Privacy Policy
How HVAC AI OS collects, uses, and protects information.
Last updated: June 2026
Overview
HVAC AI OS ("we", "our", "the platform") provides an AI-powered SaaS platform for HVAC service businesses. This Privacy Policy describes how we handle information when you use our website, dashboard, and related services.
Information we collect
We collect account information you provide during registration (name, email, company name). We collect operational data generated through use of the platform, including call metadata, job records, customer contact information you enter, knowledge base documents you upload, and usage metering data.
We collect contact form submissions (name, email, company, phone, message) when you reach out through our marketing website.
How we use information
We use collected information to provide and operate the platform, process AI voice interactions, manage jobs and dispatch, meter usage for billing, provide customer support, and improve our services.
Marketing contact submissions are used to respond to your inquiries and evaluate business interest.
Customer data and tenant isolation
Each customer organization operates in an isolated tenant workspace. Your customers, jobs, calls, knowledge documents, and billing data are scoped to your tenant and are not accessible by other tenants on the platform.
AI and call transcripts
Voice calls processed through the platform may be transcribed and stored to enable call history, job creation, and quality review. Transcripts are stored within your tenant workspace and are used to power AI responses and operational workflows.
Knowledge base documents you upload are processed for semantic search to improve AI answer accuracy. Do not upload credentials, API keys, or sensitive personal information in knowledge documents.
Data retention
We retain account and operational data for as long as your subscription is active and as needed to provide services. You may request deletion of your tenant data upon account termination, subject to legal and billing record retention requirements.
Security
We implement industry-standard security measures including encrypted connections (TLS), access controls, and tenant-scoped data isolation. API keys and credentials are stored using secure hashing and are not exposed in client applications.
Contact
For privacy-related questions, contact us at hello@hvacaios.com.