Privacy Policy — MyHVACReport

MyHVACReport.com ("we," "our," or "us") is operated by MyHVACReport.com. This Privacy Policy explains what information we collect, how we use it, and your rights with respect to that information. We've written this to be readable — if something is unclear, please contact us.

Effective Date: August 26, 2026

1 Information We Collect

1.1 Information You Provide

Proposal documents — PDFs, photos, or images of HVAC proposals you upload for analysis. These may contain contractor names, pricing, equipment details, and other proposal content.
Contact information — If you provide an email address (for report delivery or account creation), we store it.
Home and project details — Information you enter during intake, such as zip code, system type, and home size, used to generate your report.

1.2 Information We Generate

When you submit a proposal, our platform extracts and normalizes structured data from it — including equipment model numbers, pricing, scope details, and contractor information. This processed data is stored in our database and used to generate your report and to build our aggregated market intelligence dataset.

1.3 Usage and Technical Information

Log data — Standard web server logs including IP address, browser type, pages visited, and timestamps.
Cookies — We use cookies for session management and basic analytics.

⚠ Pending — Advertising If advertising is enabled in the future, this section will be updated to disclose third-party advertising cookies. Users will be notified before any such change takes effect.

2 How We Use Your Information

We use the information we collect to:

Generate your HVAC analysis report — this is the primary purpose of our service.
Deliver your report to you via email or web link.
Build and improve our market benchmarks — proposal data is used in anonymized, aggregated form to improve the accuracy of our pricing benchmarks, equipment evaluations, and market intelligence dataset. This aggregated data does not identify you personally.
Industry data products — we may license anonymized, aggregated market data (such as regional pricing trends, equipment adoption rates, and efficiency rating distributions) to HVAC manufacturers and industry partners. This data contains no personal information and cannot be used to identify individual homeowners or their proposals.
Operate and improve the platform — diagnosing issues, analyzing usage patterns, and building new features.
Communicate with you — responding to support inquiries, sending your report, and (with your consent) occasional product updates.

⚠ Pending — Advertising If we enable advertising on the site, we will update this section to describe how your information may be used to serve or measure advertisements. We will notify users before enabling this use.

We do not sell your personal information to third parties.

3 Contractor Data

Our platform extracts contractor information from uploaded proposals (names, license numbers, review data) and may enrich this with publicly available data from sources such as Google. This information is used to assess contractor reputation and is displayed in your report.

Contractor-level data (business names, aggregate ratings, service areas) may be included in our anonymized industry dataset. Individual homeowner information is never associated with contractor records in any data we share externally.

We do not sell or share contractor data with the contractors themselves, or use it to solicit contractors as customers, without separate disclosure.

4 Data Sharing

We do not sell your personal information. We may share information in the following circumstances:

Service providers — We use third-party vendors to operate our platform, including cloud hosting (Vercel), database infrastructure (Airtable), and AI processing (Anthropic). These providers process data on our behalf under data protection agreements.
Anonymized industry data — We may license aggregated, anonymized market data to HVAC manufacturers, distributors, and industry research partners. This data reflects market-level trends and contains no personally identifiable information. No individual proposal, homeowner identity, or address is included in or traceable from this data.
Legal compliance — We may disclose information if required by law, subpoena, or to protect the rights and safety of our users or the public.
Business transfers — In the event of a merger, acquisition, or sale of assets, user data may be transferred as part of that transaction, with appropriate notice.

⚠ Pending — Advertising Partners If we enable advertising, we will add a disclosure here identifying which ad networks may receive data, what data is shared, and how users can opt out of interest-based advertising.

5 Cookies & Tracking

We currently use cookies for:

Session management — keeping your report session active.
Analytics — understanding how the site is used in aggregate to improve the product.

We do not currently use advertising or cross-site tracking cookies.

⚠ Pending — Advertising Cookies If we enable advertising (e.g., Google AdSense), we will update this section to disclose third-party advertising cookies, explain how to opt out via Google Ad Settings or the NAI opt-out tool, and add a consent banner to the site as required by applicable law.

6 Data Retention

Proposal documents (uploaded files) are retained for 60 days and then permanently deleted from our systems.
Extracted proposal data (the structured data we derive from your proposal) is retained in our database as part of our benchmark dataset. If you request deletion, we will remove personally identifiable elements while retaining anonymized data that contributes to our market intelligence dataset.
Email addresses are retained until you request deletion or unsubscribe.

7 Your Rights

You have the right to:

Access the personal information we hold about you.
Correct inaccurate information.
Delete your personal information (subject to the retention notes above — anonymized aggregate data derived from your proposal may be retained).
Opt out of marketing communications at any time.
Opt out of the industry dataset — if you wish to ensure your data is excluded from our anonymized industry dataset entirely, contact us and we will honor that request.

To exercise these rights, contact us at support@hvacjunction.com.

Residents of California, Virginia, Colorado, and other states with comprehensive privacy laws may have additional rights under applicable law. We honor those rights regardless of your state.

8 Security

We use industry-standard security practices to protect your information, including encrypted data transmission (HTTPS), access controls, and regular security reviews. No system is perfectly secure; we encourage you not to submit proposals containing sensitive personal information beyond what is necessary.

9 Children's Privacy

Our service is not directed at children under 13, and we do not knowingly collect information from children under 13. If you believe a child has submitted information to us, please contact us and we will promptly delete it.

10 Changes to This Policy

We may update this policy from time to time. We will notify users of material changes by updating the "Last Updated" date at the top of this page and, where appropriate, by email. Continued use of the service after changes constitutes acceptance of the updated policy.

11 Contact Us

MyHVACReport.com
Email: support@hvacjunction.com
Website: www.myhvacreport.com