HVAC Distributing
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Privacy Policy

Effective Date: August 24, 2026

At HVAC Distributing, LLC (“we,” “us,” or “our”), we value your privacy and are committed to protecting your personal information. This Privacy Policy outlines how we collect, use, disclose, and safeguard your data when you visit or interact with our website and services.

By accessing or using our website and services, you agree to the terms outlined in this Privacy Policy.

1. Information We Collect

We strictly limit the collection of personal information to what is necessary to communicate with you and conduct our business operations. The only personal information we collect includes:

  • First Name
  • Last Name
  • Email Address
  • Phone Number
  • Company Name

1.1 Information We Do Not Collect

HVAC Distributing, LLC purposefully does not collect, store, or record unique financial details (such as credit card or debit card numbers), social security numbers, or job application data. We do not operate live web chats or automated chatbots on our website.

1.2 Non-Personal & Technical Information

Like most websites, our servers automatically log basic non-personally identifiable technical data (such as browser type, device type, IP address, referring URL, and pages visited) via standard web cookies and analytics tools solely to maintain, protect, and optimize website functionality.

2. How We Use Your Information

We use the limited personal information we collect for legitimate business operations, including:

  • Responding to your inquiries, requests, or customer service needs.
  • Managing distributor accounts, vendor relationships, and commercial transactions.
  • Sending administrative notifications, product updates, and policy changes.
  • Internal business analysis to better understand customer needs and improve service delivery.
  • Complying with applicable legal, regulatory, or administrative requirements.

3. How We Share Your Information

We respect your privacy and do not sell, rent, or trade your personal information to third parties. We may share your information only under the following circumstances:

  • Service Providers: We may share information with trusted third-party service providers (such as email service providers, database managers, or web hosting platforms) solely to perform operations on our behalf. These vendors are bound by contractual obligations to maintain strict confidentiality and data protection standards.
  • Legal Obligations & Protection: We may disclose your information if required to do so by law, court order, or governmental regulation, or if necessary to enforce our terms, or protect the rights, property, or safety of HVAC Distributing, LLC, our customers, or the public.

4. Data Security & Retention

We implement appropriate technical and organizational security measures to safeguard your personal information against unauthorized access, loss, misuse, alteration, or destruction. While we take commercially reasonable steps to secure your data, no data transmission over the Internet or electronic storage system can be guaranteed to be 100% secure.

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this policy or as required by applicable tax, accounting, or legal requirements.

5. Children’s Privacy

Our website and services are intended solely for commercial and business-to-business (B2B) use. We do not knowingly collect or solicit personal information from children under the age of 13 (or under 18 without parental consent). If we learn that we have inadvertently collected personal data from a child, we will delete that information immediately.

6. California Privacy Rights

If you are a resident of California, the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA), as well as California Civil Code Section 1798.83 (“Shine the Light”), afford you specific rights regarding your personal information.

6.1 Your Rights Under CCPA/CPRA

  • Right to Know / Access: You have the right to request information about the categories and specific pieces of personal information we have collected about you, the categories of sources, and the business purpose for collecting it.
  • Right to Delete: You have the right to request that we delete the personal information we have collected from you, subject to certain legal exceptions.
  • Right to Correct: You have the right to request that we correct inaccurate personal information that we maintain about you.
  • Right to Opt-Out of Sale or Sharing: HVAC Distributing, LLC does not sell or share your personal information for cross-context behavioral advertising.
  • Right to Non-Discrimination: We will not discriminate against you in price, service level, or quality for exercising any of your privacy rights.
  • Right to Limit Sensitive Personal Information: We do not collect or process sensitive personal information (such as SSNs, financial accounts, or precise geolocation).

6.2 California “Shine the Light” Law

California residents may request information regarding the disclosure of personal information to third parties for direct marketing purposes. HVAC Distributing, LLC does not disclose personal data to third parties for their direct marketing purposes.

6.3 Exercising Your California Rights

To exercise any of these rights, please submit a verifiable consumer request to us at [email protected] or call us at (931) 572-9595. We will verify your identity before fulfilling your request.

7. GDPR, International Data Transfers, and Other Privacy Laws

If you access our website from outside the United States, including the European Economic Area (EEA), the United Kingdom, or Canada, please be aware that your personal information will be transferred to, stored, and processed in the United States, where our central servers and databases are operated.

7.1 Legal Basis for Processing (GDPR/UK GDPR)

For users located in the EEA or UK, our legal basis for collecting and using the personal data described above depends on the personal information concerned and the specific context in which we collect it:

  • Contractual Necessity: Processing is required to fulfill our contract or business arrangement with you.
  • Legitimate Interests: Processing is in our legitimate commercial interests (e.g., responding to queries, securing our systems), provided these interests are not overridden by your data protection rights.
  • Legal Compliance: Processing is required to comply with applicable laws and regulations.

7.2 Your International Privacy Rights

Subject to applicable law in your jurisdiction (such as GDPR or PIPEDA), you may have the right to access, rectify, port, erase, or restrict the processing of your personal data. You also have the right to lodge a complaint with your local data protection supervisory authority.

To submit an international data privacy request, contact us at [email protected].

8. Dispute Resolution & Governing Law

Prior to commencing formal legal proceedings, you and HVAC Distributing, LLC agree to attempt to resolve any dispute, claim, or controversy arising out of or relating to this Privacy Policy or our privacy practices in good faith through informal negotiation.

  • Governing Law: This Privacy Policy and any disputes arising under it shall be governed by and construed in accordance with the laws of the Commonwealth of Kentucky, United States, without regard to its conflict of law principles.
  • Mediation & Binding Arbitration: Any unresolved disputes shall be submitted first to mediation, and if unresolved by mediation, to binding arbitration conducted in the Commonwealth of Kentucky. Each party shall bear its own costs and attorney’s fees associated with the dispute resolution process, except as otherwise mandated by applicable law.

9. Third-Party Links

Our website may contain links to third-party websites, services, or resources. HVAC Distributing, LLC is not responsible for the privacy practices, policies, or content of third-party websites. We encourage you to review the privacy policies of any third-party sites you visit.

10. Changes to This Privacy Policy

We reserve the right to update or modify this Privacy Policy at any time to reflect changes in our business practices, legal obligations, or service offerings. When updates are made, we will revise the “Effective Date” at the top of this page. Continued use of our website following the posting of changes constitutes your acceptance of the revised policy.

11. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or how HVAC Distributing, LLC handles your information, please contact us at:

HVAC Distributing, LLC

Phone: (931) 572-9595

Email: [email protected]