Effective Date: August 4, 2026

    Privacy Policy

    Your calls, your customers, your data — always yours. This policy explains exactly what information HVAC GROW.ai collects, why we collect it, how we protect it, and your rights over every bit of it.

    1. Who We Are

    HVAC GROW.ai ("we," "us," "our") provides a done-for-you AI receptionist, CRM, and booking automation platform built exclusively for HVAC businesses. Our services include a 24/7 AI-powered phone answering system, customer relationship management, automated follow-up sequences, database reactivation campaigns, reputation management, and branded HVAC websites.

    This Privacy Policy applies to all information collected through our website at hvacgrow.ai, our qualification survey, demo booking flow, client onboarding, and every tool within the HVAC GROW.ai platform.

    2. Information We Collect

    Information you provide directly

    • Qualification survey responses — business name, call volume, service area, average ticket size, and whether you're looking to solve a specific problem.
    • Contact details — name, email address, phone number, and business address submitted through our forms or during onboarding.
    • Payment information — billing details processed through Stripe when you subscribe to a plan. We do not store your full credit card number on our servers.
    • Communications — messages, emails, and support requests you send to us.

    Information collected automatically

    • Device and browser data — IP address, browser type, operating system, device identifiers, and screen resolution.
    • Usage data — pages visited, time on page, clicks, referral source, and navigation path through our site and platform.
    • Cookies and similar technologies — see Section 7 below.

    Information generated through the platform

    • Call recordings and transcripts — when the AI receptionist answers calls on your behalf, the calls may be recorded and transcribed to log lead details, flag emergencies, and improve the system.
    • CRM records — contact details, appointment history, job notes, and communication logs for the leads and customers managed in your HVAC GROW.ai CRM.
    • Automated message logs — SMS, email, and voicemail follow-up messages sent by the platform on your behalf.

    3. How We Use Your Information

    We use the information we collect to:

    • Determine whether our platform is a fit for your shop during the qualification process.
    • Set up and operate your AI receptionist, CRM, automations, and branded website.
    • Answer incoming calls, book appointments, and route emergency alerts to your phone.
    • Run database reactivation campaigns and review request sequences on your behalf.
    • Process payments and manage your subscription.
    • Send you system notifications, onboarding updates, and support communications.
    • Improve, troubleshoot, and optimize platform performance and AI accuracy.
    • Comply with legal obligations and enforce our Terms of Service.

    We do not sell your personal information. We do not sell your customers' personal information. Ever.

    4. AI Receptionist & Call Data

    Our AI receptionist answers phone calls on behalf of your HVAC business. Here's how call data is handled:

    • Call recordings — inbound calls answered by the AI may be recorded. Recordings are stored securely and are accessible to you through your CRM dashboard.
    • Transcriptions — calls are transcribed automatically to create lead records, capture job details, and identify emergency situations.
    • AI training — anonymized and aggregated call data may be used to improve the AI's accuracy, tone, and HVAC-specific understanding. Individual call recordings tied to your account are never shared with other clients.
    • Caller notification — depending on your state's recording consent laws, the AI may inform callers that the call is being recorded. You are responsible for ensuring compliance with applicable state and federal recording consent requirements for your service area.
    • Emergency handling — when the AI detects an emergency (no heat, no cool, vulnerable occupants), it pushes an alert to your phone immediately. This requires processing the call content in real time.

    Your calls belong to you. You can access, download, or delete any call recording or transcript from your dashboard at any time.

    5. When We Share Information

    We share your information only in these limited circumstances:

    • Service providers — we use trusted third-party tools to operate the platform (see Section 6). These providers only access data necessary to perform their function and are contractually required to protect it.
    • Payment processing — Stripe processes your subscription payments. Their handling of your payment data is governed by Stripe's Privacy Policy.
    • Legal compliance — we may disclose information if required by law, court order, or governmental regulation, or if necessary to protect the rights, safety, or property of HVAC GROW.ai, our clients, or the public.
    • Business transfer — if HVAC GROW.ai is acquired, merged, or sells assets, your information may be transferred as part of that transaction. We will notify you before your data becomes subject to a different privacy policy.

    We never sell, rent, or trade your personal data or your customers' data to advertisers, data brokers, or any unrelated third party.

    6. Third-Party Services

    Our platform is built on and integrates with the following categories of third-party services. Each operates under its own privacy policy:

    • Platform infrastructure — our CRM, automations, websites, and AI agents are powered by a white-label SaaS platform. Your data is hosted on their infrastructure and governed by their data processing practices.
    • AI and telephony — voice AI, call routing, and SMS services are provided through integrated telephony and AI providers.
    • Payment processing — Stripe handles all subscription billing and payment data.
    • Analytics — we may use analytics tools (such as Google Analytics or Meta Pixel) on our marketing site to understand traffic and ad performance.
    • Email and communication — transactional and marketing emails may be sent through integrated email service providers.

    We encourage you to review the privacy policies of any third-party services you interact with.

    7. Cookies & Tracking

    Our website uses cookies and similar tracking technologies to:

    • Remember your preferences and session state.
    • Analyze site traffic and usage patterns.
    • Measure the performance of advertising campaigns.
    • Deliver relevant retargeting ads on platforms such as Meta (Facebook/Instagram) and Google.

    You can control cookies through your browser settings. Disabling cookies may affect site functionality. For advertising-specific opt-outs, visit aboutads.info or networkadvertising.org.

    8. Data Security

    We take reasonable technical and organizational measures to protect your information, including:

    • Encrypted data transmission (TLS/SSL) across all platform pages and API connections.
    • Access controls that limit data access to authorized team members only.
    • Secure payment processing through Stripe's PCI-DSS compliant infrastructure.
    • Regular monitoring for unauthorized access or unusual activity.

    No method of electronic storage or internet transmission is 100% secure. While we work to protect your information, we cannot guarantee absolute security.

    9. Data Retention

    We retain your information for as long as your account is active or as needed to provide our services. Specifically:

    • Account and CRM data — retained for the duration of your subscription and for a reasonable period afterward to allow for reactivation or data export.
    • Call recordings and transcripts — retained in your CRM until you delete them or close your account.
    • Billing records — retained as required by applicable tax and financial regulations.
    • Marketing site data — analytics and cookie data are retained according to the defaults of the respective analytics providers.

    When you cancel your subscription, you can request a full export of your data. After a reasonable wind-down period, we will delete or anonymize your data unless retention is required by law.

    10. Your Rights

    Depending on your location, you may have certain rights regarding your personal information:

    • Access — request a copy of the personal data we hold about you.
    • Correction — request that we correct inaccurate or incomplete data.
    • Deletion — request that we delete your personal data, subject to legal retention requirements.
    • Portability — request your data in a structured, commonly used format.
    • Opt-out of marketing — unsubscribe from marketing emails at any time using the link in any email, or by contacting us directly.

    To exercise any of these rights, email us at RANDALL@HVACGROW.AI. We will respond within 30 days.

    California residents (CCPA)

    If you are a California resident, you have the right to know what personal information we collect, request its deletion, and opt out of its sale. As stated above, we do not sell personal information. To submit a request, contact us at RANDALL@HVACGROW.AI.

    11. Children's Privacy

    HVAC GROW.ai is a business-to-business platform designed for HVAC company owners and operators. We do not knowingly collect personal information from anyone under the age of 18. If we learn that we have collected data from a child, we will delete it promptly. If you believe a child has provided us with personal information, please contact us at support@hvacgrow.ai.

    12. Changes to This Policy

    We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will update the "Effective Date" at the top of this page and, where appropriate, notify you by email or through the platform.

    We encourage you to review this page periodically for the latest information on our privacy practices.

    13. Contact Us

    If you have questions about this Privacy Policy or how your data is handled, reach out:

    Email: RANDALL@HVACGROW.AI

    Website: hvacgrow.ai