Privacy Policy

Company: HVAC Quote Pro LLC

Contact: support@quote-sheet.com

1. Introduction

This Privacy Policy explains how HVAC Quote Pro LLC ("we," "us," or "our") collects, uses, discloses, and protects information when you use QuoteSheet ("Service"). By using the Service, you agree to the practices described in this Policy. If you do not agree with this Policy, do not use the Service.

2. Information We Collect

2.1 Information You Provide Directly

• Account Information: Name, email address, company name, phone number, and password when you register.
• Business Data: Equipment catalogs, pricing configurations, quote templates, and company settings you enter into the Service.
• Customer Data: Names, email addresses, and contact information of your customers that you enter when creating quotes.
• Billing Information: Payment method details (credit/debit card) collected and processed by Stripe. We do not store full card numbers — Stripe handles and stores payment data on our behalf.
• Communications: Messages you send to our support team at support@quote-sheet.com.

2.2 Information Collected Automatically

• Usage Data: Pages visited, features used, clicks, session duration, and interactions with the Service.
• Device & Browser Data: IP address, browser type and version, operating system, and device identifiers.
• Log Data: Server logs including timestamps, error reports, and referring URLs.
• Cookies & Similar Technologies: Session cookies required for authentication and functionality. We do not use third-party advertising cookies.

2.3 AI Feature Interactions

When you use AI-powered features (Contractor AI Helper, Customer Chat Assistant), your input text is transmitted to third-party AI providers (OpenAI, Anthropic, Google) for processing. These interactions may be retained by those providers in accordance with their own privacy policies. We do not store the full content of AI conversations beyond what is necessary for session continuity.

3. How We Use Your Information

We use the information we collect to:

• Provide and operate the Service — creating accounts, processing quotes, generating PDFs, and delivering features.
• Process payments — billing subscriptions and handling payment failures via Stripe.
• Send transactional communications — account confirmations, billing receipts, password resets, and quote delivery emails via SendGrid.
• Provide customer support — responding to inquiries and resolving issues.
• Improve the Service — analyzing usage patterns to identify bugs, improve features, and prioritize development.
• Ensure security — detecting fraud, unauthorized access, and abuse.
• Comply with legal obligations — responding to lawful requests from government authorities and fulfilling our legal responsibilities.

We do not sell your personal information or your customers' personal information to third parties.

4. How We Share Your Information

We share information only in the following circumstances:

4.1 Service Providers (Sub-processors)

We share data with trusted third-party vendors who process data on our behalf:

• Stripe — Payment processing — Billing info, transaction data
• SendGrid — Transactional email delivery — Email addresses, quote content
• OpenAI — AI feature processing — AI prompt inputs
• Anthropic — AI feature processing — AI prompt inputs
• Google — AI feature processing — AI prompt inputs

Each provider is contractually required to handle your data in accordance with applicable privacy laws.

4.2 Legal Requirements

We may disclose information if required to do so by law or in response to valid legal processes (subpoena, court order, or government request).

4.3 Business Transfers

If HVAC Quote Pro LLC is acquired, merges with another company, or transfers its assets, your information may be transferred as part of that transaction. We will notify you before your data becomes subject to a different privacy policy.

4.4 Protection of Rights

We may disclose information to protect the rights, property, or safety of HVAC Quote Pro LLC, our users, or others.

5. Data Retention

• Active accounts: Data is retained for as long as your subscription is active.
• Cancelled accounts: Your data is retained for 90 days after cancellation, during which you may export your data via the account dashboard. After 90 days, your data may be permanently deleted.
• Billing records: Retained for 7 years as required for tax and accounting compliance.
• Support communications: Retained for 2 years.

6. Data Security

We implement industry-standard security measures including:

• Encryption of data in transit (TLS/HTTPS)
• Encryption of sensitive data at rest
• Access controls limiting employee access to customer data
• Regular security backups

While we take reasonable precautions, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security of your data.

7. Your Rights and Choices

7.1 All Users

• Access: You may access the personal data we hold about you by contacting support@quote-sheet.com.
• Correction: You may update inaccurate information directly in your account settings or by contacting us.
• Deletion: You may request deletion of your account and associated data by contacting support@quote-sheet.com. Note that we may retain certain data as required by law (e.g., billing records).
• Data Export: You may export your quote and customer data from the account dashboard at any time during your subscription or within 90 days of cancellation.
• Opt-Out of Marketing: We do not send marketing emails by default. If we do in the future, every email will include an unsubscribe link.

7.2 California Residents (CCPA/CPRA)

California residents have the right to:

• Know what personal information we collect, use, disclose, or sell.
• Delete personal information we hold about you, subject to certain exceptions.
• Correct inaccurate personal information.
• Opt out of the sale or sharing of personal information. We do not sell or share personal information as defined under the CCPA.
• Non-discrimination for exercising your privacy rights.

To exercise these rights, contact us at support@quote-sheet.com with the subject line "California Privacy Request."

7.3 Other State Residents (Colorado, Virginia, Connecticut, Texas, and Others)

Residents of states with applicable privacy laws have similar rights to access, correct, delete, and port their data. To submit a request, contact support@quote-sheet.com.

8. Cookies

QuoteSheet uses the following types of cookies:

• Session Cookies — Maintain your login session — Required: Yes
• Preference Cookies — Remember UI settings — Required: Yes
• Analytics Cookies — Understand feature usage — Required: Optional

You can control cookies through your browser settings. Disabling session cookies will prevent you from logging in to the Service.

9. Children's Privacy

The Service is not directed to children under 13 years of age. We do not knowingly collect personal information from children under 13. If we discover that a child under 13 has provided personal information, we will promptly delete it.

10. Third-Party Links

The Service may contain links to third-party websites (e.g., financing partner sites). This Privacy Policy does not apply to those sites. We encourage you to review the privacy policies of any third-party sites you visit.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email to the address on file and/or by a prominent notice within the Service. The "Last Updated" date at the top of this Policy will reflect the most recent revision. Continued use of the Service after changes constitutes acceptance of the updated Policy.

12. Contact Us

For questions, concerns, or privacy requests, contact:

HVAC Quote Pro LLC

Email: support@quote-sheet.com

Location: Ohio, United States

For data deletion or access requests, please include your full name, email address associated with your account, and a description of your request.