Privacy Policy

Effective Date: 1st Feb 2026

SmartHVAC, LLC (“Company,” “we,” “us,” or “our”) respects your privacy and is committed to protecting it through this Privacy Policy.

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use the Smart Plan AI platform and related services (collectively, the “Service”).

By accessing or using the Service, you agree to the practices described in this Privacy Policy.

1. Information We Collect

We collect information that you voluntarily provide to us and information that is automatically collected when you use the Service.

1.1 Information You Provide

We may collect the following personal and business information:

Name, job title, company name

Email address, phone number

Billing and payment information

Account login credentials

Customer, equipment, maintenance, and contract data uploaded to the platform

Communications with us (support requests, emails, feedback)

1.2 Information Collected Automatically

When you access the Service, we may automatically collect:

IP address

Browser type and version

Device information

Operating system

Usage data (pages viewed, actions taken, timestamps)

Log files and diagnostic data

This data is used for analytics, security, and service improvement.

2. How We Use Your Information

We use the information we collect to:

Provide, operate, and maintain the Service

Create and manage user accounts

Process subscriptions and payments

Deliver AI-powered recommendations and analytics

Communicate with you (service updates, support, billing notices)

Improve performance, functionality, and user experience

Monitor security and prevent fraud or misuse

Comply with legal and regulatory obligations

We do not sell your personal data.

3. AI and Data Processing

Smart Plan AI uses artificial intelligence to generate recommendations, insights, and outputs based on data you provide.

Your data is processed solely to deliver the Service

AI outputs are generated automatically and should be reviewed by users

We do not use your data to train public or third-party AI models without your consent

You remain responsible for decisions made using AI-generated outputs

4. How We Share Information

We may share information only in the following circumstances:

4.1 Service Providers

We may share data with trusted third-party vendors that help us operate the Service, such as:

Payment processors

Cloud hosting providers

Analytics and monitoring services

Email and communication services

These providers are contractually obligated to protect your data.

4.2 Legal Requirements

We may disclose information if required to do so by law or in response to valid legal requests.

4.3 Business Transfers

If we are involved in a merger, acquisition, or asset sale, your information may be transferred as part of that transaction.

5. Data Retention

We retain personal and business data only as long as necessary to:

Provide the Service

Comply with legal obligations

Resolve disputes

Enforce agreements

Upon account termination, data may be retained for a reasonable period before deletion, unless required by law.

6. Data Security

We implement reasonable administrative, technical, and organizational safeguards to protect your information, including:

Secure hosting environments

Encryption where appropriate

Access controls and authentication

Monitoring for unauthorized access

However, no system is 100% secure. You use the Service at your own risk.

7. Your Rights and Choices

Depending on your location, you may have the right to:

Access your personal information

Correct inaccurate or incomplete data

Request deletion of your data

Object to or restrict certain processing

Withdraw consent where applicable

Requests can be made by contacting us using the details below.

8. Cookies and Tracking Technologies

We use cookies and similar technologies to:

Enable essential site functionality

Analyze usage and performance

Improve user experience

You may control cookies through your browser settings, but disabling cookies may affect Service functionality.

9. Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices or content of third parties. You access them at your own risk.

10. Children’s Privacy

The Service is intended for business users and is not directed at individuals under the age of 18. We do not knowingly collect personal data from children.

11. International Users

The Service is operated from the United States. If you access the Service from outside the U.S., you acknowledge that your data may be transferred to and processed in the United States.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email or through the Service. Continued use of the Service after changes take effect constitutes acceptance of the updated Privacy Policy.

13. Contact Information

If you have questions about this Privacy Policy or our data practices, contact us at:

SmartHVAC, LLC

Denver, Colorado

[email protected]