Privacy Policy

Effective Date: June 10, 2026

Potomac HVAC (“Potomac HVAC,” “Company,” “we,” “our,” or “us”) respects your privacy and is committed to protecting the personal information entrusted to us. This Privacy Policy describes how we collect, use, disclose, retain, and protect personal information obtained through our website, customer portals, online forms, telephone communications, text messaging services, email communications, social media interactions, and HVAC-related services.

By accessing or using our website, submitting information through our forms, communicating with us, or utilizing our services, you acknowledge and agree to the practices described in this Privacy Policy.

1. Scope of This Privacy Policy

This Privacy Policy applies to personal information collected through:

• Our website and online services

• Service request and contact forms

• Appointment scheduling systems

• Telephone calls and voicemail communications

• SMS and MMS messaging services

• Email communications

• In-person customer interactions

• Estimates, proposals, contracts, invoices, and service records

• Social media communications

• Third-party platforms utilized in connection with our services

This Privacy Policy does not apply to third-party websites, applications, or services that may be linked from our website.

2. Information We Collect

Information You Provide Directly

We may collect personal information that you voluntarily provide, including:

• Full name

• Residential and business addresses

• Email address

• Telephone number

• Mobile phone number

• Appointment preferences

• Service history information

• HVAC equipment information

• Property information relevant to service requests

• Communications and correspondence with us

• Customer feedback and reviews

• Billing and payment-related information

Information Collected Automatically

When you visit our website, we may automatically collect certain technical information, including:

• IP address

• Browser type and version

• Device identifiers

• Operating system

• Internet service provider

• Website usage patterns

• Date and time of access

• Pages visited

• Referral URLs

• Geolocation information derived from IP addresses

Information from Third Parties

We may receive information from:

• Referral partners

• Marketing platforms

• Scheduling platforms

• Customer relationship management systems

• Analytics providers

• Advertising networks

• Publicly available sources

3. How We Use Personal Information

We may use personal information for legitimate business purposes, including:

Service Delivery

• Scheduling appointments

• Dispatching technicians

• Providing estimates and quotations

• Installing, repairing, replacing, and maintaining HVAC systems

• Processing warranty-related matters

• Providing customer support

Customer Communications

• Confirming appointments

• Sending reminders

• Providing technician arrival notifications

• Responding to customer inquiries

• Delivering service updates

• Sending invoices and payment information

Business Operations

• Maintaining customer records

• Managing business relationships

• Conducting internal reporting and analytics

• Improving our products and services

• Monitoring service quality

Legal and Compliance Purposes

• Complying with applicable laws and regulations

• Responding to legal requests

• Enforcing contractual obligations

• Protecting our rights and property

• Preventing fraud and misuse

4. SMS Communications and Mobile Messaging

Potomac HVAC may communicate with customers via SMS or MMS messaging.

By providing your mobile telephone number and submitting a service request, contacting us through our website, scheduling an appointment, or otherwise consenting to receive communications, you authorize Potomac HVAC to send text messages relating to:

• Appointment confirmations

• Appointment reminders

• Service scheduling

• Technician dispatch notifications

• Service status updates

• Estimate and proposal notifications

• Customer support communications

• Follow-up service communications

Message frequency may vary.

Message and data rates may apply based on your wireless carrier plan.

Consent to receive text messages is not a condition of purchasing products or services.

You may opt out at any time by replying STOP to any text message received from Potomac HVAC.

For assistance, reply HELP or contact us at info@potomacac.com.

Mobile phone numbers and SMS consent information will not be sold, rented, or shared with third parties or affiliates for their marketing purposes.

5. Telephone Communications

Telephone calls made to or received from Potomac HVAC may be monitored or recorded, where permitted by applicable law, for purposes including:

• Quality assurance

• Customer service improvement

• Training

• Dispute resolution

• Security and fraud prevention

• Documentation of service-related communications

6. Cookies and Tracking Technologies

Our website may utilize cookies, pixels, web beacons, analytics technologies, and similar tools to:

• Operate website functionality

• Improve website performance

• Analyze user behavior

• Measure advertising effectiveness

• Enhance user experience

Users may manage cookie preferences through their browser settings. Disabling cookies may affect website functionality.

7. Sharing and Disclosure of Information

We do not sell personal information.

We may disclose personal information to:

Service Providers

• Website hosting providers

• Cloud service providers

• Communication providers

• Scheduling platforms

• Payment processors

• Customer relationship management providers

• IT support providers

Legal Requirements

We may disclose information when required to:

• Comply with legal obligations

• Respond to lawful requests

• Protect public safety

• Enforce legal rights

• Defend against legal claims

Business Transactions

In the event of a merger, acquisition, reorganization, sale of assets, or similar business transaction, personal information may be transferred as part of the transaction.

8. Data Security

Potomac HVAC implements commercially reasonable administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, disclosure, alteration, misuse, or destruction.

Despite our efforts, no method of transmission over the Internet or electronic storage system can be guaranteed to be completely secure.

9. Data Retention

We retain personal information only for as long as reasonably necessary to:

• Provide services

• Maintain business records

• Meet warranty obligations

• Resolve disputes

• Enforce agreements

• Comply with legal, tax, accounting, and regulatory requirements

Retention periods may vary depending upon the nature of the information and applicable legal requirements.

10. Third-Party Websites and Services

Our website may contain links to third-party websites or services.

Potomac HVAC is not responsible for the privacy practices, security, or content of third-party websites. Users are encouraged to review the privacy policies of those third parties.

11. Children’s Privacy

Our services are intended for adults and property owners.

We do not knowingly collect personal information from children under the age of 13. If we become aware that personal information from a child has been collected inadvertently, we will take reasonable steps to delete such information.

12. State Privacy Rights

Depending on your jurisdiction, you may have certain privacy rights, including rights to:

• Access personal information

• Correct inaccurate information

• Request deletion of personal information

• Obtain information regarding data practices

• Limit certain uses of personal information

• Withdraw consent where applicable

Requests may be submitted to info@potomacac.com.

We may verify your identity before responding to privacy requests.

13. Mobile Applications and Employee Access

This Privacy Policy also applies to Potomac HVAC mobile applications, including applications available on iOS and Android devices.

Authorized employees, contractors, and representatives of Potomac HVAC may use these applications to access business information and perform work-related functions, including but not limited to:

• Viewing and managing appointments

• Accessing customer information

• Viewing schedules and work orders

• Managing estimates, quotes, invoices, and payments

• Accessing documents and reports

• Recording time entries and work-related activities

• Communicating regarding service requests and customer support

Information accessed through these applications is used solely for legitimate business purposes and in accordance with Potomac HVAC policies and applicable law.

Location Services

Potomac HVAC mobile applications do not continuously monitor or track users’ location in the background.

If location-related features are used, they are limited to user-initiated actions, such as opening a navigation application to obtain directions to a customer location or service address.

Potomac HVAC does not maintain continuous GPS tracking histories through its mobile applications unless specifically disclosed and authorized in writing.

Users may manage location permissions through their device settings at any time.

Mobile Application Permissions

Depending on device settings and application features, the mobile application may request access to certain device capabilities, including:

• Network and internet connectivity

• Camera access for service documentation

• Photo library access for uploading images

• Location services for navigation assistance

• Notifications related to appointments, schedules, and business communications

Users may modify or revoke these permissions through their device settings. Certain application features may not function properly if permissions are disabled.

14.Changes to This Privacy Policy

Potomac HVAC reserves the right to modify this Privacy Policy at any time.

Any revisions will be posted on this page with an updated Effective Date. Continued use of our website or services following publication of changes constitutes acceptance of the revised Privacy Policy.

15. Contact Information

Potomac HVAC

Phone: 301-825-4447

Email: info@potomacac.com

Website: https://potomacac.com

If you have questions regarding this Privacy Policy or our privacy practices, please contact us using the information above.

Last updated: June 2026