Privacy Policy

HVAC Scout keeps records of the buildings and HVAC equipment you manage, reads the photos, documents and voice notes you upload with AI to diagnose faults and check prices, and shares a job only with the contractor you choose to message. We do not sell your data, and we do not show ads in the app.

HVAC Scout is an independent, self-serve service run by its owner in Texas, United States, and that owner is responsible for the data described here. The contact address for any question or request about your data is helphvacscout@gmail.com.

• Account details: your name, email address, account type (owner, manager or contractor) and sign-in method.
• Property records: property names, addresses, property type, square footage and any notes or photos you add.
• Equipment records: system labels, type, brand, model and serial numbers, capacity, install dates, locations, and photos of nameplates or equipment.
• Problem and service records: descriptions of faults, voice-note transcripts, photos and recordings you upload, service history, the companies you contact through the app, and the AI diagnoses and estimates generated for them.
• Messages: conversations you have with contractors through the app, including attachments.
• Contractor listing details, if you list a company: business name, contact details, service area and any license document you upload for verification.
• Plan and payment status: which plan you bought, when it runs until, and the payment provider's order reference. Card and bank details are entered on the payment provider's own checkout and are never stored in HVAC Scout.
• Basic technical data: the pages you load and errors that occur, so we can keep the app working.

HVAC Scout asks for a permission only when you use the feature that needs it:

• Camera and photo library — to photograph a nameplate, an equipment label or a document.
• Microphone — to record a voice note about a problem.
• Location — only if you choose to capture a property's coordinates, so nearby contractors can be matched. You can type an address instead.
• Notifications — for in-app alerts and optional email reminders about upcoming maintenance.

You can deny or revoke any of these in your device settings; the rest of the app keeps working.

When you scan a nameplate, report a problem, upload a document, ask the advisor a question or request an estimate, the relevant details and files are sent to our AI service providers to produce the result. Some results are also grounded in a web search, which means the model may search public sources for pricing, parts, rebates and code information.

• Files are shared only for the request you made, and are not used by us for advertising.
• AI output can be wrong. Treat every diagnosis and price as information to check with a licensed technician, not as a quote.
• Web-search results include links to the public pages used, so you can verify them yourself.

• To keep your property, equipment and service records and show them back to you.
• To produce AI diagnoses, estimates, document readings, part and pricing research and reminders.
• To connect you with contractors and deliver the messages you send; a contractor sees the job summary and details you start the conversation with.
• To run your plan, confirm payments and send billing and maintenance notices.
• To keep the service secure, diagnose faults and improve how the app works.
• To comply with the law and enforce our terms.

• Contractors you choose to contact: the job summary, the equipment details it contains, and your messages with them.
• Service providers that run the app for us: hosting and database, file storage, email delivery, AI processing and web search, and our payment provider for plan payments.
• Authorities or other parties when the law requires it, or to protect someone's safety or our rights.
• A buyer or successor, if the service is ever sold or merged, under the same commitments.

We do not sell your personal information, and we do not share it for cross-context behavioral advertising.

Your records stay in your account until you delete them. Deleting a property or unit removes it from your account; some records, such as messages a contractor also received, may remain with that contractor. Uploaded documents, photos and recordings are stored privately and opened through short-lived links rather than public addresses.

Deleting an individual record removes it from the app. You can also delete your whole account yourself from the Account page in the app: doing so permanently deletes your profile and the records filed under it immediately, and keeps only what we must hold for tax, accounting or legal reasons.

Access to your records is restricted to your account, and to the contractors you message for the job you shared. Administrators of the service can access records when needed to operate and support it. No system is perfectly secure, so use a strong, unique password and enable two-factor authentication.

• Access and correct your details from your account page, and edit or delete records in the app at any time.
• Ask us for a copy of your data, or delete your account yourself from the Account page.
• Turn off optional email reminders from your account settings, and notifications in your device settings.
• If you are in California or another state with a privacy law, you may also request to know what we collect, to delete it, and not to be discriminated against for exercising those rights. We do not sell or share personal information as those laws define it.

HVAC Scout is a tool for property owners, managers and contractors and is not directed to children. We do not knowingly collect information from anyone under 16.

If we make a material change, we will update the date at the top of this page and, where the change matters to you, tell you in the app before it takes effect.

helphvacscout@gmail.com. HVAC Scout is self-serve: answers and guidance live in the app, and that mailbox is used for account, billing and privacy requests rather than general support. Replies are best-effort, usually within a few business days.