Privacy Policy

1.Information We Collect

Depending on how you interact with Huffman Air, we may collect:

Contact information

• Name
• Email address
• Telephone number
• Mailing address
• Service-property address

Customer and property information

• Service locations
• Access instructions
• Property notes
• Equipment type
• Manufacturer
• Model and serial numbers
• Equipment age and condition
• Service history

Job and service information

• Appointment details
• Technician notes
• Diagnoses
• Recommended repairs
• Estimates
• Invoices
• Work performed
• Maintenance records
• Equipment photographs or videos
• Reports and acknowledgments

Financial information

• Invoice amounts
• Payment status
• Refunds
• Credits
• Deposits
• Membership charges
• Vendor or expense information
• Accounting records

Payment-card information may be collected directly by payment providers such as Stripe. Huffman Air generally does not store complete payment-card numbers.

Communications

• Email correspondence
• Text-message history
• Appointment notifications
• Customer-support interactions
• Communication preferences and consent records

Technical and security information

• IP address
• Browser/device information
• Authentication events
• Session information
• Security logs
• Timestamps
• Audit records

2.How We Use Information

We may use information to:

• Schedule and provide HVAC services
• Identify customers and service locations
• Maintain equipment and service history
• Prepare estimates and invoices
• Process and reconcile payments
• Administer maintenance plans and memberships
• Communicate about appointments and service
• Send technician-arrival and scheduling updates
• Maintain accounting records
• Synchronize accounting information with QuickBooks
• Maintain receipts and expense documentation
• Protect accounts and detect fraud or abuse
• Investigate service or billing disputes
• Improve our services and software
• Comply with tax, accounting, legal, insurance, and regulatory obligations
• Maintain appropriate business, security, and audit records

3.Payment Processing

We may use third-party payment processors such as Stripe.

When you make a payment, payment information may be submitted directly to the payment provider.

Stripe may process payment-card details, billing information, fraud-prevention information, and related transaction data according to its own privacy practices.

Huffman Air may retain transaction identifiers, payment status, amount, refund/credit information, and other information necessary to reconcile payments.

4.QuickBooks and Accounting

We may share accounting-related information with Intuit QuickBooks or other accounting providers.

Information may include:

• Customer identity
• Invoice references
• Payments
• Refunds
• Credits
• Expenses
• Vendor information
• Accounting classifications

Huffman Air remains the primary operational system for service records. Not every job or service record is transmitted to an accounting provider.

5.Email and Text Messaging

We may use service providers to send transactional email and SMS messages.

These messages may include:

• Appointment confirmations
• Appointment reminders
• Technician en-route notifications
• Scheduling changes
• Estimates
• Invoice notifications
• Payment receipts
• Membership notices
• Maintenance reminders

Where required, SMS consent will be collected before sending applicable messages.

You may opt out of applicable text messages by following the instructions in the message, such as replying STOP.

6.Messaging Program Terms and Conditions

1. 1.The messaging program consists of general customer care messaging to answer questions and provide support to customers. Messages will be sent from (423) 497-3733.
2. 2.You can cancel the SMS service at any time. Just text “STOP” to the phone number from which you received messages. After you send the SMS message “STOP” to us, we will send you an SMS message to confirm that you have been unsubscribed. After this, you will no longer receive SMS messages from us. If you want to join again, just sign up as you did the first time and we will start sending SMS messages to you again.
3. 3.If you are experiencing issues with the messaging program you can reply with the keyword HELP for more assistance, or you can get help directly at {{ blairEmail }}.
4. 4.Carriers are not liable for delayed or undelivered messages.
5. 5.As always, message and data rates may apply for any messages sent to you from us and to us from you. Message frequency will vary based on communication needs. If you have any questions about your text plan or data plan, it is best to contact your wireless provider.
6. 6.If you have any questions regarding privacy, please read our privacy policy details contained in the rest of this page or contact us at {{ blairEmail }}.

7.Photos, Videos, Receipts, and Documents

Huffman Air may collect photographs, videos, receipts, invoices, signatures, reports, and other documents related to service.

These records may be stored in private cloud storage and accessed only by authorized users for legitimate business purposes.

Receipts and internal financial documents are not intended to be customer-facing unless expressly provided to the customer.

8.Service Providers

We may share information with service providers that help operate our business, including providers for:

• Cloud hosting
• Data storage
• Authentication
• Payments
• Email
• Messaging
• Accounting
• Security
• Monitoring
• Technical infrastructure

These providers receive only the information reasonably necessary to perform services for Huffman Air, subject to applicable agreements and safeguards.

Examples may include Amazon Web Services, Stripe, Intuit, and telecommunications or messaging providers.

9.We Do Not Sell Personal Information

Huffman Air does not sell customer personal information to advertisers or data brokers.

We do not permit third-party advertising networks to purchase customer service records from us.

10.Data Sharing

• Customer data is not shared with third parties for promotional or marketing purposes.
• Mobile opt-in and consent are never shared with anyone for any purpose. Any information sharing that may be mentioned elsewhere in this policy excludes mobile opt-in data.

11.Data Security

We use administrative, technical, and organizational safeguards intended to protect information.

Depending on the system, safeguards may include:

• Encrypted network connections
• Encryption at rest
• Multi-factor authentication
• Role-based access controls
• Database-level access restrictions
• Audit logging
• Private object storage
• Credential isolation
• Backups and recovery procedures
• Monitoring for suspicious or unauthorized activity

No system can guarantee absolute security.

12.Data Retention

We retain information for as long as reasonably necessary for the purposes for which it was collected, including:

• Providing ongoing service
• Maintaining equipment and service history
• Warranty administration
• Financial and tax reporting
• Payment reconciliation
• Fraud prevention
• Dispute resolution
• Insurance
• Security
• Audit
• Legal or regulatory obligations

Different categories of information may have different retention periods.

Some records, such as accounting, payment, audit, and service-history records, may need to be retained even after a customer requests deletion.

13.Your Choices and Requests

You may contact us to request reasonable access to, correction of, or deletion of personal information associated with you.

Certain requests may be limited where we must retain information for:

• Tax or accounting requirements
• Payment disputes
• Warranties
• Fraud prevention
• Security
• Legal claims
• Regulatory obligations
• Legitimate business records

We may need to verify your identity before processing a request.

14.Cookies and Website Information

Our website or application may use cookies or similar technologies for:

• Authentication
• Security
• Preferences
• Session management
• Fraud prevention
• Basic performance/usage analytics

We do not use cookies to sell customer HVAC-service information to advertisers.

15.Children

Huffman Air's services are intended for property owners, tenants, authorized occupants, and other adults arranging HVAC services.

Our services are not directed to children under 13, and we do not knowingly seek personal information from children under 13.

16.Links to Other Sites

Our services may contain links to third-party websites or services.

Their privacy practices are governed by their own policies, not this Privacy Policy.

17.Changes to This Policy

We may update this Privacy Policy as our services, technology, or legal obligations change.

The Effective Date above will identify the current version.

Where required, we will provide additional notice of material changes.

18.Contact Us

For questions, privacy requests, or concerns: