How we handle your information

Effective Date: January 1, 2024  |  Last Updated: June 1, 2025  |  Applies to: commercialhvaccompany.com

1. Who We Are

Commercial HVAC Company is a licensed commercial HVAC contractor based in Queens Village, New York (NY 11428), serving all five boroughs of New York City. We have provided commercial heating, ventilation, air conditioning, and refrigeration services to building owners, property managers, and facility teams since 2010.

For the purposes of this Privacy Policy, "we," "us," and "our" refer to Commercial HVAC Company. "You" refers to any individual or representative of an organization who visits our website, submits an inquiry, or communicates with us in connection with HVAC services.

This Privacy Policy governs the collection, use, and disclosure of personal information through our website at commercialhvaccompany.com and any related service inquiry communications.

2. Information We Collect

We collect information in two primary ways: information you provide to us directly, and information collected automatically when you visit our website.

Information You Provide Directly

When you contact us through our website, submit a service inquiry, request a quote, or communicate with us by email or phone, you may provide:

• Contact information: Your name, email address, and phone number
• Business and property details: Company name, job title, property address, borough or neighborhood, and building type (office, retail, residential high-rise, industrial, etc.)
• Project information: Description of the HVAC issue or project, current equipment, square footage, urgency level, and any other details you include in your inquiry
• Communication history: Records of our email or phone conversations with you for the purpose of coordinating estimates, scheduling, and service delivery

You are never required to provide sensitive personal information such as Social Security numbers, payment card numbers, or government-issued identification through this website. If payment processing is necessary for service work, it is handled through separate, secure channels.

Information Collected Automatically

When you visit our website, certain technical information may be collected automatically through web server logs, analytics platforms, and browser-standard mechanisms. This may include:

• Device and browser information: Browser type and version, operating system, device type (desktop, mobile, tablet), and screen resolution
• Usage data: Pages visited, time spent on each page, navigation path through the site, and referring website (where you came from before landing on our site)
• IP address: Used for geographic approximation (city-level), fraud prevention, and log analysis — not used to identify individuals
• Session data: Timestamps, session duration, and interaction events (scrolling, clicks on navigation elements or calls-to-action)

This automatically collected data is used in aggregate form to understand how the website performs and to improve content and navigation. It is not combined with your name or contact details unless you have separately submitted a form inquiry.

3. How We Use Your Information

We use the information collected for the following purposes:

Service-Related Communications

• Responding to your inquiry, quote request, or service question
• Preparing and delivering project estimates for commercial HVAC installation, maintenance, repair, or replacement
• Scheduling site visits, inspections, and service appointments
• Coordinating with building management, facilities staff, or general contractors on your behalf
• Following up on in-progress or recently completed service work

Business Operations

• Maintaining accurate records of past and current client relationships
• Communicating about invoicing, project scope changes, or warranty follow-up
• Supporting internal quality review and technician dispatch

Website and Marketing Improvement

• Analyzing which pages, services, and service area content perform best
• Improving website structure, navigation, and contact form usability
• Understanding which channels or search terms bring clients to our site so we can provide more relevant information

We do not use personal information submitted through this website for automated profiling, algorithmic decision-making, or unsolicited third-party marketing campaigns.

4. Cookies and Tracking Technologies

Our website may use cookies and similar tracking technologies to support analytics and to remember basic session preferences. A cookie is a small text file placed on your browser by our web server when you visit the site.

Types of Cookies We May Use

• Strictly necessary cookies: Required for the website to function correctly, such as session management and form security tokens. These cannot be disabled without breaking basic site functionality.
• Analytics cookies: Used to understand how visitors interact with the site. We may use a tool such as Google Analytics (with IP anonymization enabled) to collect page-level traffic statistics. This data is aggregated and does not personally identify you.
• Preference cookies: Store non-sensitive settings such as your preferred language or remembered navigation state during a visit.

Your Cookie Choices

You may configure your browser to reject or alert you to new cookies. Note that disabling certain cookies may affect how some pages of this site load or function. Instructions for managing cookies are available in your browser's settings or help documentation. Opt-out tools for Google Analytics are also available at tools.google.com/dlpage/gaoptout.

5. Sharing and Disclosure

We do not sell, rent, or trade your personal information to any third party for marketing or commercial purposes. We may share your information only in the following limited circumstances:

Service Providers and Technical Partners

We may share information with trusted third-party vendors who assist us in operating the website or managing business communications. These may include web hosting providers, email delivery platforms, analytics services, and CRM tools. These providers are contractually required to use your information only to perform services on our behalf and are prohibited from using it for independent purposes.

Subcontractors and Field Partners

For certain large-scale commercial projects, we may coordinate with licensed subcontractors. Where your project contact details or property address must be shared for scheduling or permit coordination, we share only what is necessary and expect all field partners to handle that information responsibly.

Legal and Regulatory Requirements

We may disclose personal information if required to do so by applicable law, regulation, court order, or government authority — including compliance with NYC Department of Buildings (DOB) permit filings or insurance documentation requirements where your property is involved.

Business Transfers

In the event of a merger, acquisition, or sale of all or a portion of our business assets, client information may be transferred as part of that transaction. We will notify affected parties if such a transfer results in any material change to how their information is handled.

6. Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy and to comply with applicable legal, tax, and business record-keeping obligations.

• Inquiry and quote records: Retained for up to 3 years after the date of initial contact, whether or not a project was initiated
• Active client project files: Retained for up to 7 years following project completion to support warranty claims, permit history, and any regulatory review
• Email correspondence: Retained in line with our internal communications policy, generally 2–5 years depending on subject matter
• Analytics data: Aggregated, anonymized analytics data may be retained indefinitely as it cannot be linked to an individual

When information is no longer required, we delete or anonymize it in a secure manner consistent with industry best practices.

7. Data Security

We implement reasonable administrative, technical, and physical safeguards to protect personal information from unauthorized access, alteration, disclosure, or destruction. These measures include:

• HTTPS encryption for all website traffic
• Access controls limiting which staff members can view client inquiry records
• Use of reputable, security-audited third-party platforms for email and data storage
• Regular review of access credentials and vendor security practices

No method of electronic transmission or data storage is 100% secure. While we work diligently to protect information submitted through this website, we cannot guarantee absolute security. If you have reason to believe your information has been compromised, please contact us immediately at mail@commercialhvaccompany.com.

8. Your Rights and Choices

Depending on where you are located, you may have the following rights regarding your personal information:

• Right to access: Request a copy of the personal information we hold about you
• Right to correction: Request that inaccurate or incomplete information be corrected
• Right to deletion: Request that we delete personal information we hold about you, subject to legal and contractual retention obligations
• Right to restrict processing: Ask us to limit how we use your data in certain circumstances
• Right to object: Object to our use of your information for marketing purposes
• Right to data portability: Request that we provide your data in a structured, commonly used format where technically feasible

To exercise any of these rights, contact us at mail@commercialhvaccompany.com with your name, the email address used when contacting us, and a description of your request. We will respond within a reasonable time, typically within 30 days. In some cases we may need to verify your identity before processing a request.

9. California Residents (CCPA Notice)

If you are a California resident, the California Consumer Privacy Act (CCPA) may provide you with additional rights regarding your personal information. Under the CCPA, California residents have the right to:

• Know what personal information we collect, use, disclose, or sell
• Request deletion of personal information we have collected from you
• Opt out of the sale of personal information — Note: we do not sell personal information
• Not be discriminated against for exercising your CCPA rights

To submit a verifiable consumer request or to designate an authorized agent to make a request on your behalf, contact us at mail@commercialhvaccompany.com.

10. Children's Privacy

Our website and services are directed exclusively to commercial property owners, building managers, facility directors, and business-to-business clients. We do not knowingly collect personal information from anyone under the age of 18. If you believe a minor has submitted personal information through this website, please contact us immediately and we will delete that information promptly.

11. Third-Party Links

Our website may contain links to third-party websites, including trade associations, equipment manufacturer resources, NYC government portals, and industry references. These links are provided for informational convenience. We have no control over the content or privacy practices of external sites, and this Privacy Policy does not apply to information collected by any third party. We encourage you to review the privacy policies of any external site before submitting personal information to it.

12. Policy Updates

We may update this Privacy Policy periodically to reflect changes in our data practices, website features, applicable law, or regulatory guidance. When we make material changes, we will update the "Last Updated" date at the top of this page. We encourage you to review this page periodically. Continued use of the website after a posted update constitutes your acceptance of the revised policy.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or the way we handle personal information, please reach out to us:

• Email: mail@commercialhvaccompany.com
• Mailing address: Commercial HVAC Company, Queens Village, NY 11428

We take privacy inquiries seriously and will respond as promptly as possible, generally within 5–10 business days.