ContactHVAC Privacy Policy
This Privacy Policy explains what information ContactHVAC may collect, how we use and disclose it, and the choices available when you use our website or submit an HVAC service request.
Tell Us About Your Heating or Cooling Project.
Share a few details about your system, property, and the help you need. We’ll use that information to connect you with a relevant Massachusetts HVAC professional.
Submitting an HVAC service request authorizes ContactHVAC to use and disclose the request as described in this policy. This may include sharing the information with one or more independent HVAC professionals that may be able to respond.
Privacy at ContactHVAC
This overview highlights the main points. The complete policy below contains the controlling details.
You decide what to submit
ContactHVAC receives information you enter into contact, feedback and HVAC service-request forms.
Service requests may be shared
Information submitted to find HVAC help may be provided to independent contractors or matching partners.
Website activity may be measured
Analytics, cookies and server logs may help us understand traffic, performance and website usage.
Contractors are independent
A contractor that receives your information is responsible for its own privacy and business practices.
We use service providers
Hosting, forms, security, communications and analytics providers may process information for us.
You may contact us about your data
Depending on applicable law, you may request access, correction, deletion or other privacy actions.
Scope of This Privacy Policy
This Privacy Policy describes how ContactHVAC (“ContactHVAC,” “we,” “us” or “our”) collects, uses, discloses and otherwise processes personal information through the ContactHVAC website and related forms, features and communications.
This policy applies to information submitted through ContactHVAC, including general contact forms, correction requests and requests to locate heating, cooling or other HVAC professionals.
This policy does not govern the independent privacy practices of HVAC contractors, utilities, government agencies, financing providers, manufacturers or other third parties whose websites or services you may use.
ContactHVAC is not the HVAC contractor
ContactHVAC provides educational and contractor-matching services. Independent HVAC companies determine whether to respond and are responsible for their own estimates, contracts, work and privacy practices.
Information We May Collect
The information collected depends on how you use the website and what you choose to submit.
| Category | Examples | Why it may be collected |
|---|---|---|
| Contact information | Name, email address, telephone number and preferred contact method. | To respond to messages and facilitate HVAC service requests. |
| Location information | City, town, ZIP code, service address or general property location. | To determine which professionals may serve the property. |
| Property information | Property type, ownership status, approximate size, occupancy or access information. | To understand the likely scope and location of an HVAC request. |
| HVAC project information | System type, fuel, equipment age, problem description, service requested, project timing and budget information. | To evaluate and route a service request to potentially relevant professionals. |
| Message content | Questions, feedback, corrections, attachments or other submitted details. | To understand and respond to the inquiry. |
| Device and usage information | IP address, browser, operating system, pages viewed, referring page, timestamps and approximate location inferred from IP. | To operate, secure, analyze and improve the website. |
| Cookie and analytics information | Cookie identifiers, sessions, traffic source, interactions and performance data. | To remember preferences and understand how the website is used. |
| Communication information | Emails, call details, text-message activity and records of communications where permitted. | To provide support, document consent and facilitate requested communications. |
Use forms only for information relevant to your request
Do not submit Social Security numbers, financial-account passwords, payment-card numbers, medical records or other unnecessary sensitive personal information.
How We Collect Information
We may collect information from the following sources:
- Directly from you, including when you complete a form, send a message or request HVAC help.
- Automatically from your device, including through server logs, cookies, analytics and similar technologies.
- From service providers, such as website hosts, form providers, security tools, analytics services and communications platforms.
- From contractors or matching partners, including updates about whether a service request was contacted, scheduled or completed.
- From public or business sources, when we research contractor information, service areas or business details.
Contact forms may be powered by WordPress plugins such as Fluent Forms. Information submitted through those forms may be stored within the website database, transmitted by email or processed by connected services, depending on the form configuration.
How We May Use Information
We may use personal information to:
- Operate, maintain and secure ContactHVAC.
- Respond to general questions and support requests.
- Process requests for HVAC assistance.
- Identify potentially relevant independent contractors.
- Transmit service requests to contractors or matching partners.
- Facilitate communications related to the requested service.
- Confirm, update or complete submitted information.
- Monitor website traffic and performance.
- Improve forms, content and user experience.
- Detect spam, fraud, abuse and security incidents.
- Maintain records of requests and communications.
- Comply with applicable legal and regulatory obligations.
- Establish, exercise or defend legal claims.
- Evaluate the performance of advertising, referral or matching activities.
We may also use information for another purpose disclosed at the time of collection or with your permission.
HVAC Service Requests and Contractor Matching
When you submit a request for heating, air-conditioning or other HVAC assistance, you are asking ContactHVAC to help identify and facilitate contact with potentially relevant independent professionals.
To provide this service, ContactHVAC may disclose the information in your request to one or more HVAC companies, contractor networks, referral partners or service providers that may assist with processing or routing the request.
Information shared may include:
- Your name and contact details.
- The location where service is requested.
- Property and HVAC-system information.
- The problem or service you described.
- Your project timing and communication preferences.
- Other information you included in the request.
A contractor may contact you about your request
After information is provided to an independent contractor, that contractor may contact you by the methods permitted by your request and applicable law. The contractor is responsible for its own communications, privacy practices and handling of your information.
ContactHVAC may receive compensation for connecting a user with a contractor, providing a service opportunity, or otherwise facilitating a commercial relationship. Such compensation does not increase the amount a homeowner is required to pay unless separately disclosed by the contractor or service provider.
Submitting a request does not guarantee that a contractor will respond, accept the project, provide a quote or perform the requested work.
How We May Disclose Information
We may disclose personal information to the following categories of recipients:
Independent HVAC professionals
Service-request information may be disclosed to professionals that may serve the requested location.
Website service providers
Hosting, forms, email, communications, database, security and technical-support providers.
Analytics and advertising providers
Providers that help measure traffic, referrals, campaigns and website performance.
Referral and routing partners
Companies that help identify contractors, process requests or route service opportunities.
Legal and regulatory recipients
Courts, regulators, law enforcement or other recipients when legally required or appropriate.
Successors and transaction parties
Potential buyers, investors, lenders or successors in connection with a business transaction.
We may also disclose information when we believe it is reasonably necessary to protect users, contractors, ContactHVAC, our rights or the security of the website.
We may disclose aggregated or deidentified information that does not reasonably identify an individual.
Email, Telephone and Text Communications
When you provide an email address or telephone number, ContactHVAC or an independent contractor may use that information to respond to the request you submitted.
Depending on the form language and consent you provide, communications may include calls, emails or text messages about the requested service. Message and data rates may apply to text messages.
Consent to receive marketing communications should not be a condition of purchasing HVAC services unless clearly disclosed and legally permitted.
You may unsubscribe from marketing email through the unsubscribe mechanism included in the message. You may request that text messages stop by replying with an appropriate opt-out instruction, such as STOP, when supported.
Your service-request form must match this policy
The form should clearly explain who may contact the user, the purpose of the contact and whether calls or text messages may be automated. Do not rely on this Privacy Policy alone to obtain legally required communications consent.
How Long We Retain Information
ContactHVAC may retain information for as long as reasonably necessary for the purposes described in this policy, including to:
- Process and document service requests.
- Respond to questions and privacy requests.
- Measure referrals and contractor responses.
- Maintain business and accounting records.
- Prevent abuse and protect website security.
- Comply with legal obligations.
- Resolve disputes and enforce agreements.
Retention periods may vary based on the type of information, purpose of collection, sensitivity, legal requirements and operational need.
When information is no longer reasonably required, we may delete, anonymize or securely dispose of it, subject to backup systems and legal retention requirements.
Data Security
ContactHVAC uses reasonable administrative, technical and organizational measures intended to protect personal information from unauthorized access, disclosure, loss, misuse or alteration.
These measures may include access controls, secure hosting, software updates, spam prevention, malware protection, encrypted transmission and service-provider safeguards.
No internet transmission or storage system is completely secure
ContactHVAC cannot guarantee that information will never be accessed, used or disclosed in an unauthorized manner. Submit only information reasonably necessary for the service or message.
Your Privacy Choices and Rights
Depending on where you live and whether a particular privacy law applies to ContactHVAC, you may have the right to request one or more of the following:
- Confirmation that we process your personal information.
- Access to certain personal information we maintain.
- Correction of inaccurate personal information.
- Deletion of certain personal information.
- A portable copy of certain information.
- Information about categories of data and recipients.
- Opt-out of certain sales, sharing or targeted advertising.
- Restriction or limitation of certain sensitive-data uses.
- Withdrawal of consent where processing relies on consent.
- Appeal of a denied request where applicable.
- Freedom from unlawful discrimination for exercising privacy rights.
Submitting a request
Submit a privacy request through the ContactHVAC contact page. Select the privacy-related message option and describe the action requested.
We may need to verify your identity before fulfilling certain requests. Verification may require confirmation of information associated with the original submission. We will not request more information than reasonably necessary for verification.
An authorized agent may submit a request where permitted by law. We may require evidence that the agent is authorized to act for the individual.
Requests involving contractors
Deleting information from ContactHVAC does not necessarily delete copies already provided to an independent contractor. You may need to submit a separate request directly to that contractor.
Privacy laws define these terms differently
Disclosing a service request to a contractor in order to connect a homeowner with HVAC service may be treated as a “sale,” “sharing” or another regulated disclosure under some state laws, particularly when compensation is involved. ContactHVAC will provide legally required choices when an applicable law requires them.
Children’s Privacy
ContactHVAC is intended for adults seeking property and HVAC information. It is not directed to children under 13, and we do not knowingly collect personal information from children under 13.
If you believe a child submitted personal information to ContactHVAC, contact us through the Contact page so the information can be reviewed and, where appropriate, deleted.
External Websites and Independent Services
ContactHVAC may link to government agencies, utilities, manufacturers, contractors, financing providers and other external websites.
External websites are governed by their own terms, cookie practices and privacy policies. ContactHVAC is not responsible for the privacy, security, accuracy or availability of third-party services.
Review the applicable privacy policy before providing personal information to an external website or contractor.
Processing in the United States and Other Locations
ContactHVAC is operated in the United States. Information may be processed and stored in the United States or in other locations where our hosting, analytics, form, communications or other service providers operate.
Privacy and data-protection laws in those locations may differ from the laws where you live.
Changes to This Privacy Policy
ContactHVAC may update this Privacy Policy as the website, technology, service relationships, legal requirements or data practices change.
When the policy is updated, the effective date displayed at the top of the policy will be revised. Material changes may also be communicated through a website notice or another appropriate method when required.
Changes will apply prospectively unless applicable law permits or requires otherwise. We will not rely on a quiet policy update to obtain consent for materially different uses where affirmative consent is legally required.
Contact ContactHVAC About Privacy
For privacy questions, requests or complaints, use the ContactHVAC Contact page.
Please select or identify the message as a privacy request and include:
- Your name and preferred reply address.
- The approximate date of the original submission.
- The property city or ZIP code, when relevant.
- The type of privacy request.
- Enough information to locate the relevant record.
Do not include Social Security numbers, payment-card information, passwords or other unnecessary sensitive data.
Privacy Policy FAQs
Does ContactHVAC share HVAC service requests with contractors?
Yes. When a user requests HVAC help, ContactHVAC may share the submitted information with one or more independent contractors, matching partners or service providers that may be able to respond.
Can a contractor contact me after I submit a request?
Yes. Contractors receiving a service request may contact the user about the requested heating or cooling service, subject to the consent provided and applicable law.
Does ContactHVAC sell HVAC leads?
ContactHVAC may receive compensation for connecting users with contractors, providing service opportunities or facilitating referrals. Some privacy laws may define compensated disclosures as a sale or sharing of personal information.
Does ContactHVAC use cookies?
ContactHVAC and its service providers may use cookies and similar technologies for essential functionality, security, analytics and website performance.
Does ContactHVAC use Google Analytics?
ContactHVAC may use Google Analytics or a similar analytics service to understand website traffic and interactions. This section applies when such analytics technology is enabled.
How can I request deletion of my information?
Submit a privacy request through the ContactHVAC contact page. Include enough information to locate the relevant submission. Certain records may be retained when permitted or required by law.
Will deleting my data from ContactHVAC delete it from a contractor?
Not necessarily. Independent contractors maintain their own records and privacy practices. You may need to contact the contractor directly.
Does ContactHVAC collect payment-card information?
ContactHVAC service-request and general-contact forms are not intended to collect payment-card numbers. Do not enter financial-account details or payment credentials into those forms.
Is information submitted through Fluent Forms stored?
Form submissions may be stored in the WordPress database, transmitted by email or processed by connected services depending on how the form and website are configured.
Contact ContactHVAC About Your Information
Use the general contact form and identify your message as a privacy-related request.