Before and after service photos for documentation
• Inspection reports and compliance certificates
• Special access requirements or security protocols
• Preferred service times and scheduling preferences

Financial Information

• Billing addresses
• Payment method preferences
• Credit card or ACH information (processed securely)
• Purchase order numbers
• Invoice history

Compliance and Safety Data

• NFPA 96 compliance documentation and certifications
• EPA compliance records for filter disposal and recycling
• Health department inspection records (as they relate to exhaust systems)
• Insurance carrier requirements (we are fully insured)
• Fire code compliance tracking

2. How We Use Your Information

Hood Filter Solutions uses your information to provide safe, compliant, and professional kitchen exhaust filter exchange services:

• Service Delivery: Schedule and perform filter exchanges, maintain filter rotation records, and ensure proper service coverage
• Safety & Compliance: Track exchange frequencies to meet NFPA 96 standards, provide inspection documentation, and maintain EPA compliance for filter disposal
• Communication: Send service reminders, schedule confirmations, and important safety updates
• Billing & Accounting: Process payments, send invoices, and maintain accurate financial records
• Quality Assurance: Document service quality with before/after photos and maintain service history
• Emergency Response: Contact you quickly in case of urgent exhaust system issues
• Business Improvement: Analyze service patterns to improve our operations and better serve our clients across Michigan

3. Information Sharing

We respect your business confidentiality and only share information when necessary:

• Regulatory Compliance: With fire marshals, health inspectors, or insurance companies when required by law or for compliance verification
• Service Partners: With certified technicians and subcontractors who assist in providing services (bound by confidentiality agreements)
• Emergency Situations: With relevant authorities if we discover immediate safety hazards
• Legal Requirements: When required by law, court order, or legal process

We never sell your business information to third parties for marketing purposes.

4. Data Security

We implement industry-standard security measures to protect your information:

• Encrypted storage of sensitive financial data
• Secure cloud-based systems for service records
• Password-protected access to client accounts
• Regular security audits and updates
• Employee training on data privacy and confidentiality
• Secure disposal of physical documents containing client information

5. Data Retention

We retain your information based on business and legal requirements:

• Service Records: Maintained for 7 years to comply with fire code documentation requirements
• Financial Records: Kept for 7 years as required by tax regulations
• Compliance Documentation: Retained as required by local fire and health codes
• Photos and Inspection Reports: Stored for 3 years for quality assurance and liability purposes

6. Your Rights

As our valued client, you have the right to:

• Access your service history and account information
• Request corrections to inaccurate information
• Receive copies of your service reports and compliance certificates
• Opt-out of marketing communications (while still receiving important service notices)
• Request deletion of non-essential information (subject to legal retention requirements)
• Transfer your service history to another provider if you change services

7. Website Use

When you visit our website, we may collect:

• IP addresses and browser information for security purposes
• Service inquiry forms and contact requests
• Usage data to improve our website functionality
• Cookies to remember your preferences and improve user experience

8. Marketing Communications

We may send you:

• Service reminders when your filter exchange is due
• Important safety alerts and regulatory updates
• Seasonal service specials (only if you opt-in)
• Customer satisfaction surveys

You can opt-out of promotional emails at any time while still receiving essential service communications.

9. Changes to This Policy

We may update this privacy policy to reflect changes in our practices or legal requirements. We will notify you of significant changes via email or through a notice on our website. Continued use of our services after changes constitutes acceptance of the updated policy.