Privacy Policy

1. Information We Collect

1.1 Authentication Information (via Clerk)

When you create an account or sign in, Clerk collects and manages your authentication data. This includes:

• Email address
• Name

Note: Clerk's own privacy policy applies to authentication data.

1.2 Diagnostic Information You Provide

When using the Service, you may submit detailed diagnostic information, including:

• Description of HVAC issues
• Optional job site address or job number

1.3 AI-Generated Content

We store certain outputs generated by AI models to provide continuity and features such as report history, including:

• Diagnostic summaries
• Step-by-step solution plans

1.4 Image Data & Cloud-Based AI Model Matching

Previously, equipment nameplate images and diagnostic photos were processed strictly on your local device. Under this version of the Privacy Policy, when you capture or upload images of HVAC equipment nameplates, labels, or units, these images are transmitted to our secure cloud servers and processed by external AI image-processing agents (vision models) to perform automated model matching, text/serial number extraction, and technical specification lookups.

We collect and process:

• Captured Nameplate/Equipment Images: Transmitted securely via HTTPS and sent to external AI vision models for character recognition, model matching, and tech-spec lookups. Raw image files are stored securely on our servers for a period of ninety (90) days to allow you to review and verify your diagnostic history. You have the absolute right to manually delete these images at any time before the 90-day retention period expires. Please note that deleting your account does not automatically or immediately delete these image files; they will remain stored and automatically expire at the end of their original 90-day retention period unless you submit a written request via email for manual expedited deletion. We do not sell or disclose these images to third parties for marketing or other unauthorized purposes.
• Extracted Structured Equipment Data: Extracted details such as brand, model number, serial number, electrical ratings, and technical specifications, which are saved to your account history for your convenience.

1.5 Usage, Logs & Performance Data

• API usage and rate-limit tracking
• Error logs (browser info, stack traces, URL, timestamps)
• Request/response metadata for debugging and service improvement
• IP addresses for security and monitoring purposes

1.6 Safety Acknowledgements

We record your acceptance of safety notices including timestamp, user ID and name.

2. How We Use Your Information

We use your information to:

• Provide HVAC diagnostic features and generate reports
• Improve our AI models and diagnostic accuracy
• Maintain service performance and reliability
• Debug issues and enhance system stability
• Support multi-language responses and user preferences
• Prevent abuse, fraud, or security threats

3. Legal Basis for Processing (GDPR)

• Consent — e.g., optional image uploads, report sharing
• Contract performance — providing diagnostic services
• Legitimate interest — security, debugging, improving AI models
• Compliance — meeting legal obligations

4. How Long We Retain Your Information

We retain information only as long as necessary for the purposes outlined in this policy:

• Diagnostic history and image data: retained for your account continuity
• Shared reports: deleted automatically after expiration
• Error logs: retained per operational needs

5. Your Rights

You have full control over your personal data. At any time you may:

• Access your data
• Correct inaccurate information
• Request deletion
• Opt out of communications
• Withdraw consent (where applicable)
• Request data portability (GDPR)

6. Children's Privacy

Our Service is not intended for individuals under 18. We do not knowingly collect data from minors. Users are strictly prohibited from uploading images containing children or minors under the age of 18.

7. Changes to This Policy

We may update this Privacy Policy periodically. Significant changes will be communicated via the app or email.

8. Contact Us

If you have questions, feedback, or privacy requests, please reach out through the website or by email.