PRIVACY POLICY
Last Updated: January 1, 2025
This Privacy Policy describes the data privacy practices of HVAC365 (“HVAC365,” “We,” or “Our”) for the personal information collected when You (“You” or “Your”) visit our website—www.hvac365.com—or related digital properties (collectively, the “Website”), make a purchase, request service, or interact with HVAC365 or its authorized representatives.
HVAC365 is committed to protecting your privacy and giving you transparency and control over your information. This Privacy Policy explains what personal information we collect, how it is used, how and when it may be shared, and your legal rights related to your data. By interacting with our Website or otherwise providing us with your information, you consent to the practices described in this Privacy Policy and in our Terms of Use.
IF YOU DO NOT AGREE WITH THIS PRIVACY POLICY OR OUR TERMS OF USE (INCLUDING ANY CHANGES TO EITHER), DO NOT PROVIDE PERSONAL INFORMATION TO HVAC365. HOWEVER, THIS PRIVACY POLICY APPLIES TO INFORMATION YOU HAVE PREVIOUSLY PROVIDED OR ACTIONS TAKEN BEFORE LEAVING THE SITE.
Our Website is a general-purpose site intended for U.S. residents age 18 and older. We do not knowingly collect data from children. If you are applying for a job with HVAC365, please refer to our separate Applicant Privacy Notice, which is not covered under this policy.
COLLECTION AND USE OF PERSONAL INFORMATION
HVAC365, on its own or through authorized service providers, contractors, or partners, may collect the following categories of personal information:
- Individual identifiers and contact information — such as your name, email address, physical address, phone number, and login credentials.
- Commercial information — such as purchase history, product preferences, reviews, wishlist items, cart activity, and saved items.
- Transactional information — including payment method, order total, shipping and billing information, and payment provider.
- Device and usage information — such as your IP address, browser type, operating system, time zone, and site usage patterns.
- Communication records — including call recordings, chat transcripts, email correspondence, and social media messages.
- Marketing engagement data — including participation in contests, surveys, SMS opt-ins, promotional campaigns, and email activity.
We obtain this information through the following sources:
- Directly from you — when you register, make a purchase, complete a form, contact customer support, or communicate via chat/email/phone.
- Automatically through your device — when you browse our Website, cookies, pixels, and analytics tools collect behavioral and technical data.
- From third-party sources — including payment gateways, social media platforms, ad partners, or referral affiliates.
HOW WE USE YOUR INFORMATION
We may use your personal information to:
- Operate, maintain, and improve the Website and user experience.
- Authenticate users and secure your account.
- Process and fulfill orders, issue invoices, and facilitate returns.
- Recommend products or services based on your preferences or activity.
- Provide customer service and respond to inquiries.
- Send transactional and promotional communications.
- Enforce legal obligations and our Terms of Use.
- Detect and prevent fraud or misuse of the Website.
- Generate reports, statistical data, and operational insights.
Information is only used in accordance with this Privacy Policy and applicable law.
SHARING YOUR INFORMATION
HVAC365 does not sell your personal data for monetary compensation. However, we may share your information with:
SERVICE PROVIDERS AND CONTRACTORS
We work with vendors who assist in hosting the Website, processing payments, handling shipments, providing marketing services, and performing analytics. These companies are contractually bound to use your information solely to provide services to HVAC365 and must maintain the confidentiality and security of your data.
ADVERTISING PARTNERS AND THIRD PARTIES
With your consent or as permitted by law, we may share non-identifiable user behavior data with advertising networks or platforms (such as Google Ads or Facebook) to display targeted promotions based on your interests.
LEGAL REQUIREMENTS
We may disclose your data when necessary to comply with applicable laws, respond to subpoenas, protect our legal rights, or assist in law enforcement investigations.
OTHER INFORMATION COLLECTED
We may also collect and use data that does not identify you individually, including:
- Device type, browser version, language preferences, and location (approximate).
- The time and date of your Website visits and page interactions.
- Referring URLs, page views, click paths, and form submissions.
- Preferences for communication frequency or topic.
This information is used to optimize Website performance, conduct internal research, and enhance user experience.
SENSITIVE PERSONAL INFORMATION — NOT COLLECTED
HVAC365 does not knowingly collect sensitive personal information including, but not limited to: government identification numbers, biometric data, health or medical records, religious or political beliefs, or precise geolocation data. Please do not submit such information through any of our platforms.
AGGREGATION AND COMBINATION OF INFORMATION
We may combine data from multiple sources, including online behavior, purchases, and support history, to better understand our customer base. Aggregated data does not identify individuals and may be used for market research, performance reporting, or strategic planning.
USE OF NON-PERSONAL INFORMATION
Information that cannot be tied back to a specific user (non-personal data) may be used for statistical analysis, system diagnostics, marketing evaluation, or to develop new services.
SMS / TEXT MESSAGING
If you opt-in to receive SMS or MMS communications, HVAC365 may use your mobile number to send order updates, appointment reminders, and promotional messages. Message frequency varies. Standard messaging and data rates may apply.
You may unsubscribe at any time by replying STOP to any message. For help, contact (888) 509-3391 or email support@hvac365.com.
COOKIES, BEACONS, AND OPT-OUT TOOLS
HVAC365 uses cookies, beacons, and other tracking technologies to:
- Remember login sessions and saved preferences.
- Monitor site traffic and device usage.
- Enable personalized recommendations and dynamic pricing.
- Power analytics and A/B testing.
You can adjust browser settings to limit or block cookies. Please note that some site features may not function properly without them. We do not currently respond to browser-based Do Not Track (DNT) signals.
INTEREST-BASED ADVERTISING
We may participate in ad networks that use tracking technology to serve you personalized ads across websites. These services collect browsing behavior but not personally identifiable information.
You may opt-out of targeted ads via:
Do Not Track Information
Some browsers offer a “Do Not Track” (DNT) setting, which allows users to signal that they prefer not to be tracked across websites. However, there is currently no universally accepted standard for how websites should respond to these signals.
At this time, HVAC365 does not respond to DNT signals. We continually evaluate emerging standards and may update our practices as industry guidance evolves. You can still manage your privacy through browser settings, cookie preferences, and third-party opt-out tools.
Consumer’s Rights to Personal Information – California
If you reside in California, the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA) grant you specific rights regarding your personal information. These include:
- Right to Know – You can request details about the categories of personal data we collect, the purposes of collection, sources of data, and with whom it is shared.
- Right to Access – You may request a copy of the personal data we hold about you.
- Right to Correct – You can ask us to rectify inaccurate or outdated information.
- Right to Delete – You may request that we delete your personal data, unless retention is legally necessary (e.g., fraud prevention, legal compliance).
- Right to Opt-Out – You have the right to opt out of the sale or sharing of your personal information, particularly for purposes such as cross-context behavioral advertising.
- Right to Non-Discrimination – We will never treat you unfairly for exercising your privacy rights.
To exercise these rights, email support@hvac365.com or call 1-888-509-3391. We may request information to verify your identity before processing your request. If acting through an authorized agent, verification will be required for both parties. Most requests are processed within 45 days unless an extension is required under the law.
Consumer’s Rights – Nebraska, New Jersey, Texas
Residents of Nebraska, New Jersey, and Texas may have similar rights under state laws. These include:
- Requesting access to personal information we have collected.
- Requesting correction or deletion of inaccurate or outdated data.
- Requesting a portable copy of your data in a digital format.
- Opting out of certain uses of personal data, such as targeted advertising or profiling that produces legal or similarly significant effects.
- Appealing a denied privacy request.
We will confirm receipt of your request and respond within the timeframe defined by state law. All such requests should be submitted to support@hvac365.com or 1-888-509-3391.
THIRD-PARTY WEBSITES
Our Website may include links to third-party platforms. HVAC365 is not responsible for the content, security, or privacy policies of external websites. Please review their respective privacy practices before submitting information.
INTENDED AUDIENCE / CHILDREN’S PRIVACY
HVAC365 does not knowingly collect personal data from anyone under the age of 18. If we learn that we have received information from a minor without parental consent, we will take steps to remove it from our records.
INTERNATIONAL VISITORS / DATA TRANSFER
Our servers are located in the United States. If you access our Website from outside the U.S., your information will be transferred to and stored in the U.S. where privacy laws may differ from your country of residence.
By using our Website, you agree to this transfer.
DATA SECURITY
We maintain appropriate technical, physical, and administrative safeguards to protect personal information. These include:
- SSL encryption for all sensitive transmissions.
- Firewall and intrusion detection systems.
- Access limitations and staff training.
- Continuous risk assessments.
However, no system is entirely secure. We encourage users to use strong passwords and secure their devices.
Retention and Storage of Personal Information
HVAC365 retains personal information only as long as it is necessary for the purposes for which it was collected. Retention periods vary based on legal, regulatory, contractual, and operational considerations.
We evaluate the following criteria when determining how long to retain personal data:
- The nature and sensitivity of the data collected.
- Whether we need to retain it for legal or compliance purposes.
- Whether we need it to support customer service requests, resolve disputes, or enforce agreements.
- The likelihood of litigation or audits requiring retention.
- Our commitment to minimizing data where possible and applying best practices in de-identification.
Once retention is no longer necessary, we securely delete or anonymize the data, unless legal retention requirements apply (e.g., accounting, taxes, product warranty tracking).
UPDATES TO THIS PRIVACY POLICY
We may modify this Privacy Policy periodically. Material updates will be noted by an updated “Last Updated” date and may also be communicated via Website banners or notifications.
Your continued use of the Website constitutes acceptance of any changes.
Contacting Us
If you have questions, concerns, or wish to exercise your privacy rights, please contact us:
- Email: support@hvac365.com
- Phone: 1-888-509-3391
- Address: 13727 SW 152nd St #1231, Miami, FL 33187
Please note that all written or electronic communications, including those provided on our Website, supersede any verbal representations.
