Privacy Policy

1. Information We Collect

Depending on how you interact with Climate Reception, we may collect:

• Name
• Business name
• Business website
• Email address
• Phone number
• Information submitted through forms
• Information provided when scheduling a meeting
• Information about your HVAC business and call-handling needs
• Information contained in communications with us
• Website usage information such as pages viewed, browser/device information, approximate location, and referring URLs
• Information collected through cookies and similar technologies

If you become a customer and use our services, additional information may be processed as necessary to provide those services.

2. Information from Calls and Communications

Depending on the services configured for a customer, Climate Reception may process information associated with telephone calls, messages, appointment requests, transcripts, summaries, caller information, and related communications.

Call recording or transcription will only be used where enabled and permitted by applicable law and according to the customer's configuration and applicable notices or consents.

Climate Reception does not use customer call information for purposes unrelated to providing, maintaining, securing, or improving the contracted services unless otherwise permitted by law or authorized by the customer.

3. How We Use Information

We may use information to:

• Respond to inquiries
• Schedule and manage meetings
• Provide and operate our services
• Configure and maintain customer workflows
• Process calls, messages, appointments, and related information when required to provide services
• Communicate with customers and prospective customers
• Provide customer support
• Improve website performance and user experience
• Maintain security and prevent fraud or abuse
• Comply with legal obligations
• Enforce our agreements and protect our rights

4. How We Share Information

We may share information with service providers and technology partners that help us operate our website and services.

Depending on the services being provided, these may include providers for:

• Scheduling and calendars
• Video conferencing
• Telephony and communications
• Cloud hosting
• Analytics
• Customer relationship management
• Automation and workflow processing
• Artificial intelligence and related technology

We do not sell personal information for monetary consideration.

We may also disclose information when required by law, legal process, or to protect the rights, safety, security, or property of Climate Reception, our customers, or others.

5. Third-Party Services

Our website and services may integrate with third-party platforms.

These third parties may process information according to their own privacy policies and terms.

Examples may include scheduling platforms, calendar providers, communications providers, analytics providers, hosting providers, CRM platforms, and other technology providers used to deliver our services.

We do not claim that third-party services are operated by Climate Reception.

6. Cookies and Analytics

Our website may use cookies and similar technologies to operate the website, understand website usage, maintain security, and improve the user experience.

Where applicable, analytics providers may collect information about how visitors interact with our website.

We use Google Analytics 4, a web analytics service provided by Google, to understand website usage and improve our website. Google Analytics may use cookies and collect information such as pages visited, approximate location, device and browser type, and how visitors interact with our website. We do not use Google Analytics to collect names, phone numbers, email addresses, or form contents. Information collected by Google Analytics is processed by Google in accordance with Google's own privacy policy, available at https://policies.google.com/privacy.

You can manage certain cookie settings through your browser or other available controls.

7. Data Retention

We retain information only for as long as reasonably necessary for the purposes described in this Privacy Policy, to provide services, maintain business records, resolve disputes, enforce agreements, comply with legal obligations, and protect our legitimate business interests.

Retention periods may vary depending on the type of information and the purpose for which it was collected.

8. Data Security

We use reasonable administrative, technical, and organizational measures designed to protect information from unauthorized access, use, alteration, disclosure, or destruction.

However, no method of transmitting or storing information can be guaranteed to be completely secure.

9. Your Privacy Rights

Depending on where you live and applicable law, you may have rights regarding your personal information, including rights to request access, correction, deletion, or information about how your data is processed.

To make a privacy-related request, contact us using the contact information provided below.

We may need to verify your identity before completing certain requests.

10. Children

Our website and services are intended for businesses and are not directed toward children under the age of 13.

We do not knowingly collect personal information from children under 13.

11. International Data Processing

Climate Reception may use service providers and infrastructure located in countries other than the country where you are located.

As a result, information may be processed or stored internationally, subject to applicable legal requirements and appropriate safeguards where required.

12. Customer Data

When Climate Reception processes information on behalf of a business customer through our services, the customer may determine the purposes and means of processing certain information.

In those circumstances, the customer's own privacy notices, agreements, and instructions may also apply.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

When we make changes, we will update the Effective Date at the top of this page.

We encourage visitors to review this page periodically.

14. Contact Us

If you have questions about this Privacy Policy or our privacy practices, contact:

Climate Reception
Email: privacy@climatereception.com