Privacy Policy — HVAC CallCapture

HVAC CallCapture ("we," "us," or "our") operates a missed-call capture and automated lead-response service for HVAC businesses. This Privacy Policy explains how we collect, use, and protect information about you and your customers.

By using our service, you agree to the collection and use of information as described in this policy.

1. Information We Collect

From HVAC Business Owners (Our Clients):

Name and email address (provided at signup)
Business name and contact information
Phone number(s) for call routing and forwarding
Billing information (processed by Stripe — we do not store card numbers)
Communication preferences and service configuration

From End Callers (Your Customers):

Phone numbers that call your business line (captured via Twilio)
Call timestamps, duration, and call metadata
SMS messages sent to and from your business number
Voicemail recordings and transcriptions (if applicable)
Any information callers provide during automated interactions

2. How We Use Your Information

We use the information we collect to:

Provide the missed-call capture and automated text-response service
Send automated SMS messages on behalf of HVAC clients to their callers
Route and forward calls to the appropriate phone numbers
Generate lead notifications and reports for HVAC business owners
Process subscription payments through Stripe
Send service-related communications (receipts, alerts, updates)
Improve and maintain the reliability of our platform
Comply with legal obligations, including TCPA and telecommunications regulations

We do not sell or rent your personal information or your customers' information to third parties for marketing purposes.

3. SMS Messaging — Consent, Opt-In, and Opt-Out

For HVAC Business Owners Signing Up:

When you complete the signup form at calllock.polsia.app/signup, you may optionally consent to receive SMS messages from HVAC CallCapture. This consent is entirely optional and is not required to complete your signup or use our service.

SMS Consent Disclosure: By checking the SMS consent checkbox on our signup form, you agree to receive SMS messages from HVAC CallCapture including service notifications, appointment reminders, and follow-up messages. Up to 10 messages/month. Message & data rates may apply. Reply STOP to unsubscribe at any time.

No Sharing of SMS Opt-In Data: SMS opt-in data and consent will NOT be shared with, sold to, or transferred to any third parties for any purpose, including marketing. This applies to both your opt-in as a business owner and to any end-caller opt-in data collected through our platform. Your SMS consent information is used solely to send you the messages you agreed to receive.

For End Callers (Customers of HVAC Businesses):

Our service sends automated SMS messages to callers who contact HVAC business numbers using our platform. These messages are sent on behalf of the HVAC business operator in response to missed calls.

Text messaging is initiated in response to missed calls or voicemails
Message content is configured by the HVAC business owner
Standard message and data rates apply to recipients
Recipients can opt out by replying STOP to any message at any time
Opt-out requests are honored immediately — no further messages will be sent
All messaging complies with TCPA, A2P 10DLC, and carrier requirements

How to Opt Out: Reply STOP to any SMS message to immediately unsubscribe. You may also email info@hvaccallcapture.com to request removal from all messaging.

4. Third-Party Services

We use trusted third-party services to operate our platform:

Twilio — Handles all voice calls and SMS messages. Twilio's privacy policy applies to call and message data.
Stripe — Processes subscription payments. Stripe's privacy policy governs payment data.
Render / Neon — Cloud infrastructure and database hosting for our platform.
AI Services — Used to generate automated message content. No personally identifiable information is shared beyond what is necessary for message generation.

5. Data Security

We take reasonable measures to protect your information:

All data is transmitted over HTTPS/TLS encryption
Database access is restricted and credentials are secured
We do not store full payment card numbers
Access to customer data is limited to authorized personnel

No method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security but commit to using industry-standard practices.

6. Data Retention

Account information is retained for the duration of your subscription plus 90 days after cancellation
Call logs and SMS records are retained for up to 12 months
Billing records are retained as required by law (typically 7 years)
Upon written request, we will delete your data within 30 days, subject to legal retention requirements

7. Your Rights

You have the right to:

Access the personal information we hold about your account
Correct inaccurate information
Request deletion of your data (subject to retention obligations)
Opt out of non-essential communications
Receive a copy of your data in a portable format

To exercise these rights, contact us at info@hvaccallcapture.com.

8. Cookies and Analytics

Our website uses minimal tracking:

Session cookies for authentication and form functionality
Basic analytics to understand site usage (no third-party ad tracking)
We do not use Google Analytics or Facebook Pixel

9. Children's Privacy

Our service is intended for HVAC business operators and is not directed to children under 13. We do not knowingly collect information from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify active subscribers of material changes via email. Continued use of the service after changes constitutes acceptance of the updated policy.

11. Contact Us

For questions about this Privacy Policy or to exercise your data rights:

HVAC CallCapture
7901 Research Forest Drive, Ste 400 #3066
The Woodlands, TX 77382
Email: info@hvaccallcapture.com