Privacy Policy

1. Introduction

HVAC CallCapture ("we," "our," or "us") operates the website hvaccallcapture.com and provides AI-powered call capture, text-back, and lead management services for HVAC businesses. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services.

2. Information We Collect

Information You Provide:

• Contact information (name, email, phone number, business name)
• Business details (service area, number of technicians, services offered)
• Account credentials
• Payment information (processed securely via Stripe)
• Communications with us (support requests, feedback)

Information Collected Automatically:

• Device information (browser type, operating system, IP address)
• Usage data (pages visited, time spent, click patterns)
• Call and SMS metadata (call duration, timestamps, phone numbers)
• Cookies and similar tracking technologies

Information from Third Parties:

• Phone carrier data related to call routing
• Business verification data

3. How We Use Your Information

• Provide and maintain our call capture and text-back services
• Process transactions and send billing notifications
• Send automated SMS messages on your behalf to your callers
• Route and manage incoming calls and leads
• Improve and optimize our services and user experience
• Communicate with you about service updates, offers, and support
• Comply with legal obligations and enforce our terms
• Detect and prevent fraud or abuse

4. SMS and Call Data

Our core service involves handling phone calls and SMS messages on behalf of our HVAC business clients:

• Call recordings may be made for quality assurance and AI training (with appropriate disclosures)
• SMS messages are sent from your business number to your callers — we act as a service provider, not a sender
• Call metadata (timestamps, duration, phone numbers) is stored to provide analytics and service functionality
• We do not sell call or SMS data to third parties
• Data is retained as long as your account is active, plus 90 days after cancellation

5. SMS Messaging & Consent

HVAC CallCapture may send SMS text messages to individuals who have provided their phone number and opted in to receive messages. By consenting to receive SMS messages from HVAC CallCapture, you agree to the following:

Types of SMS Messages We Send:

• Service notifications related to your account or inquiry
• Appointment reminders and confirmations
• Follow-up messages regarding your HVAC service request
• Responses to your inquiries or missed calls

Message Frequency: You may receive up to 10 SMS messages per month.

Message & Data Rates: Standard message and data rates may apply depending on your mobile carrier and plan.

Opting Out: You may opt out of receiving SMS messages at any time by replying STOP to any message you receive from us. After opting out, you will receive a one-time confirmation message and no further SMS messages will be sent.

Consent Not Shared: Your consent to receive SMS messages is not shared with or sold to any third parties. We do not share your phone number or opt-in data with third parties for their marketing purposes.

Help: For questions about our SMS program, reply HELP to any message or contact us at info@hvaccallcapture.com.

6. Data Sharing

We may share your information with:

• Service providers: Cloud hosting (Google Cloud), payment processing (Stripe), SMS/voice services (GoHighLevel), analytics tools
• Business transfers: In connection with a merger, acquisition, or sale of assets
• Legal compliance: When required by law, regulation, or legal process
• With your consent: When you explicitly authorize sharing

We do not sell your personal information to third parties for marketing purposes.

7. Data Security

We implement industry-standard security measures including:

• Encryption in transit (TLS/SSL) and at rest
• Secure access controls and authentication
• Regular security assessments
• PCI-compliant payment processing via Stripe

No method of transmission over the Internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

8. Your Rights

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

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your information
• Opt out of marketing communications
• Data portability

To exercise these rights, contact us at info@hvaccallcapture.com.

9. Cookies

We use cookies and similar technologies to enhance your experience. You can control cookies through your browser settings. Disabling cookies may limit some functionality.

10. Third-Party Links

Our website may contain links to third-party sites. We are not responsible for the privacy practices of these sites.

11. Children’s Privacy

Our services are not directed to individuals under 18. We do not knowingly collect information from children.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on this page and updating the "Last updated" date.

13. Contact Us

If you have questions about this Privacy Policy:

• Email: info@hvaccallcapture.com
• Mail: 7901 Research Forest Drive, Ste 400 #3066, The Woodlands, TX 77382