Privacy Policy

HVAC Vault ("we", "us", or "our") operates the HVAC Vault mobile and web application (the "Service"), a professional community platform for HVAC/R tradespeople. We respect your privacy and are committed to protecting your personal data. This Privacy Policy explains what information we collect, how we use it, and the choices you have.

By creating an account or using the Service, you agree to the collection and use of information as described in this policy.

1. Information We Collect

• Account information

  Name, email address (used as your unique identifier), display name, phone number, role/position, union status, years of experience, and specialties. This information is required to create and verify your professional profile.

• Location

  Your general location (city/state) is used to personalize job listings, local weather conditions relevant to HVAC work, and nearby supply houses. We do not track precise GPS coordinates continuously.

• Photos and scans

  Photos you upload (profile photo, equipment data plate scans, showcase posts) are stored and processed to provide the Service, including AI-assisted analysis of equipment nameplates and diagnostics.

• User-generated content

  Community posts, comments, messages, knowledge articles, price reports, job listings, and credentials you submit.

• Credentials & documents

  Professional certifications and uploaded documents you choose to share for verification and your professional profile.

• Usage data

  Device identifiers, IP address, and interaction data (such as views, reactions, and feature usage) used to operate, secure, and improve the Service.

2. How We Use Your Information

• To create and maintain your professional account and verify tradesperson status.
• To provide, personalize, and improve the Service (job matches, weather, supply-house locator, certifications).
• To perform AI-assisted analysis of uploaded equipment photos and to power diagnostic and educational tools.
• To enable community features: posts, comments, messaging, and member directory.
• To send notifications about activity relevant to you (replies, credential verification, job matches).
• To moderate content and enforce our Community Guidelines.
• To detect and prevent fraud, abuse, and security threats.
• To comply with legal obligations.

3. AI & Third-Party Processing

HVAC Vault uses artificial intelligence to provide features such as data plate scanning, equipment diagnostics, content moderation, and an AI tutor. When you use these features, your input (including uploaded photos and text) is sent to our AI service providers for processing. These providers process data on our behalf under appropriate agreements and do not use your content to train their general models.

We may also use third-party services for web search (to fetch current job listings, news, and part pricing), weather data, and analytics. Each processor is bound by obligations of confidentiality and data protection.

4. Data Sharing

We do not sell your personal information. We share data only as necessary to operate the Service:

• Other members: Profile information you choose to make visible (name, photo, specialty, location, and contact details per your visibility settings).
• Service providers: Cloud hosting, AI processing, and analytics partners acting as processors on our behalf.
• Legal compliance: When required by law, court order, or to protect rights, safety, or property.

5. Data Retention

We retain your account data for as long as your account is active. Automatically fetched job listings and part prices are pruned on a rolling basis (typically 30–45 days) to keep information current. You may request deletion of your account and associated data at any time (see Section 7).

6. Data Security

We use appropriate technical and organizational measures to protect your data, including encryption in transit, access controls, and regular security audits. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

7. Your Rights & Account Deletion

You may access, correct, or update your profile information at any time within the app. You can delete your account and associated personal data directly from the app (Profile → Danger Zone → Delete Account). Account deletion is permanent and removes your profile, posts, credentials, and other associated data. Some content may remain in anonymized or aggregate form, and certain records may be retained where required by law.

If you are unable to access the app, you may request deletion by contacting us using the details in Section 10.

8. Children's Privacy

HVAC Vault is a professional platform and is not intended for anyone under 18 years of age. We do not knowingly collect personal information from children. If you believe a minor has provided us with personal data, please contact us and we will delete it.

9. Your Consent

By using the Service, you consent to this Privacy Policy. If we make material changes, we will notify you through the app and update the "Last updated" date above.

10. Contact Us

If you have questions about this Privacy Policy or your personal data, including requests to access or delete your information, contact us through the in-app Help Center or at: