Quick Summary
We collect only the information needed to provide and improve our HVAC services — your name, contact details, service address, and billing information. We never sell your personal data to third parties. You can request access, correction, or deletion of your data at any time.
Introduction
Verdant Air LLC ("Verdant Air," "we," "us," or "our") is committed to protecting the privacy of our customers and website visitors. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you visit our website, use our mobile services, or engage with our HVAC installation, repair, and maintenance services.
This policy applies to all residents of the United States where Verdant Air operates, and is designed to comply with applicable federal and state privacy laws, including the California Consumer Privacy Act (CCPA), the California Online Privacy Protection Act (CalOPPA), and other state-specific data protection regulations.
By accessing our website or using our services, you consent to the collection and use of your information as described in this policy. If you do not agree with our practices, please do not use our services.
Information We Collect
We collect information in several ways to provide and improve our HVAC services. The types of information we may collect include:
Personal Information You Provide
When you request a quote, schedule a service, or communicate with us, we may collect:
| Data Type | Examples | Required |
|---|---|---|
| Contact Information | Full name, email address, phone number, mailing address | Required |
| Service Details | Property address, system type, service history, equipment model numbers | Required |
| Billing Information | Credit card number, billing address, transaction history | Required |
| Account Credentials | Username, password (encrypted), security questions | Optional |
| Communication Records | Chat transcripts, call recordings, email correspondence | Optional |
| Marketing Preferences | Email opt-ins, service reminder preferences | Optional |
Information Collected Automatically
When you visit our website or use our digital services, we automatically collect certain technical information:
- Device & Browser Information: IP address, browser type and version, operating system, screen resolution
- Usage Data: Pages visited, time spent on pages, click patterns, referring website, date and time of visit
- Location Information: Approximate location derived from IP address (city/state level only)
- Cookies & Tracking Technologies: See Section 7 for details
Information from Third Parties
In limited circumstances, we may receive information about you from third parties such as:
- Marketing partners with your consent
- Service providers and contractors working on our behalf
- Public records for identity verification purposes
- Social media platforms when you interact with our social content
Sensitive Information
We do not knowingly collect sensitive information such as Social Security Numbers, driver's license numbers, or health information. If we ever need such data for a specific purpose, we will request it separately with explicit consent and enhanced protections.
How We Use Your Information
Verdant Air uses the information we collect for the following legitimate business purposes:
Service Delivery
- Processing service requests, quotes, and appointments
- Dispatching technicians to your location
- Maintaining accurate service history and equipment records
- Processing payments and issuing invoices
- Providing warranty coverage and follow-up support
Customer Communication
- Sending appointment confirmations and reminders
- Notifying you about service updates or schedule changes
- Responding to your inquiries and support requests
- Sending seasonal maintenance reminders (with your consent)
Business Operations
- Analyzing service trends to improve our offerings
- Training our technicians and quality assurance
- Maintaining legal, accounting, and tax records
- Preventing fraud and unauthorized transactions
- Complying with regulatory and licensing requirements
Marketing (With Your Consent)
- Sending promotional offers about new services or discounts
- Sharing educational content about HVAC maintenance
- Informing you about energy-efficiency rebates and programs
Opt Out Anytime
You can unsubscribe from marketing emails at any time by clicking the "unsubscribe" link in any email, texting STOP to our SMS number, or contacting us at privacy@verdantair.com. Service-related messages (appointments, emergencies) cannot be opted out of as they are essential.
Information Sharing & Disclosure
We do not sell, rent, or trade your personal information to third parties for their marketing purposes. We may share your information only in the limited circumstances described below:
Service Providers & Business Partners
We share information with trusted vendors who perform services on our behalf, such as:
- Payment processing companies (e.g., Stripe, PayPal)
- Scheduling and dispatch software providers
- Customer communication platforms (email, SMS)
- Cloud hosting and data storage providers
- Background check providers for technician verification
These providers are contractually bound to protect your information and may only use it to provide services to Verdant Air.
Legal Requirements
We may disclose information when required by law, court order, or government regulation, or when we believe in good faith that disclosure is necessary to:
- Comply with legal obligations or respond to lawful requests
- Protect the rights, property, or safety of Verdant Air, our customers, or others
- Investigate or prevent fraud, security incidents, or violations of our terms
- Enforce our service agreements and policies
Business Transfers
In the event of a merger, acquisition, reorganization, or sale of substantially all of our assets, your information may be transferred as part of that transaction. We will notify you via email or prominent notice on our website before your information is transferred under different ownership.
With Your Consent
We may share information with third parties when you provide explicit consent, such as when participating in a referral program or promotional partnership.
Data Retention
We retain your personal information only as long as necessary to fulfill the purposes outlined in this policy, comply with legal obligations, resolve disputes, and enforce our agreements.
Retention Periods
- Active customer accounts: Lifetime of the customer relationship plus 7 years
- Service records & warranties: 10 years from last service date
- Billing & payment records: 7 years (per IRS requirements)
- Marketing data: Until you opt out or 3 years of inactivity
- Website usage data: 24 months
- Call recordings: 24 months for quality assurance
When the retention period expires, we securely delete or anonymize your information so it can no longer be associated with you.
Data Security
We implement industry-standard security measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. Our security practices include:
Encryption
All data in transit uses TLS 1.3 encryption. Sensitive data at rest is encrypted with AES-256.
Access Controls
Role-based access with multi-factor authentication. Only authorized personnel can access customer data.
Continuous Monitoring
24/7 security monitoring, automated threat detection, and quarterly penetration testing.
Staff Training
All employees undergo annual privacy and security training with confidentiality agreements.
Breach Notification
In the event of a data breach affecting your personal information, we will notify affected customers within 72 hours of discovery, in accordance with state breach notification laws. Notifications will include the nature of the breach, data affected, and steps you can take to protect yourself.
While we strive to protect your information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security but are committed to maintaining the highest reasonable standards.
Your Privacy Rights
Depending on your state of residence, you may have specific rights regarding your personal information. Verdant Air honors these rights for all U.S. residents, regardless of state.
Right to Know
Request a copy of the personal information we hold about you and details about how it's used.
Right to Correct
Request correction of inaccurate or incomplete personal information.
Right to Delete
Request deletion of your personal information, subject to legal retention requirements.
Right to Opt Out
Opt out of the "sale" or "sharing" of your personal information for targeted advertising.
Right to Limit
Limit the use of sensitive personal information for secondary purposes (CCPA).
Right to Non-Discrimination
We will not discriminate against you for exercising your privacy rights.
How to Exercise Your Rights
To exercise any of these rights, please submit a request using one of these methods:
- Email: privacy@verdantair.com
- Phone:Call Now (Privacy Hotline, available 9am–6pm ET)
- Online form: Available in your account dashboard
- Mail: Verdant Air Privacy Team, xxxx Commerce Blvd, Suite 400, Austin, TX 78701
We will verify your identity before processing your request and respond within 45 days (or 30 days for California residents). If we cannot fulfill your request, we will explain why.
Authorized Agents
You may designate an authorized agent to submit requests on your behalf by providing written permission. We may still require direct verification of your identity in some cases.
Children's Privacy
Our services are intended for adults and are not directed to children under 18 years of age. We do not knowingly collect personal information from children under 18.
If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately at privacy@verdantair.com. Upon verification, we will promptly delete such information in accordance with the Children's Online Privacy Protection Act (COPPA) and applicable state laws.
Third-Party Links & Services
Our website may contain links to third-party websites, plugins, and integrations that we do not control. This Privacy Policy applies only to information collected by Verdant Air. We are not responsible for the privacy practices or content of third-party sites.
When you visit third-party websites, we encourage you to read their privacy policies. We specifically note the following third-party services we integrate with:
- Google Analytics: Website usage analytics (anonymized data)
- Google Maps: Service area mapping and address verification
- Stripe & PayPal: Payment processing (PCI-DSS compliant)
- Meta (Facebook/Instagram): Social media integrations and advertising
- Twilio: SMS appointment notifications
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will:
- Update the "Last Updated" date at the top of this page
- Provide a prominent notice on our website homepage for 30 days
- Email customers with active accounts about significant changes
- Maintain an archived version of prior policies upon request
Your continued use of our services after changes take effect constitutes acceptance of the updated policy. If you do not agree with material changes, you may close your account by contacting us.
Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or your personal information, our dedicated Privacy Team is here to help.
xxxx Commerce Blvd, Suite 400
Austin, TX 78701
(30 days for CA residents)
For media inquiries about our privacy practices, please contact our Communications Department at press@verdantair.com.
If you are not satisfied with our response to a privacy concern, you have the right to file a complaint with your state Attorney General's office or the Federal Trade Commission at ftc.gov.