Effective Date: March 23, 2025
HVAC Quote (“we,” “our,” “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit or use our website [hvacquote.ai] (“Website”) and the services offered through the Website. By using our Website, you consent to the data practices described in this policy.
1. Information We Collect
1.1 Personal Information
We collect personal information that you voluntarily provide to us when you register for an account, subscribe to our services, fill out forms, or contact us. This may include, but is not limited to:
- Name
- Email address
- Phone number
- Payment information (when subscribing to paid services)
- Company information (if applicable)
1.2 Usage Data
We may collect non-personal information about how you interact with the Website, including but not limited to:
- IP address
- Browser type and version
- Pages visited on the Website
- Time spent on pages
- Referring/exit pages
1.3 Cookies and Tracking Technologies
We use cookies and similar tracking technologies to enhance your user experience and collect usage data. Cookies are small files placed on your device to help the Website function properly and to analyze usage patterns. You can set your browser to reject cookies or alert you when a cookie is sent.
2. How We Use Your Information
We use the information we collect for the following purposes:
- To provide and maintain our services
- To process your subscriptions, payments, and manage your account
- To communicate with you about your account, services, and updates
- To improve our Website and services based on user feedback
- To respond to inquiries, comments, or support requests
- To send marketing materials and promotional offers (if you have opted in)
3. How We Share Your Information
We do not sell, rent, or lease your personal information to third parties. However, we may share your information in the following situations:
- Service Providers: We may share your information with trusted third-party service providers who assist us in operating the Website and providing services to you (e.g., payment processors, hosting providers). These service providers are obligated to protect your information and only use it for the purposes we specify.
- Legal Compliance: We may disclose your information if required to do so by law or in response to valid legal requests by public authorities (e.g., a court or government agency).
- Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction. We will notify you if such a transfer occurs.
4. Data Security
We implement reasonable security measures to protect your personal information from unauthorized access, use, alteration, or destruction. However, no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.
5. Retention of Data
We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. If you wish to delete your account or request that we no longer use your information, please contact us using the information below.
6. Your Rights and Choices
6.1 Access and Update Your Information
You can access and update your account information at any time by logging into your account on the Website.
6.2 Opt-Out of Marketing Communications
If you no longer wish to receive marketing emails from us, you can opt out by following the unsubscribe instructions included in each email or by contacting us directly.
6.3 Data Access and Deletion Requests
You have the right to request access to the personal information we hold about you, or request that we delete your personal information, subject to applicable laws. To make such a request, please contact us at the details provided below.
7. Third-Party Links
Our Website may contain links to third-party websites or services that are not operated by us. We are not responsible for the privacy practices or the content of these third-party sites. We encourage you to review the privacy policies of any third-party sites you visit.
8. Children’s Privacy
The Website is not intended for children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will take steps to delete that information as soon as possible.
9. Location Information & Review Data
We collect and use certain information to provide location-based functionality, manage customer reviews, and improve service accuracy.
9.1 Location Data
With your consent, we collect precise or approximate location information, which may include GPS coordinates, IP-based location, city, state, or service-area data. Location data is used to:
Determine service availability and coverage areas
Match users with relevant service providers or locations
Support location management and operational functionality
Improve accuracy of regional features and reporting
Location data is collected only after user consent and only when location-based features are actively used. We do not collect location data in the background unless explicitly disclosed and permitted.
Users may withdraw location permissions at any time through their device settings.
9.2 Review Data & Review Management
We collect and process review-related data, which may include ratings, written feedback, timestamps, and associated business or service identifiers. Review data is used to:
Display and manage customer reviews
Support review response and moderation features
Analyze feedback to improve services and platform performance
Assist businesses with review management and reputation insights
Review data may be sourced directly from users or through connected third-party platforms where authorized.
9.3 Third-Party Services
We may use third-party services, including Google-provided tools or APIs, to support location functionality and review management features. Data processed through these services is handled in accordance with applicable privacy and security standards.
Our services integrate with Google APIs to provide certain features. When you connect your Google account, we request access to the following data through Google’s OAuth consent process:
- Google Business Profile API(
https://www.googleapis.com/auth/business.manage): your business accounts and locations (names and addresses, used for setup), and your customer reviews — including reviewer name, profile photo, star rating, review text, and your existing replies — which we sync to display in your dashboard, show on your booking/estimate pages, and let you reply to reviews from within our app. - Google Ads API(
https://www.googleapis.com/auth/adwords): your campaign, ad group, and ad performance data (names, spend, budgets, clicks, impressions, conversions, ad copy), account change history, and conversion actions, used to power your advertising performance dashboards, lead attribution, and conversion reporting. For Google Local Services Ads, this includes your account reports and lead details (consumer name, phone number, email, and message), which we display in your dashboard and CRM. - Google Calendar API(
https://www.googleapis.com/auth/calendar.readonlyandcalendar.events): we read events on your selected calendar to block those times from online booking and display them on your in-app calendar, and we create, update, and delete events on that calendar to mirror appointments booked through our platform. - Google account identity(
openid,userinfo.email): the email address of the Google account you connect, used solely to show you which account is linked.
9.4 Data Retention & Security
Location and review data are retained only for as long as necessary to fulfill their intended purposes, comply with legal obligations, or support legitimate business operations. We use reasonable administrative, technical, and physical safeguards to protect this data from unauthorized access, disclosure, or misuse.
- Google LLC (Gemini API)— when you click “generate reply” on a customer review, the reviewer’s name, star rating, and review text are sent directly to the Gemini API to draft a suggested response. This happens only when you actively use the feature. Our advertising assistant features also use the Gemini API; if you use our upcoming campaign analysis tools, aggregated advertising performance metrics obtained from the Google Ads API (campaign names, spend, lead counts, and cost per lead) may be processed by the Gemini API as well.
- OpenAI, L.L.C. (OpenAI API)— when a visitor to your website asks our chat assistant about your reviews or reputation, your aggregate review statistics (total review count and average star rating, derived from your synced Google reviews) are included in the AI request. This is triggered by your website visitors’ use of the chat assistant on your site.
- Data is transferred to the AI providers only to deliver the user-facing features described above, when those features are used.
- Google user data is not used to train or improve generalized artificial intelligence or machine learning models, by us or by the AI providers. Under OpenAI’s API terms, business data submitted via the API is not used for model training by default (openai.com/enterprise-privacy). Under the Gemini API’s terms for paid services, prompts and responses are not used to improve Google’s models (ai.google.dev/gemini-api/terms).
- The AI providers process data transiently and do not retain it beyond what is required to provide the service, in accordance with their data retention policies: Google Gemini API —ai.google.dev/gemini-api/terms; OpenAI —platform.openai.com/docs/guides/your-data.(Note: Gemini paid-tier requests may be retained for a limited period for abuse monitoring, and OpenAI retains API data up to 30 days by default — “transiently” is defensible but link both policies as written here so the claim is anchored to the providers’ own terms.)
- Humans at HVAC Quote do not read your Google user data except with your explicit consent, where necessary for security or legal compliance, or where the data has been aggregated and anonymized.
10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. When we make changes, we will update the “Effective Date” at the top of this page. We encourage you to review this Privacy Policy periodically for any updates.
11. Contact Us
If you have any questions or concerns about this Privacy Policy or how we handle your personal information, please contact us at:
Email: marko@hvacquote.ai