Terms & Conditions

Last Updated: July 2026

Introduction

Welcome to PolarCore Systems (“Company,” “we,” “our,” or “us”). By accessing our website at polarcoresystems.ca or using our services, you agree to comply with and be bound by the following Terms and Conditions. Please read these terms carefully before using our website or engaging our services.

If you do not agree with any part of these terms, please do not use our website or services.

1. Acceptance of Terms

By accessing or using our website and services, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions, as well as our Privacy Policy. These terms apply to all visitors, users, and customers of our services.

2. Services Provided

PolarCore Systems provides professional insulation services across Ontario, including but not limited to:

• Attic insulation installation and upgrades
• Basement and wall insulation
• Garage insulation
• Insulation removal and replacement
• Vermiculite removal services
• Spray foam insulation applications
• Mold remediation services
• Energy assessments
• Rebate application processing and management

All services are subject to availability, scheduling, and assessment of project feasibility.

3. Service Estimates and Quotes

3.1 Free Assessments

We offer free, no-obligation home energy assessments to evaluate your insulation needs and rebate eligibility. These assessments do not obligate you to proceed with any services.

3.2 Written Estimates

All service estimates are provided in writing and include:

• Detailed scope of work
• Materials to be used
• Estimated project timeline
• Total cost breakdown
• Estimated rebate amounts (subject to program approval)
• Payment terms

3.3 Estimate Validity

Written estimates are valid for 30 days from the date of issue unless otherwise specified. Prices are subject to change based on material costs, project scope modifications, or changes in rebate program requirements.

3.4 Changes to Scope

Any changes to the original scope of work must be agreed upon in writing by both parties and may result in adjusted pricing and timelines.

4. Rebate Processing Services

4.1 Rebate Assistance

We provide rebate application processing services as a convenience to our customers. While we make every effort to maximize your rebate eligibility and ensure accurate submissions, we cannot guarantee approval or specific rebate amounts, as these decisions are made solely by government agencies and rebate program administrators.

4.2 Rebate Eligibility

Rebate eligibility is determined by:

• Government program requirements and availability
• Your home’s current insulation levels
• Completed upgrades and R-value improvements
• Energy assessment results
• Program-specific criteria and deadlines

4.3 Rebate Timelines

Rebate processing timelines are controlled by government agencies and typically range from 4-12 weeks after submission. We are not responsible for delays in rebate processing or payment by government agencies.

4.4 Changes to Rebate Programs

Government rebate programs may change, be modified, or discontinued at any time without notice. We are not responsible for changes to rebate programs that occur after your estimate is provided or work is completed.

5. Payment Terms

5.1 Payment Schedule

Payment terms will be specified in your written estimate and service agreement. Standard payment terms include:

• Option A: Zero upfront payment with full payment upon rebate approval (for eligible customers)
• Option B: 50% deposit upon contract signing, 50% upon project completion
• Option C: Full payment upon project completion

5.2 Accepted Payment Methods

We accept the following payment methods:

• Cash
• Check
• Credit card (Visa, Mastercard, American Express)
• E-transfer
• Financing options (subject to approval)

5.3 Late Payment

Accounts not paid within 30 days of invoice date may be subject to a late payment fee of 2% per month (24% annually) or the maximum rate permitted by law, whichever is less.

5.4 Collection Costs

If we must engage collection services or legal action to recover unpaid amounts, you agree to pay all reasonable collection costs, attorney fees, and court costs incurred.

6. Project Scheduling and Timelines

6.1 Scheduling

We will work with you to schedule installation at a mutually convenient time. Project start dates are subject to:

• Weather conditions
• Material availability
• Crew scheduling
• Permit approvals (if required)

6.2 Project Delays

We reserve the right to delay or reschedule projects due to:

• Severe weather conditions
• Equipment failure or unavailability
• Material supply issues
• Emergency situations
• Safety concerns

6.3 Customer Responsibilities

Customers are responsible for:

• Providing clear access to work areas
• Removing or protecting valuable items in work areas
• Ensuring pets are secured away from work areas
• Disclosing known hazards (asbestos, mold, structural issues)
• Being available for project walkthroughs and inspections

7. Warranty and Guarantees

7.1 Workmanship Warranty

We guarantee our workmanship for a period of 2 years from the date of project completion. This warranty covers defects in installation and workmanship but does not cover:

• Damage caused by subsequent renovations or modifications
• Normal wear and tear
• Damage from pests, water intrusion, or structural issues
• Improper ventilation or moisture problems
• Acts of God (fire, flood, earthquake, severe weather)

7.2 Material Warranties

Insulation materials carry manufacturer warranties ranging from 25 years to lifetime, depending on the product. Manufacturer warranty details will be provided with your project documentation.

7.3 Warranty Claims

To make a warranty claim:

• Contact us in writing within 30 days of discovering the issue
• Provide photographs documenting the concern
• Allow us reasonable opportunity to inspect and remedy the issue

7.4 Remedy

Our sole obligation under this warranty is to repair or replace defective workmanship at no charge. We are not liable for consequential damages, including but not limited to energy costs, property damage, or lost time.

8. Limitation of Liability

8.1 Maximum Liability

Our total liability for any claim arising from our services shall not exceed the amount paid by you for the specific services giving rise to the claim.

8.2 Exclusions

We are not liable for:

• Pre-existing conditions not disclosed during assessment
• Damage caused by homeowner negligence or third parties
• Indirect, incidental, or consequential damages
• Energy savings estimates or projections
• Rebate program changes or denials
• Delays beyond our reasonable control

8.3 Property Damage

While we take extensive precautions to protect your property, we are not responsible for:

• Damage to items not removed from work areas as requested
• Pre-existing structural defects discovered during work
• Damage resulting from undisclosed hazards (asbestos, mold, structural issues)

9. Cancellation and Refund Policy

9.1 Customer Cancellation

You may cancel your service agreement:

• Before work begins: Full refund of any deposits paid, minus $150 administrative fee
• After work begins: No refund; payment for completed work and materials purchased is due
• Within 10 days of signing (Cooling-Off Period): Full refund of deposits for contracts signed in-home (as per Ontario Consumer Protection Act)

9.2 Company Cancellation

We reserve the right to cancel or refuse service if:

• Unsafe working conditions are discovered
• Customer provides false information
• Required permits cannot be obtained
• Customer behavior is abusive or threatening
• Payment terms are not honored

9.3 Weather Cancellations

If weather conditions make work unsafe or impossible, we will reschedule at no additional charge.

10. Safety and Compliance

10.1 Building Codes

All work is performed in compliance with current Ontario Building Code requirements and industry standards.

10.2 Permits

If permits are required for your project, we will obtain them on your behalf. Permit costs are additional unless specified in your estimate.

10.3 Hazardous Materials

If hazardous materials (asbestos, vermiculite, extensive mold) are discovered during work, we will:

• Stop work immediately
• Notify you of the findings
• Provide recommendations for proper remediation
• Provide updated estimates for hazardous material removal

10.4 Safety Protocols

Our team follows strict safety protocols including:

• Use of appropriate personal protective equipment (PPE)
• Proper ventilation during spray foam application
• Containment of work areas
• Safe handling and disposal of materials

11. Insurance and Licensing

PolarCore Systems maintains:

• General liability insurance
• Workers’ compensation coverage (WSIB)
• Valid business licenses
• Certification from relevant rebate programs
• Owens Corning authorized contractor status

Proof of insurance and licensing is available upon request.

12. Intellectual Property

12.1 Website Content

All content on our website, including text, graphics, logos, images, and software, is the property of PolarCore Systems or its content suppliers and is protected by Canadian and international copyright laws.

12.2 Trademarks

“PolarCore Systems” and our logo are trademarks of our company. PINK NEXT GEN® and FIBERGLAS® are registered trademarks of Owens Corning. Unauthorized use of any trademarks is prohibited.

12.3 Permitted Use

You may view, download, and print content from our website for personal, non-commercial use only. You may not:

• Modify or copy materials
• Use materials for commercial purposes
• Remove copyright or proprietary notices
• Transfer materials to another person

13. Privacy and Data Protection

Your privacy is important to us. Our collection, use, and disclosure of personal information is governed by our Privacy Policy, which is incorporated into these Terms and Conditions by reference.

We collect and use personal information including:

• Contact information (name, address, phone, email)
• Property information (address, size, current insulation)
• Financial information (for payment processing)
• Project photos and documentation (for rebate applications)

All information is used solely for providing services and processing rebates and is not sold or shared with third parties except as required for rebate processing.

14. Website Use and Disclaimers

14.1 Information Accuracy

While we strive to provide accurate and up-to-date information on our website, we make no warranties or representations regarding:

• Accuracy or completeness of information
• Availability of rebate programs
• Energy savings estimates
• R-value calculations

14.2 Third-Party Links

Our website may contain links to third-party websites (government rebate programs, manufacturers, etc.). We are not responsible for the content, privacy practices, or terms of use of third-party websites.

14.3 Website Availability

We do not guarantee uninterrupted access to our website. We reserve the right to suspend or terminate website access for maintenance, updates, or any other reason without notice.

15. Dispute Resolution

15.1 Governing Law

These Terms and Conditions are governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein.

15.2 Jurisdiction

Any disputes arising from these terms or our services shall be subject to the exclusive jurisdiction of the courts of Ontario.

15.3 Mediation

Before pursuing legal action, both parties agree to attempt to resolve disputes through good-faith negotiation and, if necessary, mediation.

15.4 Class Action Waiver

You agree to resolve disputes on an individual basis and waive any right to participate in class action lawsuits.

16. Indemnification

You agree to indemnify, defend, and hold harmless PolarCore Systems, its officers, directors, employees, and agents from any claims, damages, losses, liabilities, and expenses (including legal fees) arising from:

• Your breach of these Terms and Conditions
• Your misuse of our services
• Your violation of any laws or regulations
• False or misleading information provided by you

17. Severability

If any provision of these Terms and Conditions is found to be invalid, illegal, or unenforceable, the remaining provisions shall continue in full force and effect.

18. Entire Agreement

These Terms and Conditions, together with our Privacy Policy and any written service agreements, constitute the entire agreement between you and PolarCore Systems and supersede all prior agreements, understandings, and communications.

19. Amendments

We reserve the right to modify these Terms and Conditions at any time. Changes will be effective immediately upon posting to our website. Your continued use of our services after changes are posted constitutes acceptance of the modified terms.

The “Last Updated” date at the top of this page indicates when changes were last made.