Air Conditioning Service
Built on Trust

1. Information We May Collect

A. Contact and Identification Information

This may include:

• Name
• Mailing address
• Service address
• Email address
• Telephone or mobile number
• Business or company name
• Property owner information
• Property manager information
• Preferred method of communication

B. Service and Property Information

In connection with HVAC services, ACS may collect or maintain information concerning:

• Property address and property type
• HVAC equipment type, manufacturer, model number, serial number, and location
• System condition, service history, maintenance records, repair history, and installation information
• Warranty information, inspection or diagnostic findings
• Photographs or videos reasonably necessary to document equipment, property conditions, installation, repairs, maintenance, warranty claims, or completed work
• Access information reasonably necessary to provide services, such as gate, building, or property-access instructions

ACS may maintain this information as part of the service history for the property or equipment.

C. Estimate, Contract, Billing, and Transaction Information

We may collect information associated with service requests, estimates, proposals, work authorizations, repair approvals, maintenance memberships, service agreements, invoices, payment status, transaction history, warranty registrations, manufacturer documentation, permits or inspections, and electronic signatures and electronic acceptance records.

Payment card or banking information may be processed through third-party payment-processing providers. ACS may receive information concerning the transaction, such as payment confirmation, transaction amount, payment method, or limited account information, without necessarily receiving or retaining the complete payment-card information used to complete the transaction.

D. Property Manager, Tenant, and Occupant Information

Where a property owner or customer has designated a property manager, agent, representative, tenant contact, or other authorized person, ACS may receive personal information from that individual or from the customer for scheduling, property access, service coordination, repair authorization, estimates, invoices, billing communications, maintenance communications, equipment servicing, emergency communications, or follow-up communications.

A person providing ACS with personal information concerning another individual represents that he or she has appropriate authority or another lawful basis to provide the information for the applicable service or business purpose.

E. Website and Device Information

When you visit our website, certain information may be collected automatically, including:

• Internet Protocol (“IP”) address
• Browser type, device type, and operating system
• Referring website or source, pages viewed, date and time of visits, and website interactions
• Approximate location derived from IP address
• Cookie or similar technology identifiers

This information may be used to operate, secure, analyze, and improve our website and marketing activities.

2. How ACS Collects Information

ACS may collect personal information:

• Directly from you;
• From a property owner, property manager, authorized representative, tenant, occupant, or business representative;
• Through our website and website forms;
• By telephone, email, text message, or other electronic communication;
• Through estimates, invoices, contracts, work authorizations, and electronic-signature platforms;
• During service, maintenance, inspection, installation, or repair visits;
• Through payment processors and other service providers;
• From equipment manufacturers, warranty administrators, suppliers, permitting authorities, or other parties involved in providing the requested services; and
• Through cookies, analytics tools, or similar website technologies.

3. How We Use Personal Information

ACS may use personal information for legitimate business purposes including:

• Responding to inquiries and service requests; scheduling appointments; and providing HVAC installation, repair, maintenance, inspection, ductwork, indoor-air-quality, refrigeration, and related services;
• Coordinating lawful access to customer properties; preparing and delivering estimates and proposals; and obtaining or documenting repair and work authorizations;
• Processing contracts and electronic signatures; administering maintenance memberships and service agreements; and maintaining service and equipment histories;
• Communicating maintenance reminders and recommendations concerning equipment condition, repairs, maintenance, or replacement;
• Processing payments, maintaining transaction records, preparing invoices and billing communications, and processing warranty registrations or claims;
• Communicating with manufacturers, suppliers, inspectors, permitting authorities, or other parties reasonably necessary to perform requested work;
• Providing customer support, responding to complaints or warranty concerns, and protecting ACS, its customers, employees, contractors, property, and systems;
• Preventing fraud, misuse, or unlawful activity; maintaining legally required business and tax records; establishing, exercising, or defending legal claims; enforcing ACS agreements and payment obligations; and complying with applicable law;
• Improving our services, website, marketing, and customer experience; and
• Sending marketing communications where permitted by law and consistent with applicable consent and opt-out requirements.

ACS will not use personal information for materially unrelated purposes without appropriate notice or authorization where required by law.

4. Service-Related Electronic Communications

When a customer provides ACS with a telephone number or email address or agrees to electronic communications in a contract, estimate, work authorization, maintenance agreement, website form, or other communication, ACS may use that information to communicate concerning the customer’s existing or requested services.

Service-related communications may include appointment confirmations; scheduling or rescheduling notices; technician arrival information; service updates; estimates; repair recommendations; work authorizations; electronic approvals; invoices; receipts; payment notices; maintenance reminders; agreement-renewal communications; warranty information; safety or equipment information; and other communications relating to an existing customer relationship or requested service.

These operational or transactional communications are different from promotional or advertising communications. Where permitted by an applicable agreement and law, verbal approvals, text messages, email approvals, electronically transmitted approvals, and electronic signatures may be retained as part of ACS’s business and service records.

5. Marketing Calls and Text Messages

ACS may send promotional calls or text messages only as permitted by applicable law. Where prior express written consent is required for marketing calls, text messages, prerecorded messages, automated telephone systems, or similar technology, ACS will seek the required consent separately.

Consent to receive promotional or automated marketing communications is not a condition of purchasing ACS goods or services where applicable law prohibits making such consent a condition of purchase.

If you consent to receive marketing text messages from ACS:

• Message frequency may vary;
• Message and data rates may apply;
• You may reply STOP to request that promotional text messages cease;
• You may reply HELP for assistance or contact ACS directly; and
• Consent may be revoked through any other reasonable method recognized by applicable law.

ACS will honor valid revocation and opt-out requests as required by law. Opting out of promotional messages does not necessarily prevent ACS from sending non-promotional communications reasonably necessary to perform, administer, or complete services you requested, subject to applicable law.

6. SMS Privacy and Mobile Information

ACS takes additional precautions concerning mobile telephone numbers and SMS consent information.

SMS consent, mobile telephone numbers collected for SMS communications, and text-message opt-in information will not be sold, rented, or shared with third parties or affiliates for their independent marketing or promotional purposes. Text-message originator opt-in data and consent information will not be provided to third parties for their own marketing purposes.

ACS may provide such information only to vendors, telecommunications providers, messaging platforms, aggregators, contractors, or service providers that assist ACS in operating its messaging services, or when disclosure is otherwise required by law.

7. Email Communications

ACS may use email to send both service-related communications and marketing communications. Marketing emails sent by or on behalf of ACS will be managed in accordance with applicable federal law. Where required, promotional emails will accurately identify the sender, avoid deceptive subject lines, provide an appropriate method to unsubscribe from future marketing email, and include required sender contact information.

Requests to unsubscribe from marketing email will be processed within the time required by applicable law. Unsubscribing from promotional email will not necessarily stop transactional or relationship communications concerning an active service request, contract, invoice, warranty, maintenance membership, or other ongoing business transaction.

8. How ACS May Disclose Information

ACS does not sell or rent customer lists, customer service records, or customer contact information to unrelated third parties for their independent marketing purposes. ACS may disclose personal information when reasonably necessary to the following categories of recipients.

A. Service Providers

These may include companies that provide website hosting, customer-management software, scheduling systems, accounting services, payment processing, electronic signatures, email services, SMS or telecommunications services, cloud storage, information technology services, cybersecurity, data backup, analytics, and marketing support. These providers may process information on ACS’s behalf for the purpose of providing services to ACS.

B. Technicians, Employees, Contractors, and Subcontractors

ACS may make information available to personnel who require it to schedule, perform, supervise, document, bill for, or support services.

C. Property Owners, Property Managers, and Authorized Representatives

Where a customer has designated a property manager or other representative, ACS may communicate customer, property, service, estimate, authorization, invoice, payment, maintenance, and scheduling information to that representative as reasonably necessary to administer the relationship. Likewise, where appropriate, ACS may communicate with the property owner concerning actions taken or information provided by an authorized property manager or representative.

D. Manufacturers, Suppliers, and Warranty Administrators

ACS may provide equipment, property, customer, installation, purchase, or service information when reasonably necessary for equipment registration, manufacturer warranties, warranty claims, parts ordering, technical support, or manufacturer-required documentation.

E. Governmental and Regulatory Authorities

Information may be provided when reasonably necessary for permits, inspections, code compliance, licensing obligations, tax requirements, court orders, subpoenas, government investigations, or other legal obligations.

F. Professional Advisors and Insurers

ACS may provide relevant information to attorneys, accountants, auditors, consultants, insurance companies, insurance adjusters, collection providers, or other professional advisors when reasonably necessary to protect ACS’s legitimate business or legal interests.

G. Business Transactions

If ACS is involved in a merger, acquisition, financing, reorganization, sale of assets, transfer of ownership, or similar business transaction, information may be disclosed as reasonably necessary to evaluate or complete that transaction, subject to applicable confidentiality and legal requirements.

9. Customer Photographs, Job-Site Images, and Testimonials

ACS may photograph or otherwise document HVAC equipment and relevant job-site conditions when reasonably necessary for service records, diagnosis, installation documentation, quality control, warranty purposes, insurance matters, dispute documentation, or demonstrating completion of work.

ACS will take reasonable measures to avoid unnecessarily including customer names, documents, license plates, personal belongings, or other unrelated identifying information in service photographs. ACS will obtain appropriate permission before publicly using an identifiable customer’s name, testimonial, photograph, video, or identifiable private-property information for advertising or promotional purposes unless such use is otherwise authorized by law or agreement.

10. Cookies and Website Technologies

ACS’s website may use cookies and similar technologies to operate website functions; remember user preferences; detect technical or security issues; understand website usage; measure website performance; determine how visitors reached our website; and measure marketing or advertising performance.

Third-party analytics or advertising technologies may also be used if enabled by ACS. Most web browsers allow users to block, restrict, or delete cookies through browser settings. Restricting certain cookies may affect website functionality.

If ACS implements technology that is legally considered targeted advertising, sale, or sharing of personal data in a jurisdiction where an opt-out right applies, ACS will provide any additional notice or choice required by applicable law.

11. Data Security

ACS maintains reasonable administrative, technical, and physical measures designed to protect personal information against unauthorized access, acquisition, destruction, use, modification, or disclosure. These measures may include reasonable controls concerning access to customer information, passwords, software systems, electronic records, payment processing, vendors, and disposal of records.

However, no website, electronic system, internet transmission, email system, or storage method can be guaranteed to be completely secure. ACS therefore cannot guarantee absolute security of information. Customers should not transmit Social Security numbers, full payment-card numbers, account passwords, or other highly sensitive information through ordinary email or general website contact forms unless specifically requested through a secure method.

12. Data-Breach Response

If ACS determines that personal information has been affected by a security breach, ACS will investigate and respond to the incident and will provide notifications to affected individuals, governmental authorities, consumer-reporting agencies, or other parties when and as required by applicable law, including applicable Florida data-security and breach-notification requirements.

13. Retention and Disposal of Information

ACS may retain personal information for as long as reasonably necessary to provide services; maintain equipment and service histories; administer maintenance agreements; fulfill warranties; maintain accounting and tax records; document contracts and authorizations; meet licensing, permitting, insurance, or regulatory requirements; resolve disputes; collect outstanding balances; defend legal claims; prevent fraud; and satisfy other legitimate business or legal obligations. Different categories of information may have different retention periods.

When customer records containing protected personal information are no longer required to be retained, ACS will use reasonable measures to destroy, erase, or otherwise dispose of such records so that protected information cannot reasonably be read or reconstructed, as required by applicable law.

14. Your Privacy Choices

You may contact ACS to update inaccurate contact information; change your preferred communication method where reasonably available; request to unsubscribe from marketing email; revoke consent to marketing text messages or calls; ask questions concerning information ACS maintains about you; or request access, correction, or deletion of certain personal information where such rights are provided by applicable law.

ACS may need to verify your identity before acting on certain requests. A request for deletion does not require ACS to delete information that it is legally or reasonably required to maintain, including information necessary for active services, contracts, invoices or payment records, tax records, warranty records, permit records, equipment or service histories, fraud prevention, litigation, legal claims, or compliance with applicable law.

15. Children’s Privacy

ACS provides HVAC and related property services and does not operate its website or services for children under 13 years of age. ACS does not knowingly seek to collect personal information online directly from children under 13. If ACS learns that personal information was collected directly from a child under 13 in circumstances subject to the Children’s Online Privacy Protection Act or other applicable law, ACS will take appropriate action concerning that information.

16. Third-Party Websites and Services

Our website may contain links to websites or services operated by third parties, including payment processors, social-media platforms, equipment manufacturers, review platforms, financing providers, or other outside services. ACS does not control the privacy or security practices of those independent third parties. Information provided directly to a third party is governed by that third party’s privacy policy and terms.

17. Relationship to ACS Contracts and Service Agreements

This Privacy Policy supplements ACS’s estimates, work authorizations, maintenance agreements, master service agreements, installation agreements, and other written contracts. Those agreements govern the applicable services, pricing, authorization, payment obligations, warranties, access rights, property-manager authority, and other contractual terms.

Consistent with those agreements, ACS may rely upon information and authorizations provided by a customer-designated property manager or authorized representative until ACS receives appropriate notice that such authority has been modified or revoked. Nothing in this Privacy Policy alters contractual payment obligations, warranties, limitations, service responsibilities, or other substantive terms contained in an applicable ACS agreement. If a contractual provision and this Privacy Policy address different subjects, each shall apply to its respective subject matter. Mandatory federal, state, or local law will control to the extent it cannot lawfully be modified by agreement.

18. Legal Compliance

ACS intends to maintain its information practices in accordance with applicable federal and Florida law, including, where applicable:

• The Florida Information Protection Act;
• Applicable provisions of Florida consumer-protection and telephone-solicitation law;
• The federal Telephone Consumer Protection Act and applicable FCC rules;
• The CAN-SPAM Act;
• The Children’s Online Privacy Protection Act; and
• Other applicable federal, state, or local privacy, data-security, electronic-communication, and consumer-protection requirements.

The applicability of particular laws may depend upon the nature of the information, communication, transaction, technology, and business activity involved.

19. Changes to This Privacy Policy

ACS may revise this Privacy Policy from time to time to reflect changes in our business, website features, technologies, service providers, information practices, or applicable legal requirements. The revised policy will be posted with an updated effective date. Material changes will apply prospectively unless applicable law permits or requires otherwise.