Privacy Policy

Effective date: December 31, 2025

  1. Introduction Cool Days A/C Inc. ("we," "us," or "our") is a family-owned HVAC company serving the east valley of Phoenix, Arizona. This Privacy Policy explains how we collect, use, disclose, and protect personal information when you interact with us, including through our website, by phone, in person, or when you request services or submit inquiries.

  2. Information We Collect We collect the following types of information:

  • Contact and identity information: name, mailing address, email address, phone number.

  • Service and billing information: service history, installation details, equipment models and serial numbers, invoices, payment method and payment transaction details, warranty information.

  • Account and communication records: appointment requests, service notes, messages, emails, call recordings or transcripts (if consented or permitted by law).

  • Location information: service address and other location data needed to provide service.

  • Device and usage information: IP address, browser type, device identifiers, pages visited and usage patterns on our website and online forms.

  • Marketing preferences: opt-in/opt-out choices and communication preferences.

  • Other information you provide: photos, notes, or other details you share to obtain a quote or schedule service.

  1. How We Collect Information We collect information when you:

  • Fill out forms on our website or in person.

  • Call, email, text, or message us.

  • Schedule services, request estimates, or purchase products.

  • Pay invoices or make warranty claims.

  • Interact with our website (cookies and similar technologies; see Section 8).

  • Provide information to our technicians or staff during service calls.

  1. Purposes for Using Your Information We use personal information to:

  • Provide, maintain, and improve our HVAC sales, installation, repair, and maintenance services.

  • Process appointments, service requests, estimates, orders, payments, and warranties.

  • Communicate with you about services, invoices, scheduling, and support.

  • Send transactional messages and important notices.

  • Respond to inquiries, feedback, complaints, and legal requests.

  • Conduct business operations, recordkeeping, and accounting.

  • Comply with legal and regulatory obligations.

  • Send marketing communications, where you have consented or where permitted by law, and to manage your marketing preferences.

  • Analyze and improve our website, services, and customer experience.

  1. Legal Bases for Processing (where applicable) When required by law (for example, under consumer privacy laws), we rely on the following legal bases to process personal information:

  • Performance of a contract: to fulfill our commitments when providing services you requested.

  • Legitimate interests: to operate and improve our business, prevent fraud, and communicate service-related messages, balanced against your privacy rights.

  • Consent: for sending marketing communications or where we request explicit permission.

  • Legal compliance: to comply with legal obligations and respond to lawful requests.

  1. Sharing and Disclosure of Information We may share personal information with:

  • Service providers and contractors who perform services on our behalf (e.g., payment processors, software providers, scheduling platforms, marketing providers, and subcontractor technicians).

  • Vendors for parts, equipment manufacturers, and warranty administrators as necessary to fulfill service, warranty, or installation obligations.

  • Affiliates and other companies within our organization for business operations.

  • Law enforcement or government authorities when required by law or to protect rights, property, or safety.

  • Parties in connection with a business transaction, such as a sale, merger, or financing, subject to confidentiality protections.

  • Other parties with your consent.

We do not sell personal information for monetary consideration. If definitions change under applicable law and the meaning of "sale" or similar terms differs, we will notify you and provide applicable choices.

  1. Data Retention We retain personal information for as long as necessary to provide services, fulfill contractual and legal obligations, resolve disputes, enforce agreements, maintain records for tax and accounting, and for archival purposes consistent with our business needs and legal requirements. Retention periods vary depending on the type of data and purpose collected.

  2. Cookies and Similar Technologies We use cookies and similar technologies on our website to enable site functionality, remember preferences, analyze trends, and improve user experience. You can manage cookie preferences through your browser settings or any opt-out mechanism provided on the site. Disabling some cookies may affect site functionality.

  3. Security We maintain reasonable administrative, technical, and physical safeguards to protect personal information against unauthorized access, disclosure, alteration, and destruction. No method of data transmission or storage is completely secure; we cannot guarantee absolute security. We limit access to personal information to employees, contractors, and service providers who need it to perform their duties.

  4. Third-Party Links and Services Our website or communications may contain links to third-party websites, applications, or services.