This Privacy Policy explains how My HVAC/R Tool (“we,” “us,” or “our”) collects, uses, and shares information when you use our web application and related services (the “Service”), available at myhvacrtool.com and app.myhvacrtool.com. The Service is a professional field-diagnostic tool for HVAC/R (heating, ventilation, air conditioning, and refrigeration) technicians. By using the Service, you agree to the collection and use of information as described in this policy.
Account information. When you create an account, we collect your name, email address, password (stored securely and encrypted by our authentication provider), and optionally your company/shop name.
Job and equipment data you enter. The Service lets you record information about the equipment you service and the calls you run, including customer names, site names and addresses, unit identifiers, manufacturer/model/serial numbers, refrigerant type, reported symptoms, diagnostic readings, causes, repairs performed, parts replaced, and outcome notes. This data is entered by you or your team and is stored so you can look up service history for a unit later.
Photos and images. You may upload photos of nameplates, gauge readings, wiring, components, or job sites. These are used to auto-fill equipment data, generate AI diagnostic suggestions, and (if you choose to save them) attach to a service record.
Voice input.Some fields support dictation using your device’s or browser’s built-in speech recognition. Audio is processed by your device/browser platform (e.g., your browser vendor) according to its own privacy practices — we do not separately record or store audio.
Location. If you use the supply-house locator feature, your device may share your GPS coordinates or ZIP code with your browser to open a nearby-store search in Google Maps. This location is used only in your browser at that moment and is not sent to or stored on our servers.
Payment information.If you subscribe to a paid plan, payment is processed by Stripe. We do not collect or store your full card number — Stripe handles that directly and shares with us only what’s needed to manage your subscription (such as plan tier, billing status, and renewal dates).
Usage and device data. Like most web services, our hosting provider automatically logs standard technical information such as IP address, browser type, device type, and pages visited, for security and reliability purposes.
We do not sell your personal information, and we do not use your data to train third-party AI models beyond the processing described below.
Certain features (AI diagnosis chat, photo/nameplate/gauge analysis, replacement quote generation, video walkthrough analysis, generated service reports) send the relevant text or images you submit to third-party AI providers — currently Anthropic (Claude) and OpenAI — solely to generate the response shown to you. These providers process the data under their own privacy and data-use terms and, per their standard API terms, do not use API-submitted content to train their general-purpose models. AI-generated output is provided for informational purposes only and should always be verified against your own professional judgment, manufacturer specifications, and applicable codes — see our Terms of Service for important disclaimers.
We share information with the following categories of service providers, each of whom is contractually or technically limited to using it only to provide their service to us:
We may also disclose information if required by law, to protect the rights and safety of our users or the public, or in connection with a merger, acquisition, or sale of assets (with notice to affected users where required).
If you use the Service as part of your job, you may enter information about your own customers (names, addresses, equipment) into your account. You are responsible for having the appropriate rights and authority to submit that information, and for handling it in compliance with applicable law. We act as a data processor for that information — we store and process it only to provide the Service to you, and do not use it for our own independent purposes.
We retain account and job data for as long as your account is active, so that your saved unit history remains available to you. If you close your account, we will delete or anonymize your personal data within a reasonable period, except where we are required to retain it for legal, tax, or billing-record purposes.
You can review and update most of your account and job information directly within the Service. To request access to, correction of, or deletion of your personal data, or to close your account, contact us at support@myhvacrtool.com. Depending on where you live, you may have additional rights under laws such as the California Consumer Privacy Act (CCPA) or similar state privacy laws, including the right to know what personal information we hold about you and to request its deletion. We do not sell personal information as defined under the CCPA.
We use essential cookies and browser local storage to keep you signed in, remember your language preference, and support offline caching of the app shell for field use. We do not use third-party advertising or cross-site tracking cookies.
The Service is a professional tool intended for licensed and working HVAC/R technicians and businesses. It is not directed to, and we do not knowingly collect personal information from, children under 16.
We use industry-standard technical and organizational measures — including encryption in transit, authenticated access, and role-based permissions for company/team data — to protect your information. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.
We may update this Privacy Policy from time to time. If we make material changes, we will update the “Last updated” date above and, where appropriate, notify you by email or in-app notice.
Questions about this Privacy Policy or your data can be sent to support@myhvacrtool.com.