Privacy Policy

Introduction

Nita & Robin Saunders – Chilly Air Services is committed to protecting your privacy. This Privacy Policy explains how we collect, use, share, and safeguard your personal information when you visit our website (https://chillyairservices.com) or use our HVAC services. It also describes your rights regarding your personal data. We operate as a U.S.-based business in Texas, but we aim to comply with applicable privacy laws including the EU General Data Protection Regulation (GDPR) for visitors and customers from outside the United States.

By using our site or services, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with the practices described here, please do not use our website or services. We encourage you to read this policy carefully and contact us if you have any questions.

Information We Collect

We only collect personal information that is necessary to provide our services and communicate with you. The types of information we may collect include:

Contact Information: Name, email address, phone number, and mailing address. We collect this information when you fill out forms on our website (for example, a contact or service request form) or communicate with us via email or phone.

Service Details: Any information you choose to provide related to your HVAC needs or inquiries. For instance, this might include details about your HVAC system or appointment preferences when you request a quote or schedule service.

Device and Usage Information: When you visit our website, we automatically receive certain information about your device and how you interact with our site. This may include your IP address, browser type, device type, operating system, referring URLs, pages viewed, and the dates/times of access. We collect this using cookies and similar tracking technologies (see Cookies and Tracking Tools below). This information helps us ensure the website works properly and to analyze and improve our site’s performance.

Cookies and Tracking Data: Our website uses cookies, pixels, and similar technologies (such as Google Analytics and the Meta Pixel/Facebook Pixel) that may collect data about your browsing activities over time and across different websites. This data can include information like your preferences and behavior on our site (e.g. which pages you visited). We explain more about these tools and your choices in the Cookies and Tracking Tools section.

We do not collect any sensitive personal information (such as Social Security numbers or financial information) through our website, except as needed if you provide it for a specific purpose (for example, if at any point you make a payment through our site or provide credit card information, which would be processed securely by a payment provider – however, currently our website does not process online payments). We also do not knowingly collect any personal data from children (see Children’s Privacy below).

Use of Personal Data

Chilly Air Services uses the personal information we collect only for legitimate business purposes and to provide you with quality HVAC services. Specifically, we may use your information in the following ways:

To Provide and Improve Services: We use your information to schedule and perform HVAC services you request, respond to your inquiries or quotes, and ensure we meet your needs. Your address may be used to reach your service location, and details about your request help us do the job effectively. We also use feedback and usage information to improve our services and website functionality.

Communication and Service Reminders: Your contact information (email or phone number) will be used to communicate with you. This includes sending appointment reminders, service confirmations, and follow-ups related to the services you've requested. For example, we might send you a reminder via SMS or email about an upcoming maintenance visit or a follow-up message to ensure your system is working properly after a service.

Updates and Promotional Messages: With your consent (where required), we may use your email or phone number to send you newsletters, promotional offers, or news about our HVAC services. For instance, we might announce seasonal check-up specials, new services, or tips on improving your home’s air quality. You can opt out of these marketing communications at any time (see Your Rights below).

Website Analytics and Personalization: We use data about how visitors use our site (gathered via cookies and analytics tools) to understand and improve user experience. This helps us troubleshoot technical issues, test changes in site design, and determine what information on our site is most useful to visitors. It also allows us to tailor content or advertising (for example, showing you relevant ads for our services on other platforms if you have shown interest on our site).

Legal and Administrative Purposes: We may use your information to enforce our terms of service, to protect our rights and the safety of our users or others, and to comply with applicable laws and regulations. For example, we might keep records of transactions or communications as required for accounting, tax purposes, or in case they are needed for dispute resolution. If necessary, we will use personal data to respond to lawful requests by public authorities, including to meet national security or law enforcement requirements.

We will only use your personal data in ways that are compatible with the purpose for which we collected it, and we will not use it for a materially different purpose without your consent or as required/allowed by law. If we need to process your personal data for a new purpose, we will update this Privacy Policy and notify you as applicable.

Sharing and Disclosure of Information

We value your privacy and do not sell or rent your personal information to third parties for their own marketing or any other purposes. We also do not share your personal data with unrelated third parties except in the limited circumstances described below:

Service Providers and Business Partners: We may share your information with trusted third-party service providers who perform services on our behalf and under our instructions. This includes companies that assist with our business operations, such as:

GoHighLevel: We use GoHighLevel, a customer relationship management (CRM) and marketing platform, to manage our appointments, marketing emails, and SMS communications. Any personal information you provide (like your contact details or appointment history) may be stored and processed in our account on the GoHighLevel platform. GoHighLevel acts as a data processor on our behalf, meaning they are contractually obligated to protect your data and only use it to provide services to us.

Marketing and Communications: We may use email/SMS delivery services (for example, an email newsletter service or SMS gateway) to send out communications. Your contact details might be shared with such a service solely for the purpose of sending the messages you agreed to receive (e.g., an appointment reminder or our newsletter).

Analytics and Advertising Partners: We use third-party tools like Google Analytics to collect website usage data and Meta Pixel (Facebook Pixel) to help with our advertising. These partners may receive certain information from your browser via cookies or scripts when you visit our site (such as your IP address and browsing behavior). This information is used to provide analytics or advertising services to us (for example, Google Analytics helps us see website traffic stats, and Meta/Facebook may use the Pixel data to show our ads on Facebook or Instagram to people who visited our site). These third parties are not allowed to use your personal data for their own purposes beyond providing those services, and you can control this data collection as described in Cookies and Tracking Tools.

Website Hosting and IT Support: Our website may be hosted by a third-party hosting provider, and technical support or developers may have access to the systems that store personal data (e.g., information submitted through our website forms) in order to maintain and improve the website. They will only access and use personal data as needed to perform their tasks on our behalf and are bound by confidentiality.

Legal Compliance and Protection: We may disclose your information if required to do so by law or in the good-faith belief that such action is necessary to comply with a legal obligation. For example, we might disclose data in response to a subpoena, court order, or other government demand. We may also share information when we believe it’s necessary to investigate or assist in preventing suspected fraud, illegal activities, violations of our terms, or as evidence in litigation in which we are involved. This kind of disclosure will only happen to the extent required or permitted by applicable law.

Business Transfers: In the unlikely event that Chilly Air Services undergoes a business transition such as a merger, acquisition by another company, or sale of all or a portion of our assets, personal information about our customers may be among the assets transferred. We would ensure the successor organization honors the commitments we've made in this Privacy Policy regarding your personal data. We will notify you (for example, via a notice on our website or email) of any such change in ownership or control of your personal information, as required by law.

With Your Consent: In situations other than those described above, if we ever need to share your information with third parties, we will only do so with your explicit consent. For instance, if you request a referral to a partner company or ask us to coordinate with a third-party contractor on your behalf, we would share information with them only with your knowledge and agreement.

Importantly, any third parties with whom we share personal data are required to keep it secure and use it only for the purposes we specify. We do not allow our service providers to use your data for their own marketing or other independent purposes.

Data Retention

We retain personal information for only as long as necessary to fulfill the purposes for which it was collected, or to meet legal, accounting, or regulatory requirements. How long we keep your data can vary depending on the type of information and the context in which it was collected:

Customer and Inquiry Information: If you are a customer of Chilly Air Services or have requested a service or information from us, we will keep your contact details and any related information for as long as you remain an active customer or as needed to provide you with the requested services. For example, if you have had HVAC services from us, we may retain your service records and contact information to provide ongoing maintenance, honor warranties, or provide follow-up services. If you have simply inquired about our services but not become a customer, we will retain your information for a reasonable period to follow up on your inquiry and then remove it if it is no longer needed.

Marketing Communications: If you have consented to receive marketing emails or SMS messages from us, we will retain the necessary contact information until you opt out or unsubscribe from those communications. Once you unsubscribe, we will stop sending you marketing messages and may either remove your contact details or suppress them in our mailing list to ensure we honor your opt-out. (Please note that even if you opt out of marketing, we may still send you non-promotional communications, such as those about your current services or important updates about our ongoing business relationship.)

Website Analytics Data: Information collected via Google Analytics, Meta Pixel, and similar tools is typically retained as per those tools’ standard policies (for instance, Google Analytics retention settings may range from 14 months to longer, and data may be aggregated). This data is usually non-identifiable by itself (especially after some time), but we use it for trend analysis. We generally do not individually identify users from analytics data, and such data may be kept in aggregate form indefinitely to help us improve our services.

Legal and Regulatory Obligations: In certain cases, we may need to retain some information for longer periods if required by law. For example, records of transactions, invoices, or communications might be kept for several years to comply with tax, audit, or other legal obligations. If a dispute arises or if we are required to preserve information for litigation or enforcement purposes, we will retain the relevant data until the issue is resolved and no longer subject to retention requirements.

After the applicable retention period has ended, or upon your valid request to delete personal data, we will either securely delete or anonymize your information, or if neither deletion nor anonymization is feasible (for example, if your data is stored in long-term backups), we will securely store your information and isolate it from further use until deletion is possible.

Your Rights

We respect your rights to know about and control how your personal information is used. Depending on applicable law and your location, you have the following rights regarding your personal data:

Right to Access: You have the right to request a copy of the personal information we hold about you. We will provide you with a summary of the data we have, and explain how it is being used, upon request.

Right to Correction: If any of your information is inaccurate or incomplete, you have the right to ask us to correct or update it. We strive to keep your data accurate and will promptly make corrections when you notify us.

Right to Deletion: You can request that we delete your personal data. This is sometimes called the "right to be forgotten." For example, if you no longer want us to have your information, you can ask us to remove it from our records. Do note that we may need to retain certain information when required by law or for legitimate business purposes (for instance, records of services you received for warranty, accounting, or legal reasons), but we will inform you if that is the case.

Right to Withdraw Consent: If we are processing your personal information based on your consent (such as for email newsletters or SMS alerts), you have the right to withdraw that consent at any time. For example, you can unsubscribe from our marketing emails by clicking the "unsubscribe" link in any email, or stop our SMS messages by following the provided instructions (usually replying "STOP"). Withdrawing consent will not affect the lawfulness of any processing we conducted prior to your withdrawal.

Right to Opt-Out of Communications: You can opt out of marketing communications from us at any time. As noted above, you can use the unsubscribe link in emails or reply STOP to text messages, or contact us directly requesting to be removed from our mailing list. We will honor opt-out requests promptly.

Right to Object or Restrict Processing: In certain circumstances, you may have the right to object to our processing of your personal information or ask us to restrict how we use it. For example, if you feel our processing is not justified or you contest the accuracy of your data, you can request a temporary restriction on processing. We will review and honor such requests in accordance with applicable laws.

GDPR and International Privacy Rights: If you are located in the European Economic Area (EEA) or United Kingdom, you are entitled to additional rights under the GDPR (General Data Protection Regulation) or UK data protection laws. These include all the rights above, and also the following:

Right to Object to Processing: You have the right to object to certain types of processing, including processing for direct marketing purposes or when we base our processing on a legitimate interest. If you object, we will stop processing your personal data for that purpose unless we have a compelling legitimate ground to continue or it is needed for legal reasons.

Right to Data Portability: You can request a copy of your personal data in a commonly used, machine-readable format (for example, a CSV file) so that you can transfer it to another service provider. Where technically feasible, you may also request that we transmit that data directly to another company at your direction.

Right to Lodge a Complaint: If you believe we have infringed your privacy rights or violated data protection laws, you have the right to lodge a complaint with a supervisory data protection authority. For example, if you are in the EU, this would be the Data Protection Authority in your country of residence. We would, however, appreciate the chance to address your concerns directly before you do this, so please feel free to contact us with any issues.

Legal Basis for Processing: We want to be transparent about why we process your personal data. Under GDPR, we rely on the following legal bases: (a) Consent – for sending marketing communications or placing non-essential cookies, we will ask for your consent; (b) Performance of a Contract – to provide HVAC services or respond to your requests, we process data necessary to fulfill our service contract with you; (c) Legitimate Interests – we may process data to improve our services, secure our website, and send relevant communications, in ways that do not override your privacy rights; and (d) Legal Obligation – we process data when we need to comply with a law (e.g., retaining invoices for tax purposes). If you have questions about the specific legal basis for any processing of your personal data, please contact us.

To exercise any of your rights, please contact us using the information provided in the Contact Information section below. We may need to verify your identity before fulfilling certain requests to ensure that we do not disclose personal data to the wrong person. We will respond to your request within the timeframe required by law (for example, within 30 days for most requests under GDPR). There is typically no fee for making such requests, but if a request is manifestly unfounded or excessive, we may charge a reasonable fee or refuse to act on it (we will explain why in such cases).

Cookies and Tracking Tools

Our website uses cookies and similar tracking technologies to provide a smooth experience and to help us understand how people use our site. Cookies are small text files placed on your computer or device when you visit a website. They help the site remember your actions and preferences (such as language selection or items in a shopping cart) over a period of time, so you don't have to re-enter them whenever you come back or browse between pages. Cookies also enable us to track usage data and personalize content and advertisements.

When you first visit our website, you will see a cookie notice or banner that gives you the option to accept cookies. We use this to obtain your consent for non-essential cookies (like analytics or advertising cookies) in compliance with applicable laws. You have control over cookies, and you can choose not to allow some types of cookies. Below is how we use cookies and what options you have:

Types of Cookies We Use:

Essential Cookies: These cookies are necessary for the website to function properly. For example, if our site has a login or a form, these cookies might be used to maintain your session. (At this time, our informational site may not heavily use these, but any cookie necessary for basic functionality will be considered essential.)

Analytics Cookies: We use Google Analytics to collect information about how visitors use our site. Google Analytics uses cookies to gather data such as which pages you visit, how long you stay, how you came to our site, and what you click on. We use this information to analyze site traffic and user behavior, which helps us improve our content and services. The information collected through Google Analytics is aggregated and does not directly identify you. Google provides an option to opt-out of analytics tracking; you can install the Google Analytics Opt-out Browser Add-on if you wish to prevent your data from being used by Google Analytics.

Advertising Cookies: We utilize tools like the Meta Pixel (also known as Facebook Pixel) on our website. This technology creates a small invisible piece of code on our site that tracks certain actions (for example, when you visit a specific page). It helps us with targeted advertising – for instance, it allows us to show you ads for our services on Facebook or Instagram after you've visited our website. The Meta/Facebook cookies may collect or receive information from our website and use that information to provide measurement services and target ads. These cookies do not reveal your personal identity to us, but they do help us reach people who are more likely to be interested in our services. You can control how Meta/Facebook and other platforms show you ads by adjusting your ad preferences on those platforms.

Your Choices: You have the right to decide whether to accept or reject cookies (aside from those strictly necessary for the site to work). When our cookie banner pops up, if you choose to Accept, non-essential cookies like analytics and advertising cookies will be enabled. If you decline or close the banner without accepting, we will not set those cookies (though some basic site functionality cookies may still be in place). In addition to the banner, you can control cookies through your browser settings. Most web browsers allow you to refuse new cookies, delete existing cookies, or notify you when new cookies are set. Please note that blocking or deleting cookies may affect your experience on our site – for example, some features might not work as intended if cookies are disabled.

Do Not Track Signals: "Do Not Track" (DNT) is a privacy preference that users can set in some web browsers to signal that they do not wish to be tracked across websites. Currently, there is no universal standard on how to respond to DNT signals. Therefore, our website does not respond to Do Not Track signals. We will treat all user data according to this Privacy Policy, regardless of a DNT signal. You can still manage tracking through the cookie controls described above.

Third-Party Websites and Cookies: Our site may include links to third-party websites or services (for example, a link to our social media pages or to an article we find useful). Clicking those links may direct you to a third-party site that we do not control. Those sites might set their own cookies or collect personal information according to their privacy policies. We are not responsible for the privacy practices of other sites. We encourage you to read the privacy policy of any website you visit, especially if you follow a link from our site.

By using our website and accepting cookies via our banner or browser settings, you consent to our use of cookies and tracking tools as described. You can always change your mind by clearing cookies or changing settings later. For more detailed information about cookies, you can visit allaboutcookies.org, which offers guidance on how to see what cookies have been set and how to manage or delete them.

Data Security

Chilly Air Services takes the security of your personal information seriously. We implement reasonable security measures to protect your data from unauthorized access, disclosure, alteration, or destruction. These measures include both technical and organizational steps, such as:

Encryption of data where appropriate, especially for any sensitive information (for example, if we ever collect payment information online, it would be transmitted using secure socket layer (SSL) encryption). Our website is secured via HTTPS to encrypt data in transit between your browser and our site.

Restricted access to personal data: only employees or contractors who need to process your information to fulfill their duties (for example, scheduling your service or sending you a newsletter) are allowed access. They are required to keep such information confidential.

Maintaining up-to-date software and security practices for our website and associated systems to guard against security vulnerabilities or cyber attacks. We also rely on reputable third-party service providers (like GoHighLevel and our hosting provider) that employ robust security practices and certifications.

Despite our efforts, please remember that no method of transmission over the Internet, or method of electronic storage, is completely secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee absolute security. You can also play a part in keeping your data secure: for example, if you communicate with us via email, be aware that email may not be fully secure, so avoid sending sensitive information via email if not necessary.

In the event of a data breach or security incident that affects your personal information, we will notify you and the appropriate authorities as required by law. We have a plan in place to respond to security incidents and will act promptly to mitigate any harm and inform affected individuals, consistent with our legal obligations.

Children's Privacy

Our services and website are not directed to children under the age of 13. We do not knowingly collect personal information from anyone under 13 years old. If you are under 13, please do not use our website or send us any personal information.

If we become aware that we have inadvertently collected personal data from a child under 13, we will take steps to delete such information as soon as possible. If you are a parent or guardian and you believe your child has provided personal information to us without your consent, please contact us so that we can investigate and delete the data.

For teens between 13 and 18, we advise that they use our services only with parental involvement and permission, as appropriate. Certain privacy laws (like the GDPR in Europe) may have stricter requirements for minors under 16; while we primarily operate in Texas, we will honor applicable laws regarding children’s data in relevant jurisdictions.

Updates to This Policy

We may update or revise this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or for other operational reasons. When we make changes, we will post the updated Privacy Policy on this page with a new effective date. If the changes are significant, we may also provide a more prominent notice (such as a banner on our website or an email notification, if appropriate).

Your continued use of our website or services after any changes to this Privacy Policy have been posted will constitute your acceptance of those changes. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.

This Privacy Policy is effective as of April 11, 2025. (If you are reading an updated version, the effective date will reflect the latest revision.)

Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us. We are here to help and will respond as promptly as possible. You can reach us at:

Chilly Air Services (Attn: Nita & Robin Saunders)

Mailing Address: 2800 E Whitestone Blvd, Ste 120-224, Cedar Park, Texas 78613, United States

Email: [email protected]

Please feel free to email us for any inquiries about your privacy, including to access, correct, or delete your data, or to ask questions about how we handle your information. We will gladly assist you in exercising your rights and addressing your concerns.

Thank you for trusting Chilly Air Services with your HVAC needs. We value your privacy and will continue to work hard to protect your personal information.