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Privacy Policy

Last Updated: October 14, 2025

1. Our Commitment to Privacy

HVAC Help is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal information when you use our free AI triage and contractor connection service.

Key Point: We do not sell your personal information to third parties.

2. Information We Collect

When you use our AI triage tool, we collect:

Information You Provide:

  • Contact Information: Name, phone number, email address
  • Location Information: ZIP code to match you with local contractors
  • Issue Details: Descriptions of your HVAC problem, symptoms, and troubleshooting attempts
  • Service Preferences: Type of service needed (heating, cooling, installation, etc.) and urgency

Automatically Collected Information:

  • Usage Data: How you interact with our chatbot
  • Technical Data: Browser type, device information, IP address
  • Analytics Data: Session information, page views, conversation flow
  • Marketing Data: UTM parameters if you arrived from a marketing campaign

3. How We Use Your Information

We use collected information to:

  • Provide Triage Services: AI-powered diagnosis and troubleshooting guidance
  • Facilitate Contractor Connections: Share your contact info and issue details with local contractors when you request connection
  • Improve Our Service: Analyze usage patterns to enhance AI accuracy and user experience
  • Communicate with You: Send service updates or respond to inquiries
  • Safety Purposes: Identify emergency situations requiring immediate professional help

4. Information Sharing

We only share your information in these specific situations:

With HVAC Contractors (When You Request):

  • When you complete the triage and request contractor connection, we share your contact information and issue details with certified contractors in your area
  • This sharing is only done with your explicit request through our triage process
  • Contractors use this information to contact you and provide service quotes

Service Providers:

  • OpenAI: Your conversation is processed by OpenAI's AI to provide diagnostics (subject to OpenAI's privacy policy)
  • Analytics Tools: Anonymized usage data may be shared with analytics providers

Legal Requirements:

  • We may disclose information if required by law or to protect safety

We do NOT sell, rent, or trade your personal information to marketers or data brokers.

5. Data Security

We implement reasonable security measures to protect your information:

  • Encrypted data transmission (HTTPS/SSL)
  • Secure storage of personal information
  • Access controls limiting who can view your data
  • Regular security assessments

However, no internet transmission is 100% secure. Use our service understanding this inherent risk.

6. Data Retention

We retain your information:

  • Conversation History: Session-based, typically cleared after 24 hours
  • Contact Information: Retained to facilitate contractor connections and service improvement
  • Analytics Data: Anonymized data may be retained indefinitely for service improvement

You may request deletion of your personal information by contacting us (see below).

7. Your Privacy Rights

Depending on your location, you may have the right to:

  • Access: Request a copy of personal information we hold about you
  • Correction: Request correction of inaccurate information
  • Deletion: Request deletion of your personal information
  • Opt-Out: Unsubscribe from marketing communications
  • Data Portability: Receive your data in a portable format

To exercise these rights, contact us through our website or the information provided below.

8. Cookies and Tracking

We use cookies and similar technologies to:

  • Maintain your chat session
  • Remember your preferences
  • Analyze website usage
  • Track marketing campaign effectiveness (UTM parameters)

You can control cookies through your browser settings, but some features may not work properly without them.

9. Third-Party Services

Our service uses third-party platforms:

  • OpenAI: AI processing - see OpenAI Privacy Policy
  • Cloud Hosting: Infrastructure providers with their own privacy policies

We choose vendors with strong privacy practices, but their policies govern data they process.

10. Children's Privacy

HVAC Help is not intended for children under 13. We do not knowingly collect information from children. If you believe a child has provided us information, please contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy periodically. Changes will be posted on this page with an updated "Last Updated" date. Continued use after changes constitutes acceptance.

12. Contact Us

For privacy questions, data requests, or concerns, contact us through:

  • Our About page
  • Email support (if available)

Your Privacy is Protected

Use our free AI triage tool with confidence. We never sell your data.

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