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.

We honor recognized browser-based privacy signals, including Global Privacy Control (GPC) signals where required by law. Because there is no industry consensus on interpreting “Do Not Track” (DNT) signals, our website does not currently respond to DNT signals. You may control or disable cookies through your browser settings, though doing so may affect certain 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.

In the event of a data breach affecting your personal information, we will notify affected individuals and applicable regulatory authorities without undue delay and in accordance with applicable state, federal, and Canadian breach-notification laws.

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.

7.3 Canadian Residents (PIPEDA & Quebec Law 25)

If you are located in Canada, we handle your personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and, for residents of Quebec, the Act respecting the protection of personal information in the private sector as amended by Law 25. You may request access to or correction of your personal information, withdraw consent (subject to legal or contractual restrictions), and lodge a complaint with the Office of the Privacy Commissioner of Canada or the Commission d’accès à l’information du Québec.

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 dispute, claim, or controversy not resolved through informal negotiation shall be submitted first to mediation and, if still unresolved, to final and binding individual arbitration administered by the American Arbitration Association (AAA) under its Consumer Arbitration Rules then in effect, with the arbitration seated in the Commonwealth of Kentucky. This agreement to arbitrate is governed by the Federal Arbitration Act (9 U.S.C. § 1 et seq.). The arbitrator’s award shall be final and binding and may be entered as a judgment in any court of competent jurisdiction. Each party shall bear its own costs and attorney’s fees, except as otherwise mandated by applicable law.
  • Class Action Waiver: To the fullest extent permitted by law, you and HVAC Distributing, LLC agree that each may bring claims against the other only in an individual capacity, and not as a plaintiff or class member in any purported class, collective, consolidated, or representative proceeding, and the arbitrator may not consolidate claims or preside over any class or representative proceeding.
  • Carve-Outs & Non-Waivable Rights: The foregoing arbitration and class action waiver provisions do not apply where prohibited by law. Certain state consumer-protection statutes and small-claims rules may preserve your right to pursue individual claims in court or before a regulator, and, for Canadian residents (including residents of Quebec), mandatory local consumer-protection rights—such as those under Quebec’s Consumer Protection Act and applicable provincial legislation—continue to apply notwithstanding these provisions. Nothing herein waives any right that cannot be waived under 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. Indemnification

You agree to indemnify, defend, and hold harmless HVAC Distributing, LLC, its members, officers, directors, employees, agents, and affiliates from and against any and all claims, liabilities, damages, losses, costs, and expenses (including reasonable attorneys’ fees) arising out of or related to your misuse of our website or services, your violation of this Privacy Policy or any applicable law, or your infringement of the rights of any third party. This obligation survives the termination of your use of our website and services.

12. Severability

If any provision of this Privacy Policy is held invalid, unlawful, or unenforceable by a court or arbitrator of competent jurisdiction, that provision shall be severed or limited to the minimum extent necessary, and the remaining provisions shall continue in full force and effect.

13. Entire Agreement

This Privacy Policy, together with our Terms & Conditions and any documents expressly incorporated by reference, constitutes the entire agreement between you and HVAC Distributing, LLC regarding the collection and use of your personal information, and supersedes all prior or contemporaneous understandings, communications, and agreements, whether written or oral, on that subject.

14. Termination & Suspension

We reserve the right, in our sole discretion and without prior notice, to suspend or terminate your access to our website and services, in whole or in part, if we believe you have violated this Privacy Policy, our Terms & Conditions, or any applicable law, or where necessary to comply with legal obligations or to protect the rights, property, or safety of HVAC Distributing, LLC, our customers, or the public. Termination does not limit any other rights or remedies available to us at law or in equity.

15. 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]