Privacy Policy

This Policy explains how ProHVACTek ("we," "us") handles personal information when you use our website and services. It forms part of our Terms & Conditions. The Platform is for HVAC/R professionals aged 18 or over and is not directed to children.

• Account data: email address, password (stored hashed by our authentication provider), display name, and sign-in timestamps. If you sign in with Google we receive your email, name and profile picture from Google.
• Profile data you choose to add: phone number, contact email, company, specialty, region, years of experience, bio, avatar, and your visibility and messaging preferences.
• Content you create: chat messages, room memberships, photos and videos, job sites, units, reports and attachments, work orders, customers and locations you record, model searches, questions asked of the AI assistant, and manual submissions.
• Team data: invitations you send or accept and the permissions attached to them.
• Technical data: log and diagnostic data such as IP address, device and browser type, timestamps, and error reports, generated automatically when you use the Platform.

We do not intentionally collect government IDs, payment card numbers, health data, or other special-category data. Please do not submit them.

• to create and operate your account and provide the features you request;
• to deliver messaging, job site, dispatch, education and AI lookup features;
• to send service emails (verification, password reset, team invites, alerts);
• to moderate content, investigate reports, and enforce our Terms;
• to secure the Platform, prevent abuse, and debug problems;
• to produce aggregate, non-identifying usage analytics;
• to comply with law and to establish, exercise or defend legal claims.

Where the GDPR or UK GDPR applies, our legal bases are: performance of a contract (operating your account), legitimate interests (security, moderation, product improvement), consent (optional features such as being discoverable in search), and legal obligation.

Your display name, avatar, and anything you post in rooms or shared spaces are visible to other signed-in users. Your profile is discoverable in user search only while the "Discoverable in search" setting is on, and direct messages can be disabled with the "Allow direct messages" setting. Content shared with a team is visible to the team owner according to the permissions granted. Do not post anything you would not want another technician, a moderator, or the site owner to read.

The site owner and appointed moderators can access account information (including sign-in email, contact details and company), reported messages and their context, ban records, and manual submissions, strictly for operating and moderating the Platform. Access is limited to what is necessary for those purposes.

We share personal information only with providers that help us run the Platform, each bound to protect it: our cloud hosting, database, storage and authentication provider; our email delivery provider; our AI model providers (which process the text or images you submit to answer your query); our workflow/automation backend for manual lookups; and error-reporting tools. We also share content with the recipients you choose (for example chat rooms and team members).

We do not sell personal information, and we do not share it for cross-context behavioural advertising. We may disclose information if required by law, subpoena, or to protect the rights, safety or property of any person, and in connection with a merger, acquisition or asset sale (with notice to you).

When you use nameplate scanning or ask the manual assistant, the image or text you submit is sent to third-party AI providers to generate a response. Do not submit confidential customer information or personal data of others in those fields.

We use strictly necessary cookies and browser local storage to keep you signed in and to remember preferences such as theme and dashboard layout. We do not use advertising cookies. Blocking these may break sign-in.

We keep account and content data while your account is active and for as long as needed for the purposes above, then delete or anonymise it. Moderation records, ban history and security logs may be retained longer where necessary to enforce our Terms or comply with law. Backups are purged on a rolling schedule.

We use encryption in transit, row-level access controls in our database, private storage buckets with time-limited links, and file scanning on uploads. No system is perfectly secure, and we cannot guarantee absolute security. Protect your password and notify us at info@prohvactek.com of any suspected compromise.

Our providers may process data in the United States and other countries. Where required, transfers rely on appropriate safeguards such as Standard Contractual Clauses.

Depending on where you live, you may have rights to access, correct, delete, port, or restrict processing of your personal information, to object to certain processing, and to withdraw consent. California residents may request disclosure of categories collected and deletion, and may not be discriminated against for exercising rights. You can edit most profile data yourself; for anything else email info@prohvactek.com and we will respond within 30 days. You may also complain to your local data protection authority.

Email info@prohvactek.com from your registered address to request deletion. We will delete your profile and content except where retention is required for legal, security, or moderation reasons; messages already delivered to others may remain visible in context.

We may update this Policy. The effective date above will change and material updates will be highlighted in-app or by email. Continued use means you accept the update.

Privacy questions and requests: info@prohvactek.com.