Privacy Policy

Who We Are

XKitchens Cabinets and Countertops is operated by 15928206 Canada Inc. We supply and install kitchen cabinets and fabricate and install stone countertops in Newmarket, Ontario.

Address: 1111 Gorham St, Unit 1, Newmarket, ON L3Y 8X8
Email: info@xkitchens.ca
Phone: 905-235-5333

For any privacy question or request, write to info@xkitchens.ca with "Privacy" in the subject line.

What We Collect, Tool by Tool

Contact and quote forms

When you send a contact or quote form we receive what you type: your name, email, phone number, company (on the commercial form), what you are interested in, material, your message and, if you answer it, how you heard about us. Some forms let you attach files (PDF, JPG, PNG or DWG), such as plans or photos.

The form also sends a few details about the visit: the page you sent it from, the page that referred you, and, if you arrived from a Google ad, the ad click identifiers from that visit's landing address (gclid, wbraid, gbraid, campaign id) and the landing page, plus your cookie choice (accepted, declined or none yet). To stop spam we check your IP address against submission limits; these counters are kept under a one-way hash and expire after a day. Submissions our spam filter rejects are logged in full so a real request caught by mistake can still be answered.

Instant estimator

The estimator on /estimate/ works in your browser. If you ask for a quote from it, it sends the same form as above, with your selections added to the message: material tier, size, edge, sink cut-outs, removal options, the estimate shown, your city and the best time to call.

Kitchen Builder

When you email yourself an estimate from the Kitchen Builder, we receive your name, email, phone number, project address or postal code, when you plan to start, any notes you add, and the kitchen you designed: wall sizes, cabinets, options, drawings and a 3D picture of the layout, and the price estimate. We also record your IP address with the request (for spam limits), the visit details described above and your cookie choice. We build a PDF estimate, email it to you and to us, and keep a copy of the PDF and the request on our web server.

Visualizer

The countertop visualizer is provided by Roomvo. If you upload or take a photo of your kitchen, it goes to Roomvo, not to our server. The "design ticket" on the page (tier, colour and size) is only sent to us if you then submit a quote form. Roomvo's small assistant button also loads on other pages.

"Ask the Designer" AI chat

On the visualizer page you can chat with an AI design advisor. What you type (up to 500 characters per message, and the last few messages of the chat), plus your current design ticket, is sent to Anthropic, whose Claude model writes the reply. We keep a log of each message and reply with a random chat ID and a shortened one-way hash of your IP address. Please don't type personal details into the chat; use the quote form for that.

Phone calls

If you arrive from a Google ad, Google may show a forwarding number in place of 905-235-5333. Calls to it ring our showroom line, and Google records that a call came from the ad (for example the time and length of the call and the caller's area code).

Stored in your browser

We store your cookie choice (xk_cookie_consent), and for the length of your visit the ad click identifiers and landing page used by the forms. The Kitchen Builder remembers your preferred units. Unless you decline, Google and Meta set their own cookies (such as _ga, _gcl_aw, _fbp and _fbc). Our web host also keeps standard server logs (IP address, browser, pages requested).

Measurement, Advertising and Your Cookie Choice

On your first visit a banner offers Accept and Decline. Here is exactly what each does:

• Accept, or no choice yet: the site loads the Google tag (Google Ads and Google Analytics 4) and the Meta Pixel, shortly after the page opens or on your first click or scroll. They record page views and actions such as sending a form or tapping a phone number, so we can see which ads and pages bring enquiries.
• When you send a contact, quote or estimator form (and you have not declined), our server also sends Meta a "Lead" event through Meta's Conversions API. It contains your email, phone number, first and last name and country, each one-way hashed before it leaves our server, plus your IP address, browser user agent, Meta's browser cookies (_fbp/_fbc) and the page address. The browser and server copies share one event ID so Meta counts one lead, not two. The Kitchen Builder sends Meta the browser Lead event only.
• Decline: no Google tag, no Meta Pixel and no server-side Meta event, from then on. Your enquiry still reaches us and is handled the same way; we note that you declined so it is not counted in our ad reports.

Changing your choice: use Cookie settings, here or in the footer of any page, to reopen the banner. A new choice applies from that moment. If you decline after the Google or Meta tags have already loaded, the page reloads so they are removed, unless you have already typed something on the page; then they are switched off without a reload. You can also block cookies in your browser, and manage ads in your Google and Meta account settings.

When an enquiry becomes a qualified lead, we may send Google Ads the ad-click identifier saved with it (not your name, email or phone), so Google can measure which ads lead to real projects. We do not upload customer lists to Google (Customer Match).

How We Use Your Information

• To answer your enquiry, prepare quotes and estimates, and manage your project
• To keep records of quotes, orders, payments and warranty work
• To measure which pages and ads bring enquiries, and improve them (unless you decline)
• To protect the site and forms from spam and abuse

We do not sell or rent your personal information. Our website forms do not sign you up for marketing emails.

Who Processes It for Us

We use these service providers. Each receives only what its job needs:

• Hostinger hosts the website, runs the form handlers and stores uploaded files, saved Kitchen Builder estimates, the backup copy of form enquiries, chat logs and server logs. Its servers may be located outside Canada.
• Email: enquiry notifications and Kitchen Builder PDFs are sent by our server through our email provider, with the web host's mail function as a backup. Our info@xkitchens.ca inbox is hosted by Google Workspace.
• HubSpot is our customer database (CRM). Each enquiry creates or updates a contact and opens a deal with your details, message, the visit details listed above and, for the Kitchen Builder, the PDF estimate.
• Google (Google Ads, Google Analytics 4 and call tracking for ad visitors), unless you decline.
• Meta (Meta Pixel and Conversions API), unless you decline.
• Anthropic receives the text of "Ask the Designer" chats to generate replies. Under Anthropic's commercial terms, chat text is kept only for a limited time and is not used to train its models; see Anthropic's privacy policy.
• Roomvo runs the visualizer and its assistant button, and receives any photo you upload to it. Roomvo keeps those photos under its own privacy policy.

These providers may store or process information outside Canada, including in the United States, where it may be accessible to authorities under local law. Each also has its own privacy policy.

How Long We Keep It

We keep information only as long as we need it. The website deletes uploaded files, saved Kitchen Builder estimates, chat logs and server logs automatically once their period below has passed.

• Enquiries that do not become a project (email, HubSpot record, server copy): up to 3 years after our last contact.
• Customer and project records: 7 years after the project ends, for tax, accounting and warranty purposes.
• Files you upload with a form: removed from the web server 24 months after upload; copies we need for your project are kept with the project record.
• Kitchen Builder estimates saved on the web server: 24 months.
• "Ask the Designer" chat logs: 12 months.
• Spam-rejection and error logs: 12 months.
• Google Analytics data: 14 months.
• Spam-limit counters: about one day for form counters and two days for chat counters, deleted automatically.

How We Protect It

• The whole site uses HTTPS.
• Saved enquiries, estimates, chat logs and counters sit in server folders that cannot be opened from the web.
• Uploaded files are stored under long random names, and the link is only sent to our staff.

No system is perfectly secure. If something is sensitive, call us instead of putting it in a form or chat.

Your Choices and Rights

Under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) you can:

• Ask what personal information we hold about you and get a copy
• Ask us to correct information that is wrong
• Withdraw your consent, for example to measurement (use Cookie settings) or to us keeping your enquiry, subject to records we must keep
• Complain to the Office of the Privacy Commissioner of Canada if you are not satisfied with our answer

Email info@xkitchens.ca or call 905-235-5333. We may ask you to confirm who you are, and we aim to reply within 30 days.

Children

Our website and services are meant for adults planning a home or commercial project. We do not knowingly collect information from children under 16. If you think a child has sent us information, contact us and we will delete it.

Links to Other Sites

Our pages link to other websites, such as Google Maps, Facebook, Instagram and manufacturers. Their privacy practices are their own.

Changes to This Policy

We will update this page when the website or our providers change. The date at the top shows the latest version. If a change affects how we use information you already gave us, we will ask for your consent where it is needed.