Privacy Policy — HVAC HQ

Introduction

At HVAC HQ we are committed to protecting the privacy and security of your personal and business information. This policy explains how we collect, use, disclose and safeguard your information when you use our web dashboard and mobile experience (together, the “Service”).

By accessing or using the Service you agree to this policy. If you do not agree with it, please do not use the Service.

Information we collect

We collect several categories of information in order to provide the Service:

Account information. Name, email address, phone number, company name, job title and billing details.
Business data. Customer names and addresses, service history, job notes, pricing and price-book data, inventory, technician schedules, estimates, signed documents and the other operational records you enter.
Voice data. When you use the conversational voice assistant we process call audio, transcriptions and the associated call metadata in order to answer, book and triage calls.
Usage data. How you use the Service — IP address, browser and operating system, pages viewed, features used and timestamps.
Device information. Device type and operating system version for the devices your team signs in from.
Location data. Where you enable it, technician location for dispatch and routing. This is off unless you turn it on.

How we use your information

We use the information we collect to:

Run the Service. Provide, operate, maintain and secure the platform, and process your subscription.
Improve it. Understand how the Service is used, fix problems, and develop new features.
Communicate. Answer support requests, send service notices, and — where you have opted in — send product news.
Protect it. Detect, prevent and address fraud, abuse and technical issues.
Power the voice assistant. Transcribe calls, extract the details needed to book and triage the job, and improve accuracy. Raw call audio is retained only as long as processing requires; transcripts and metadata are retained as part of your business records.

How we share information

We do not sell your data. We share it only in these situations:

Service providers. Vendors who perform work on our behalf — cloud hosting, payment processing, telephony, and the speech and language model providers behind the voice assistant. They may process your data only to provide those services to us.
Legal requirements. Where required by law or in response to a valid request from a public authority.
To protect rights. To enforce our Terms of Service, investigate suspected violations, or protect the rights, property or safety of HVAC HQ, our users or the public.
Business transfers. In connection with a merger, financing, acquisition or sale of assets, in which case this policy continues to apply to the transferred data.
With your consent. For any other purpose you explicitly agree to.
Aggregated data. We may publish aggregated or anonymised statistics that cannot reasonably be used to identify you or your customers.

Security

Each account is a separate tenant, and the boundary between tenants is enforced on the server for every request. Traffic is encrypted in transit, passwords are stored only as salted digests, and sensitive fields are never returned to the browser. An always-on security layer screens requests and rate-limits abuse.

No security measure is perfect. We take these steps seriously, and we tell you promptly if something goes wrong that affects your data.

Data retention

We retain your personal and business data for as long as your account is active and afterwards only as long as needed to comply with legal obligations, resolve disputes and enforce our agreements. Raw call audio is deleted once processing is complete; transcripts and call metadata are retained as part of your business records until you delete them or close your account.

Your rights

Depending on where you live, you may have the right to:

Access. Request a copy of the personal data we hold about you.
Correct. Have inaccurate or incomplete data fixed.
Delete. Request erasure of your personal data.
Restrict. Ask us to limit how we process your data.
Port. Receive your data in a portable form, or have it transferred elsewhere.
Object. Object to particular processing.

Changes to this policy

We may update this policy from time to time. We will post the new version on this page and update the effective date above. Where a change is material we will give you notice before it takes effect. Continuing to use the Service after a change takes effect means you accept the revised policy.

Contact us

Questions about this policy, or a request to exercise any of the rights above: privacy@hvac-hq.com, or write to us at 21601 Vanowen St, Canoga Park, CA 91302.