Privacy Policy

Updated November 23, 2025

‍HVACR.ai, LLC (“HVACR.ai,” “we,” “our,” or “us”) respects your privacy and is committed to protecting your personal and business information. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use the Diagnostics mobile application (“App”), our website, APIs, and related services (collectively, the “Services”).

By creating an account or using the Services, you agree to the practices described in this Privacy Policy.

If you do not agree, do not use the Services.

1. Company Information

HVACR.ai, LLC
8101 Strawberry Hill Rd
Odessa, MO 64076
Lafayette County, USA
‍accounts@hvacr.ai

2. Information We Collect

We collect the minimum amount of information necessary to operate our Services.

2.1 Information You Provide

Company Account Information

When a business creates an account, we collect:

• Business name
• Business address
• Company phone number
• Billing email
• Account manager contact information (name & email)

Authorized User Information

Authorized Users may provide:

• Name
• Email address
• Login credentials
• Role or permission level

Uploaded Images & Inputs

You may upload:

• Photos of HVAC equipment
• Diagnostic images
• Screenshots
• Text inputs and descriptions

These images and inputs are processed temporarily by our AI systems and third-party processors.
We do NOT store uploaded images long term.

2.2 Information Collected Automatically

When you use the App, we automatically collect:

• Device information (model, OS version, identifiers)
• Log data (IP address, timestamps, errors, crashes)
• Usage data (feature use, interaction metrics)
• Diagnostic data sent from your device

2.3 Information from Third Parties

We receive data from third-party platforms used to support the Services. These services may provide us with information necessary to operate your account.

3. How We Use Your Information

We use collected information to:

1. Provide and improve the Services
2. Process diagnostics and AI responses
3. Authenticate users and manage accounts
4. Process payments and subscriptions
5. Communicate with you regarding updates, issues, and support
6. Ensure the security and functionality of the App
7. Comply with legal obligations
8. Prevent fraud, misuse, and unsafe activity

We do not sell your personal information.

4. How We Process and Handle Images

• Uploaded images are used only for generating AI outputs.
• Images are sent temporarily to OpenAI and n8n for AI processing.
• Images are not stored long-term by HVACR.ai.
• Images may exist in short-term logs of third-party processors.
• Users should avoid uploading sensitive personal data, access codes, or confidential client information.

5. How We Share Information

We share data only when necessary to provide the Services.

5.1 Third-Party Service Providers

We share data with third-parties that are contractually obligated to protect your data.

5.2 Legal Compliance

We may disclose information if required to:

• Comply with law or regulation
• Respond to subpoenas or court orders
• Protect the safety of users or the public
• Prevent fraud, security threats, or unlawful activity

5.3 Business Transfers

If HVACR.ai is involved in a merger, acquisition, or asset sale, your information may be transferred to the acquiring entity.

6. Data Retention

We retain:

• Account and billing data for as long as your subscription is active
• Logs and diagnostic data for security and auditing
• Minimal data required for legal and financial compliance

We retain no uploaded images after processing.

7. Data Deletion Requests

Company Administrators may request deletion of:

• Personal information
• Company account information
• Authorized User profiles

Exceptions apply for:

• Billing records
• Security logs
• Data required by law

To request deletion, contact: accounts@hvacr.ai

8. Security Measures

We implement industry-standard measures including:

• Encryption in transit (HTTPS/TLS)
• Secure authentication (Supabase Auth)
• Access controls for Authorized Users
• Regular audits and monitoring

No system is 100% secure. Users must protect their own credentials.

9. Children’s Privacy

The Services are not intended for anyone under 18.
We do not knowingly collect data from minors.

10. International Use & Export Controls

You may not use our Services in:

• U.S.-embargoed countries
• Countries restricted by export-control regulations

Data may be transferred to servers located in the United States.

11. Your Responsibilities

Users must:

• Follow all safety protocols
• Ensure uploaded images do not include sensitive personal data
• Maintain the security of their login credentials
• Ensure Authorized Users comply with company policy

Companies are responsible for all activity under their account.

12. Your Rights

Depending on your jurisdiction, you may have rights including:

• Access to your data
• Correction of inaccurate data
• Request for deletion
• Objection to certain processing
• Data portability

Requests should be submitted to accounts@hvacr.ai.

13. Changes to This Privacy Policy

We may update this Privacy Policy at any time.
We will notify Company Admins of material changes.
Continued use of the Services after changes indicates acceptance.

14. Contact Information

If you have questions about this Privacy Policy, contact:
accounts@hvacr.ai
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