Privacy Policy
Your privacy matters to us. This policy explains how HRS Heating And Cooling collects, uses, and protects your information.
Last updated: August 2026
Information We Collect
We collect information you provide directly to us when you request a quote, schedule service, submit a contact form, apply for employment, or communicate with us. This includes: your name, phone number, email address, service or property address, HVAC equipment and service history, photos you upload, and all form responses you submit. When you use our online chat assistant, we collect and store your chat messages and any contact information (name, email, phone) you share during the conversation. When you submit a service request, we store the full contents of your form submission. If you apply for employment, we collect your contact details, position of interest, experience, and any message you provide.
SMS and Marketing Consent
By checking the SMS consent box on our forms, you explicitly agree to receive SMS text messages from HRS Heating And Cooling at the phone number you provide. This consent is not required to submit a service request. You may opt out of SMS messages at any time by replying STOP to any message. If you provide your phone number through our chat assistant without checking a consent box, we will store your number for service purposes but will not send marketing text messages without your separate, explicit opt-in. Standard message and data rates may apply.
AI Chatbot & Automated Processing
Our website uses an AI-powered chatbot assistant to help answer questions and schedule service. When you chat with our assistant, your messages are processed by a third-party large language model (Google Gemini) to generate responses. We store your conversation history, and our system automatically extracts contact information (such as email and phone numbers) from your messages to create or update records in our customer database. The chatbot does not provide emergency response — if you have a gas leak, carbon monoxide alarm, fire, or electrical emergency, call 911 immediately.
How We Use Your Information
We use the information we collect to schedule and perform HVAC services, communicate with you about appointments and estimates, process payments, send service reminders and maintenance notifications, respond to inquiries, manage employment applications, and (with your consent) inform you of special offers. We do not sell your personal information to third parties.
Third Parties We Share Data With
We share your information with the following third parties, only as necessary to provide our services: Google (Google Analytics, Google Ads, Google Tag Manager, Google Maps, Google Calendar, Gmail) for website analytics, advertising, and scheduling; Facebook (Meta Pixel, Facebook Pages) for advertising and social media communication; Twilio for SMS text messaging; Wells Fargo for equipment financing applications; Base44 for website hosting and database services; and Bryant for product catalog information. Each third party has its own privacy policy governing how they use your data once received.
Cookies & Analytics
Our website uses cookies and similar tracking technologies — including Google Analytics, Google Tag Manager, Google Ads, and the Facebook Pixel — to analyze website traffic, measure advertising effectiveness, and improve your browsing experience. These trackers only load after you accept our cookie consent banner, unless you have previously consented. You can control cookies through your browser settings and may decline tracking at any time. We do not use trackers to sell your personal information.
Data Retention
We retain your personal information for as long as necessary to provide services and comply with legal obligations. Customer service records, communication history, and transaction records are typically retained for the duration of your customer relationship and for a reasonable period thereafter for warranty, legal, and tax purposes. Chat transcripts and form submissions are retained unless you request deletion.
Data Security
We take reasonable measures to protect your personal information from unauthorized access, alteration, or disclosure. Access to your data is restricted to authorized personnel and is controlled through role-based permissions. However, no method of transmission over the internet is completely secure.
Your Privacy Rights & Data Deletion
You may request access to, correction of, or deletion of your personal information at any time. To request deletion of your data, visit our Data Deletion page at /data-deletion or call us at 317-535-0322. We process all deletion requests within 30 days and will permanently remove your records from our active databases, including form submissions, chat history, service requests, and contact information. You may also opt out of marketing communications at any time by replying STOP to text messages, clicking unsubscribe in emails, or contacting us directly.
Children's Privacy
Our services are not directed to children under 13, and we do not knowingly collect personal information from children. You must be at least 18 years old to submit a service request or enter into an agreement through our website.
Changes to This Policy
We may update this privacy policy from time to time. Any changes will be posted on this page with an updated revision date.
Questions about this policy? Call us at 317-535-0322.
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