HVACTracks LLC (“HVACTracks,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains how we collect, use, store, share, and protect information when you access or use our website, software, mobile-friendly web application, reports, forms, accounts, subscriptions, and related services (collectively, the “Services”).
By using HVACTracks or accessing our Services, you acknowledge that you have read and understand this Privacy Policy.
Information We Collect
We may collect information directly from you, automatically through your use of the Services, or from authorized users within your organization.
A. Account and Contact Information
We may collect:
- Name
- Email address
- Company or organization name
- User role (such as administrator or technician)
- Login credentials and account settings
- Subscription plan information
- Support requests and communications
B. Refrigerant Compliance and Workspace Information
HVACTracks is designed to help businesses track refrigerant activity and maintain compliance-related records. Information submitted to the Services may include:
- Refrigerant transaction logs
- Refrigerant type and quantity
- Equipment or system information
- Service details
- Technician notes
- Log timestamps
- Service addresses or manually entered locations
- Uploaded photos
- Signatures
- Generated reports and exports
- Workspace activity and log history
Users may optionally choose to include location information for a log entry. GPS or device location information is only collected when a user explicitly chooses to use location features for a specific log.
C. Technical and Usage Information
We may automatically collect technical information regarding use of the Services, including:
- IP address
- Browser type and version
- Device type
- Operating system
- Website usage information
- Session activity
- Login history
- Error logs
- Security and authentication events
- Approximate geographic region derived from IP address
- Referring website or source
We may also collect information necessary to maintain system performance, reliability, and security.
D. Payment and Billing Information
If you subscribe to paid Services, payment processing may be handled by third-party payment processors, such as Stripe.
We do not intend to store complete payment card numbers on our own systems. Payment processors may collect and process billing information according to their own privacy policies and security practices.
We may retain limited billing-related information such as:
- Subscription status
- Billing history
- Invoice status
- Customer account identifiers
- Payment events necessary to manage subscriptions
How We Use Information
We may use collected information to:
- Provide and operate HVACTracks
- Maintain refrigerant compliance tracking functionality
- Create, organize, and store refrigerant logs and records
- Generate reports and exports
- Manage workspaces and user accounts
- Process subscriptions and billing
- Provide customer support
- Troubleshoot technical problems
- Maintain account security
- Authenticate users and prevent unauthorized access
- Detect fraud, abuse, misuse, or security incidents
- Improve reliability, functionality, and performance of the Services
- Send service-related communications
- Send password reset emails
- Send account invitations
- Send billing notifications
- Send security notices
- Communicate important operational or service-related updates
- Comply with legal, accounting, tax, or regulatory obligations
- Enforce our agreements and protect our legal rights
We do not currently send marketing or promotional emails.
Customer Data Ownership
Customer organizations retain ownership of the information they submit to HVACTracks.
By submitting information to the Services, customers grant HVACTracks a limited, non-exclusive right to host, store, process, transmit, display, back up, and otherwise use submitted information solely as necessary to operate, maintain, secure, troubleshoot, improve, and provide the Services.
HVACTracks does not claim ownership of customer refrigerant logs, uploaded materials, reports, or workspace data.
Workspace administrators are responsible for managing user access within their organization.
Support Access and Authorized Review
HVACTracks personnel may access limited customer information when reasonably necessary to:
- Provide customer support
- Troubleshoot technical issues
- Investigate bugs or system errors
- Maintain security
- Detect fraud or misuse
- Enforce our agreements
- Comply with legal obligations
We seek to limit access to customer information to only what is reasonably necessary for these purposes.
Third-Party Service Providers
We may use third-party providers to help operate the Services.
These providers may process information on our behalf as reasonably necessary to provide functionality, hosting, billing, authentication, communication, monitoring, or security.
Examples may include:
- Cloud hosting providers
- Database providers
- Authentication providers
- Payment processors
- Email providers
- Monitoring and logging providers
- Analytics providers
- Security providers
At the time of this policy, HVACTracks may use service providers including:
- Stripe (payment processing)
- Supabase (authentication and database services)
- Vercel (application hosting and infrastructure)
- Resend or similar providers (transactional email delivery)
Third-party providers operate under their own privacy policies and terms. HVACTracks is not responsible for the independent privacy practices of third-party providers.
How We Share Information
We may share information only as reasonably necessary to operate our business and provide the Services.
Information may be shared with:
- Service providers who help operate HVACTracks
- Payment processors
- Hosting, authentication, database, and infrastructure providers
- Email and communication providers
- Security and monitoring providers
- Professional advisors such as attorneys, accountants, insurers, or auditors
- Government agencies, regulators, courts, or law enforcement when required by law
- Parties involved in a merger, acquisition, financing, restructuring, sale of assets, bankruptcy, or similar business transaction
We may also share information:
- With your consent
- At your direction
- When necessary to protect rights, property, safety, or security
We do not knowingly sell personal information.
We do not knowingly share personal information for cross-context behavioral advertising.
Cookies, Session Data, and Analytics
HVACTracks may use cookies, local storage, session storage, authentication tokens, or similar technologies to:
- Maintain login sessions
- Remember settings and preferences
- Operate core application functionality
- Improve reliability and performance
- Maintain security
- Detect abuse or unauthorized access
- Understand product performance and usage trends
You may control certain browser cookie settings; however, disabling certain technologies may affect functionality of the Services.
Data Security
HVACTracks uses reasonable administrative, technical, and organizational safeguards designed to protect information.
These safeguards may include:
- Authentication controls
- Access restrictions
- Role-based permissions
- Tenant and workspace separation
- Encryption where appropriate
- Secure hosting environments
- Security monitoring
- Logging and auditing
- Vendor security controls
However, no website, software system, cloud service, storage platform, transmission method, or internet-connected system can be guaranteed completely secure.
Accordingly, HVACTracks cannot guarantee absolute security of information.
Users are responsible for protecting their passwords, devices, credentials, and account access.
Data Retention
HVACTracks retains information for as long as reasonably necessary to:
- Provide the Services
- Maintain accounts and subscriptions
- Preserve customer records
- Support troubleshooting and recovery
- Resolve disputes
- Enforce agreements
- Maintain security
- Comply with legal, tax, accounting, or regulatory obligations
Following account cancellation or workspace termination, HVACTracks may retain customer data for approximately 90 days to allow recovery, reactivation, dispute resolution, fraud prevention, billing resolution, security investigation, backup recovery, and related operational purposes.
After this period, data may be deleted or anonymized, except where longer retention is required by law or reasonably necessary for legitimate business purposes.
Customers are responsible for maintaining their own copies of important records and reports.
Data Deletion Requests
You may contact us to request deletion of certain information.
We may deny, delay, or limit deletion requests where information is reasonably necessary to:
- Provide Services
- Maintain account integrity
- Complete transactions
- Resolve disputes
- Prevent fraud or abuse
- Maintain backups
- Protect legal rights
- Enforce agreements
- Comply with legal, tax, accounting, or regulatory obligations
Information may remain temporarily in backups or archived systems until deletion occurs through ordinary retention and overwrite processes.
Your Privacy Rights
Depending on your location and applicable law, you may have rights relating to your information, including the right to:
- Request access to personal information
- Request correction of inaccurate information
- Request deletion of certain information
- Request a copy of certain information
- Limit certain uses of personal information
- Appeal certain privacy-related decisions where required by law
To submit a request, contact us at:
We may need to verify identity before processing requests.
We may deny requests where permitted by applicable law.
California and State Privacy Rights
Certain U.S. states may provide additional privacy rights.
HVACTracks does not knowingly sell personal information.
HVACTracks does not knowingly share personal information for targeted advertising or cross-context behavioral advertising.
If our practices change, this Privacy Policy will be updated as required by applicable law.
International Users
HVACTracks is based in the United States.
If you access the Services from outside the United States, you understand that information may be transferred to, processed, and stored in the United States or other jurisdictions where service providers operate.
Those jurisdictions may have privacy laws different from those in your location.
Data Breach Response
If HVACTracks becomes aware of unauthorized access to information, we will take reasonable steps to investigate, contain, and respond to the incident.
Where required by applicable law, HVACTracks may notify affected users, customers, regulators, or authorities within legally required timeframes.
Children’s Privacy
The Services are intended for businesses and individuals age 18 or older.
HVACTracks does not knowingly collect personal information from children under 13.
If we become aware that personal information from a child under 13 has been collected, we will take reasonable steps to delete such information.
Links to Third-Party Services
The Services may contain links to third-party websites or services.
HVACTracks is not responsible for the privacy practices, content, availability, or security of third-party websites or services.
Users should review the privacy policies of those third parties before providing information.
Business Transfers
If HVACTracks is involved in a merger, acquisition, financing, restructuring, bankruptcy, sale of assets, or similar transaction, information may be transferred as part of that transaction.
Any successor entity may continue using information consistent with this Privacy Policy unless otherwise required by law.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time.
Updated versions will be posted on our website with a revised effective date.
Continued use of the Services following updates constitutes acknowledgment of the revised Privacy Policy.
Contact Us
If you have questions about this Privacy Policy or wish to make a privacy-related request, contact us:
HVACTracks LLC
Email: support@hvactracks.com
Website: hvactracks.com