Privacy Policy

HVACOpsHQ respects your privacy. This Privacy Policy explains how we collect, use, disclose, retain, and protect information when you visit this website, submit a form, schedule a consultation, or communicate with us.

Information We Collect

We collect information that you voluntarily provide through our contact, operational assessment, and ServiceM8 consultation forms; consultation scheduling pages; email; and other communications. This information may include your name, business email address, telephone number, company name, job role, current software, consultation or service interests, scheduling information, and details about your business or operational challenges.

When you use the website, we and our service providers may automatically receive technical and usage information, including your IP address, browser and device information, approximate location, referring URL, pages viewed, timestamps, interactions with website calls to action, form activity, and cookie or similar identifiers.

HubSpot CRM, Forms, and Scheduling

We use HubSpot to provide embedded forms, manage contacts and companies, record inquiries, schedule consultations, support sales follow-up, and understand website activity. Information submitted through a HubSpot form or scheduling page is transmitted to and stored in our HubSpot account. HubSpot may also associate a form submission with previous or subsequent website activity when its tracking technologies are permitted.

How We Use Information

We may use information to:

• Respond to inquiries and consultation requests;
• Understand your business, operational challenges, and service or platform interests;
• Schedule, prepare for, and conduct consultations;
• Evaluate potential consulting work and manage active client relationships;
• Send requested information and service-related communications;
• Operate, secure, analyze, and improve the website;
• Measure website and call-to-action performance;
• Maintain business records and prevent misuse; and
• Comply with applicable legal obligations.

Consultation and Service Communications

If you submit an inquiry or schedule a consultation, we may contact you about that request, ask follow-up questions, confirm or change meeting details, and communicate about potentially relevant services. These communications relate to the request or business relationship you initiated.

Marketing Communications

We may send marketing communications when you have provided the appropriate permission or when otherwise permitted by applicable law. Submitting a consultation request does not by itself subscribe you to an unrelated newsletter. You may unsubscribe from marketing email by using the unsubscribe link in the message or by contacting us. Unsubscribing from marketing does not prevent necessary responses to your inquiries or communications about an active business relationship.

Cookies and Tracking

We use HubSpot tracking, Google Tag Manager, analytics tools, and related technologies to understand website visits, traffic sources, form activity, and interactions with calls to action. Depending on your location, our settings, and your choices, these technologies may use cookies, pixels, scripts, or similar identifiers.

Where a cookie consent tool is presented, you can use it to make or update the available choices. You can also manage cookies through your browser. Blocking certain technologies may limit measurement or some website functionality. A form can still collect the information you intentionally submit even when you decline optional analytics cookies.

How We Share Information

We may disclose information to service providers that help us operate the website and business, including HubSpot for CRM, forms, scheduling, and communications; website hosting providers; Google for tag management and analytics; email and calendar providers; and professional advisers when reasonably necessary. These providers may process information under their own terms and privacy commitments.

We do not sell personal information for money. We may disclose information when required by law, to protect rights or security, in connection with a business reorganization, or with your direction or consent.

Information Retention

We retain information for as long as reasonably necessary to respond to inquiries, evaluate or provide services, maintain appropriate business records, resolve disputes, enforce agreements, protect the website, and meet legal obligations. Retention periods may vary based on the type of information and the nature of our relationship. We may retain limited records when necessary to document a request or honor an opt-out.

Security

We use reasonable administrative and technical measures intended to protect information. However, no internet transmission or storage system can be guaranteed to be completely secure.

Your Choices and Privacy Requests

Depending on where you live, you may have rights concerning your personal information. You may contact us to request access, correction, or deletion of information, or to object to or restrict certain processing. You may also ask us to stop marketing communications. We may need to verify your identity and may retain information when permitted or required by law.

Send privacy requests to hello@hvacopshq.com with “Privacy Request” in the subject line.

Third-Party Links and Services

The website may link to third-party websites or services. Their privacy practices are governed by their own policies, and HVACOpsHQ is not responsible for those practices.

Changes to This Policy

We may update this Privacy Policy as our services, technology, or legal obligations change. The “Last updated” date identifies the most recent revision.

Contact Us

For questions about this Privacy Policy or our privacy practices, contact hello@hvacopshq.com.