Privacy Policy | City HVAC Fix

City HVAC Fix ("we", "us", "our") respects your privacy. This Privacy Policy explains what information we collect when you visit https://www.cityhvacfix.com or request service, how we use it, and your choices.

1. Information We Collect

We collect the following categories of information:

Information you provide directly

Contact details: name, phone number, email, ZIP code, and service address when you submit a quote request or contact form.
Service details: the type of service you need and any notes you include.
Communications: any messages you send us.

Information collected automatically

Device and browser data: IP address, browser type, device type, operating system, referring URL.
Usage data: pages viewed, links clicked, time spent, and other analytics via Google Analytics.
Location data: approximate location (city / region) derived from your IP address for purposes of routing your call and showing relevant service options.
Cookies and similar tech: we use first-party cookies for session state and A/B testing, and third-party cookies/scripts for Google Analytics, Google Ads conversion tracking, and Microsoft Clarity (session replay & heatmaps).
Call tracking: when you dial a number displayed on this site, the call is routed through a tracking service (Ringba) that captures caller ID, time, duration, and call recording (for quality and training). We disclose when calls are recorded at the start of each call.

2. How We Use Information

To respond to your quote request and schedule service.
To contact you by phone, SMS, or email about your request, appointments, and follow-up.
To improve our website, services, and marketing.
To measure ad performance and attribution (Google Ads, Google Analytics, Ringba).
To detect and prevent fraud, spam, and abuse.
To comply with legal obligations.

3. TCPA / Communications Consent

By submitting our contact or quote form, you consent to receive calls, text messages, and emails from City HVAC Fix at the phone number and email you provided, including messages sent using an automatic telephone dialing system or prerecorded voice, for the purposes of scheduling service, quoting your job, and related follow-up.

Consent is not a condition of purchase. Standard message and data rates may apply. You may opt out of marketing messages at any time by replying STOP to any text, clicking "unsubscribe" in any email, or calling us at (833) 787-0322. You may still receive transactional messages related to service you've requested.

4. Sharing of Information

We do not sell your personal information. We share information only with:

Service providers who help us operate the site and deliver service (hosting, analytics, call tracking, email, SMS).
Affiliated HVAC contractors in our network when we match your request to the right technician for your location.
Law enforcement when required by valid legal process.
A successor entity in the event of a merger, acquisition, or asset sale.

5. Cookies and Tracking Technologies

We use cookies, pixels, and similar technologies including: Google Analytics (GA4), Google Ads conversion tags, Microsoft Clarity (session replay and heatmaps), Ringba call-tracking scripts, and first-party session/variant cookies. These run by default when you use the site. You can opt out by disabling cookies in your browser, using the Google Analytics opt-out browser add-on, controlling personalized ads at Google Ad Settings, and reviewing how Clarity handles data in the Microsoft Privacy Statement. Clarity automatically masks text and form inputs in its recordings.

6. Your Rights

United States - state privacy rights

A growing number of U.S. states have comprehensive consumer privacy laws, including California (CCPA/CPRA), Virginia (VCDPA), Colorado (CPA), Connecticut (CTDPA), Utah (UCPA), Texas (TDPSA), Oregon (OCPA), Montana (MTCDPA), Delaware, Iowa, Nebraska, New Hampshire, New Jersey, Kentucky, Minnesota, Maryland, and others. If you reside in a state with such a law, you may have some or all of the following rights over your personal information, subject to that law's terms:

Right to know / access: confirm whether we process your personal information and request a copy of it.
Right to correction: request that we correct inaccurate personal information.
Right to deletion: request that we delete personal information we have collected about you.
Right to data portability: receive your personal information in a portable, readily usable format.
Right to opt out: opt out of (a) the "sale" of personal information, (b) "sharing"/processing for targeted advertising, and (c) profiling in furtherance of decisions that produce legal or similarly significant effects.
Right to limit use of sensitive personal information (where applicable, e.g., California).
Right to non-discrimination: we will not deny services, charge different prices, or provide a different level of service because you exercised any of these rights.

How to exercise your rights

Email info@cityhvacfix.com with the subject line "Privacy Request", or call (833) 787-0322. Please state your name, your state of residence, the right you wish to exercise, and the phone number or email you used with us so we can locate your records. We will verify your identity using the information you provide and respond within the timeframe required by your state's law (generally 45 days, extendable once where permitted). You may also use an authorized agent to submit a request on your behalf; we may require proof of the agent's authorization and verification of your identity.

Appeals: if we decline to act on your request, you may appeal by replying to our decision with "Privacy Appeal" in the subject line. We will respond to appeals within the period required by your state's law (generally 45-60 days). If your appeal is denied, you may contact your state Attorney General.

Targeted advertising and "sharing": we use third-party advertising and analytics cookies (Google Ads, Google Analytics, Microsoft Clarity) that may constitute "sharing" or processing for targeted advertising under some state laws. You can opt out by emailing us as described above, adjusting your browser's cookie settings, using the opt-out tools listed in Section 5, or broadcasting a Global Privacy Control (GPC) signal, which we honor where required by law. We do not sell personal information for money; we share service-request details with contractors in our network only to fulfill the service you requested.

EU / UK residents (GDPR)

You have the right to access, the right to deletion, the right to correct, and the right to port your personal data, as well as the right to restrict or object to processing and to withdraw consent at any time. Our legal bases for processing are your consent, contract performance, legitimate interests (operating and improving our business), and legal obligations. To exercise any of these rights, contact us at info@cityhvacfix.com.

7. Data Retention

We retain lead and service records for as long as needed to provide service, meet legal and tax obligations, and defend against legal claims - typically up to 7 years. Analytics data is retained per Google's default retention settings.

8. Security

We use reasonable administrative, technical, and physical safeguards to protect personal information. No internet transmission or storage is 100% secure.

9. Children's Privacy (COPPA)

Our services are not directed to children, and we do not knowingly collect personal information from minors. In compliance with the Children's Online Privacy Protection Act (COPPA), we do not knowingly collect personal information from children under the age of 13. For EU/UK visitors, this minimum age is 16 (or the age specified by your country's implementation of GDPR-K). If you believe a child under these ages has provided us with personal information, please contact us at info@cityhvacfix.com and we will delete it promptly.

10. Changes to This Policy

We may update this policy. Material changes will be posted here with a revised "Last updated" date.

11. Contact Us

Questions about this policy or your data? Contact us at:
City HVAC Fix
7111 Avenue L, Houston, TX 77011
Email: info@cityhvacfix.com
Phone: (833) 787-0322