Privacy Policy

1. What this policy covers

This policy explains how HVAC HQ handles personal information when you visit hvachq.app, create an account, use HVAC HQ tools, upload files or images, contact us, or purchase a subscription or sponsored listing. We aim to manage personal information transparently and consistently with applicable Australian privacy requirements.

2. Information we collect

Depending on how you use HVAC HQ, we may collect or hold:

• account information such as your name, email address, login and account identifiers;
• subscription and billing metadata, while card details are handled by our payment provider rather than stored by HVAC HQ;
• technical content you submit, including service reports, quotes, contracts, asset registers, task lists, photos, notes and questions;
• information contained inside uploaded documents or images, which may include names, contact details, site information or other personal information;
• usage, device, diagnostic and security information needed to operate, protect and improve the service; and
• communications you send to us, including support, privacy and billing enquiries.

3. How we use information

We use information to provide and secure HVAC HQ, authenticate users, process uploaded material, generate AI-assisted outputs, maintain review history, provide support, administer subscriptions and listings, detect misuse, troubleshoot faults, and improve the reliability of the service.

HVAC HQ is a decision-support platform. AI outputs can affect technical or commercial decisions, but the final decision remains with the user. We do not intend the platform to make legally binding employment, credit, insurance or similar decisions about individuals.

4. Uploaded content and third-party information

You should only upload information you are authorised to use. If a service report, photo, contract or other file contains another person's personal information, you are responsible for ensuring you have an appropriate basis to provide that information to HVAC HQ for the requested purpose. Avoid uploading sensitive personal information unless it is genuinely necessary for the task.

5. Service providers and overseas processing

HVAC HQ uses service providers to operate the platform, including Base44 for application hosting, authentication, data storage, file handling and AI capabilities, Stripe for payments and subscription management, and Meta for advertising measurement. Meta may receive website visit, device and browser information and a registration-completed event so we can measure and improve campaigns. HVAC HQ does not intentionally send uploaded job files, report contents or customer records to Meta. Other AI or infrastructure providers may be used through those services as the platform evolves.

Base44 currently states that its default app data storage is in the United States unless a different supported data residency region has been configured. Service requests may also be processed outside Australia. Stripe and its service providers may process payment-related information in multiple jurisdictions. By using HVAC HQ, you understand that information may be disclosed to or processed by overseas service providers where reasonably necessary to provide the service.

6. Security and retention

We use access controls and the security features provided by our platform providers to reduce the risk of unauthorised access, loss, misuse or disclosure. No internet service can guarantee absolute security. We retain information for as long as reasonably required to provide the service, maintain records, resolve disputes, meet legal obligations and protect the platform. Records may be deleted when no longer required or when a valid deletion request is completed.

7. Access, correction and deletion

You can update some information in your account or ask us to access, correct or delete personal information we hold about you. Email hello@hvachq.app from the email address associated with your account. We may need to verify your identity and may retain information where required or permitted by law.

8. Cookies, local storage and similar technology

HVAC HQ and its providers may use cookies, browser storage and similar technology for authentication, security, preferences, app installation, feature operation, payment flows and advertising measurement. The Meta Pixel records page views and completed registrations to help attribute and optimise advertising. Some local browser storage is also used to remember user-interface preferences, recent in-app activity and campaign attribution details.

9. Privacy enquiries and complaints

Send privacy questions or complaints to hello@hvachq.app. We will review the issue and respond within a reasonable period. If Australian privacy law applies to your complaint and you are not satisfied with our response, you may also have the right to contact the Office of the Australian Information Commissioner.

10. Changes to this policy

We may update this policy as HVAC HQ, our providers or legal requirements change. The current version will be published on this page with its last-updated date.