Privacy Policy

1. Information We Collect

When you use our website, book a service, subscribe to the Access Comfort Care Agreement, or contact us through any channel, we may collect:

• Personal identifiers: Name, phone number, email address, and property address
• Service data: Service request details, HVAC system information, technician notes, and appointment history
• Payment data: Processed securely through Square — we never store, access, or transmit raw card numbers
• Device data: Browser type, IP address, device type, and usage analytics
• Communications: Phone call recordings (with notice), SMS message logs, and email correspondence
• Location data: Property address for service dispatch; we do not track real-time location

2. How We Use Your Information

We use your information exclusively for legitimate business purposes:

• Schedule, dispatch, and perform HVAC service at your property
• Send appointment confirmations, technician ETA updates, and service receipts
• Respond to service inquiries and support requests
• Process subscription payments for the Access Comfort Care Agreement ($19.85/mo)
• Send maintenance reminders and seasonal HVAC tips
• Improve our website, service quality, and customer experience
• Comply with legal and regulatory obligations

3. SMS / Text Message Communications

By providing your phone number and submitting a service request, you consent to receive SMS text messages from SunDollar A/C & Heat related to your service appointment, including confirmations, technician dispatch notifications, and follow-ups.

• Message frequency: Varies based on service activity (typically 1–5 messages per appointment)
• Message & data rates may apply depending on your carrier plan
• Opt out: Reply STOP to any message to unsubscribe from SMS communications
• Help: Reply HELP for assistance or contact us at (972) 510-9873
• We do not sell or share your phone number with third parties for marketing purposes
• SMS consent is not a condition of purchasing any service

4. AI-Powered Services

Our website features an AI-powered chat assistant and our phone system uses AI voice reception technology to help answer questions and schedule appointments. These systems:

• May process your name, phone number, and service inquiry to provide accurate responses
• Do not make autonomous decisions about your service — all bookings are confirmed by our dispatch team
• Chat conversations are not stored permanently or used for marketing
• Voice interactions may be recorded for quality assurance

5. Third-Party Services

We use trusted third-party services to operate our business. Your data may be shared with providers in the following categories:

• Payment processing — Payments and subscriptions are processed through Square. Your payment data is governed by Square's Privacy Policy
• Customer data storage — Secure, encrypted database services for managing service records and customer information
• Mapping & scheduling — Location and calendar services for service area management and appointment scheduling
• Website hosting — Cloud hosting and content delivery for website performance and reliability
• Communications — Business phone, SMS, and email infrastructure for service notifications
• AI assistance — Chat and voice assistant functionality for customer service

We require all third-party providers to maintain industry-standard security practices. We do not sell your personal data to any third party.

6. Cookies & Tracking

Our website uses cookies and similar technologies to improve performance and user experience:

• Essential cookies: Required for basic site functionality (session management, security)
• Analytics cookies: Help us understand how visitors use our site (page views, bounce rates)
• Performance cookies: Optimize page load times and content delivery

You can control cookie settings through your browser preferences. Disabling cookies may affect some site features.

7. Data Retention

We retain your personal information only as long as necessary:

• Service records: Retained for the duration of your customer relationship plus 7 years for warranty and legal purposes
• Payment records: Retained per IRS requirements (typically 7 years)
• SMS opt-out records: Retained indefinitely to honor your opt-out preference
• Analytics data: Aggregated and anonymized; individual data retained up to 26 months

You may request early deletion of your data by contacting us (subject to legal retention requirements).

8. Data Security

We implement industry-standard security measures to protect your data:

• All data transmitted via HTTPS/TLS encryption
• Payment card data tokenized exclusively through Square — we never see your card number
• Access controls and authentication for all internal systems
• Rate limiting and abuse prevention on all public-facing APIs
• Regular security audits of our web applications and infrastructure

9. Your Rights

Regardless of where you live, you have the right to:

• Access the personal information we hold about you
• Correct inaccurate or incomplete data
• Delete your data (subject to legal retention requirements)
• Opt out of SMS communications at any time by replying STOP
• Withdraw consent for any optional data processing
• Request a copy of your data in a portable format

10. Do Not Sell My Information

SunDollar A/C & Heat does not sell, rent, or trade your personal information to any third party for monetary or other valuable consideration. This applies to all customers regardless of state of residence.

11. Children's Privacy

Our services are not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a minor, please contact us immediately and we will delete it.