PRIVACY POLICY

1. Introduction

HVAChub ("we," "our," or "us") respects your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered call answering services for HVAC businesses.

2. Information We Collect

2.1 Business Information

• Company name and contact details
• Business hours and service areas
• Pricing and service offerings
• Employee/operator phone numbers

2.2 Call Data

• Phone numbers (caller and recipient)
• Call duration and timestamps
• Call recordings (when enabled)
• Transcripts of conversations
• Customer service requests and job details

2.3 Technical Information

• IP addresses
• Browser type and version
• Device information
• Usage patterns and analytics

2.4 Payment Information

• Billing address
• Payment method details (processed securely through third-party payment processors)

3. How We Use Your Information

We use collected information to:

• Provide and maintain our AI answering service
• Process and route calls to your business
• Send SMS notifications to operators about incoming service calls
• Improve our service quality and features
• Process payments and prevent fraud
• Communicate with you about service updates
• Comply with legal obligations
• Analyze usage patterns to enhance user experience

4. Data Sharing and Disclosure

4.1 We May Share Data With:

• Service providers (Twilio for SMS, payment processors, cloud hosting providers)
• Law enforcement when required by law or to protect rights and safety
• Professional advisors (lawyers, accountants) under strict confidentiality agreements

4.2 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new entity. We will notify you of any such change.

5. Data Retention

• Call recordings: Stored for 90 days unless you request longer retention
• Account information: Retained while your account is active
• Billing records: Retained for 7 years for tax and legal compliance
• After account closure: Data is deleted within 30 days unless legally required to retain

6. Data Security

We implement industry-standard security measures including:

• Encryption of data in transit (TLS/SSL) and at rest (AES-256)
• Regular security audits and vulnerability assessments
• Access controls and multi-factor authentication
• Secure data centers with physical security measures
• Employee training on data protection

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

7. Your Rights

You have the right to:

• Access your personal information
• Correct inaccurate data
• Request deletion of your data
• Opt-out of marketing communications
• Export your data in a portable format (data portability)
• Object to processing of your personal data
• Withdraw consent at any time

To exercise these rights, contact us at [email protected]. We will respond within 30 days.

8. Cookies and Tracking

We use cookies and similar technologies for authentication, analytics, user preferences, and service functionality. You can control cookies through your browser settings, though disabling them may affect service functionality.

9. Third-Party Services

Our service integrates with third-party platforms including Twilio (SMS and telephony), payment processors (Stripe, PayPal), and cloud hosting providers (AWS, Google Cloud). Their use of your information is governed by their own privacy policies.

10. Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect information from children. If we learn we have collected information from a child, we will delete it immediately.

11. California Privacy Rights (CCPA)

California residents have additional rights under the California Consumer Privacy Act:

• Right to know what personal information is collected
• Right to know if personal information is sold or disclosed
• Right to delete personal information
• Right to opt-out of the sale of personal information (we do not sell data)
• Right to non-discrimination for exercising privacy rights

To exercise CCPA rights, email [email protected] with "California Privacy Rights" in the subject line.

12. Call Recording Consent

By using HVAChub's service, you acknowledge that:

• Calls may be recorded for quality assurance and training purposes
• You are responsible for informing your callers that calls may be recorded
• You must comply with call recording laws in your jurisdiction
• Recorded calls are stored securely and only accessed by authorized personnel

13. SMS Notifications & A2P Compliance

By providing phone numbers for SMS notifications, you agree to the following terms in compliance with A2P 10DLC regulations:

• You consent to receive service-related SMS messages from HVAChub.
• No mobile information will be shared with third parties/affiliates for marketing/promotional purposes.
• All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
• Standard message and data rates may apply.
• You can opt-out by replying STOP to any message.

14. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes via email, website notice, or in-service notification. Continued use after changes constitutes acceptance of the updated policy.

15. Contact Information