Privacy Policy
Effective date: September 18, 2026
This Privacy Policy explains how HVACForms collects, uses, stores, and protects information when you use the HVACForms website, applications, and related services (collectively, the "Service").
1. Information We Collect
We may collect information you provide directly to us, including:
- Your name and email address
- Your organization name and information associated with your organization
- Account, authentication, and email-verification information
- Organization roles, project assignments, and access permissions
- Subscription level, billing interval, subscription status, and applicable plan-capacity information
- Information associated with Custom Enterprise subscriptions, such as negotiated user capacity or other subscription settings
- Billing-provider identifiers and transaction or subscription information needed to administer paid subscriptions
- Project, facility, HVAC, testing, balancing, schedule, quality-review, and report data
- Information submitted through support or contact forms
We may also collect technical information associated with your use of the Service, such as IP address, browser type, device information, timestamps, application logs, error information, and other diagnostic information reasonably necessary to operate, secure, and troubleshoot the Service.
2. How We Use Information
We use information collected through the Service to:
- Provide, operate, maintain, and secure HVACForms
- Create and maintain user and organization accounts
- Manage organization membership, user roles, project assignments, and access permissions
- Process and store project, schedule, measurement, testing, balancing, and report information
- Provide calculations, form-generation, quality-review, reporting, and workflow features
- Authenticate users and protect account security
- Process and administer subscriptions and billing
- Apply subscription features, user limits, project limits, and other applicable plan capacity
- Administer Custom Enterprise subscriptions and other negotiated subscription arrangements
- Send account, security, billing, subscription, and service-related communications
- Respond to support and contact requests
- Diagnose errors and improve reliability and security
- Prevent fraud, abuse, and unauthorized access
- Comply with applicable legal requirements and enforce applicable agreements
3. Payment and Subscription Information
Payment processing for paid subscriptions is provided by Stripe or another designated third-party payment processor.
When payment information is collected directly by the payment processor, HVACForms does not collect or store complete payment-card numbers.
HVACForms may receive and store information necessary to manage your subscription, such as:
- Billing-provider customer identifiers
- Subscription identifiers
- Checkout-session identifiers
- Subscription status
- Billing interval
- Purchased subscription level
- Applicable custom subscription capacity
- Cancellation or renewal status
- Payment-status information
Payment processors may independently collect and process billing and payment information in accordance with their own privacy policies and terms.
4. Email Communications
HVACForms may send transactional emails related to account creation, invitations, email verification, password setup and recovery, security, billing, subscription changes, and other service-related matters.
We may use third-party email delivery providers to send these communications. Information reasonably necessary to deliver the message, such as the recipient email address and message content, may be processed by those providers on our behalf.
5. Project and Organization Data
Information submitted by users about projects, facilities, systems, equipment, schedules, measurements, test results, calculations, quality reviews, and reports is processed for the purpose of providing the Service.
Users and organizations are responsible for determining what information they are authorized to submit to HVACForms.
Users within the same organization may have different roles and different levels of access to organization and project information. Organization owners and authorized administrators may be able to manage organization membership, user roles, and project access.
Membership in an organization does not necessarily provide access to every project within that organization. Project access may be separately assigned through the Service.
6. Information Visible to Other Organization Users
Certain account information may be visible to other authorized users within your organization when necessary to administer the Service. This may include your email address, organization role, project assignments, and project-access level.
Organization owners and authorized administrators may be able to add or remove users, change roles, and modify project assignments in accordance with the permissions available through the Service.
7. Service Providers
HVACForms may use third-party service providers for services such as hosting, databases, application infrastructure, email delivery, payment processing, security, monitoring, logging, and other operational services.
These providers may process information as reasonably necessary to perform services on our behalf.
We seek to use service providers appropriate to the nature of the information and services involved, but each provider may also be subject to its own contractual terms and privacy practices.
8. Sharing of Information
HVACForms does not sell personal information to advertisers.
We may disclose information:
- To service providers acting on our behalf
- To authorized users or administrators within your organization where necessary to provide organization and project functionality
- At your direction or with your consent
- When reasonably necessary to protect the security, integrity, or operation of the Service
- When necessary to investigate fraud, abuse, or unauthorized access
- When required by applicable law, regulation, court order, subpoena, or other legal process
- In connection with a merger, acquisition, financing, reorganization, sale of assets, or similar business transaction
9. Data Security
HVACForms uses reasonable administrative, technical, and organizational measures intended to protect information against unauthorized access, disclosure, alteration, loss, or destruction.
No system, network, or method of electronic transmission or storage can guarantee absolute security.
Users are responsible for protecting their account credentials and for promptly notifying HVACForms if they believe their account has been compromised.
10. Data Retention and Access After Subscription Changes
We retain information for as long as reasonably necessary to provide the Service, maintain business and security records, comply with legal obligations, resolve disputes, enforce agreements, and support legitimate operational needs.
Retention periods may vary depending on the type of information, the purpose for which it is maintained, the status of the applicable account or organization, and applicable legal requirements.
Cancellation, expiration, termination, or downgrade of a subscription may result in loss or restriction of access to projects, reports, files, account information, or other data stored through the Service. HVACForms does not guarantee that information will remain accessible or retrievable after paid access ends.
Customers are responsible for downloading, exporting, or otherwise retaining copies of information they may need before canceling, downgrading, or allowing a paid subscription to expire.
HVACForms may retain information after access to the Service has ended for operational, backup, security, fraud-prevention, contractual, legal, or other legitimate business purposes.
Retention of information by HVACForms does not create an obligation to continue providing the customer with access to that information after the applicable subscription or account access has ended.
Subject to applicable law and any separately agreed contractual requirements, HVACForms may delete or anonymize information when it is no longer reasonably necessary for the purposes for which it was retained.
Once information has been deleted from active systems and applicable backup or retention systems, HVACForms may be unable to restore or recover that information.
11. Account, Organization, and Data Requests
Depending on applicable law, you may have rights relating to access, correction, deletion, or other handling of your personal information.
Some account or project information may be controlled by the organization through which you use HVACForms. In those circumstances, we may need to coordinate a request with the organization or determine whether the organization is responsible for responding to the request.
Removing a user from an organization, canceling a subscription, or terminating access to the Service does not necessarily result in immediate deletion of information associated with that user, organization, or project.
Some information may be retained for operational, backup, security, contractual, legal, or other legitimate purposes even after account access has ended.
Requests regarding your personal information may be submitted through the HVACForms contact page.
12. Cookies and Similar Technologies
HVACForms may use cookies and similar technologies that are necessary for authentication, security, session management, application functionality, and user preferences.
If HVACForms introduces additional analytics, advertising, or other nonessential tracking technologies, this Privacy Policy and any applicable notices or consent mechanisms may be updated as required.
13. Children's Privacy
HVACForms is intended for business and professional use and is not directed to children.
14. Changes to This Privacy Policy
HVACForms may update this Privacy Policy from time to time. The effective date shown at the top of this page will be updated when material changes are made.
Where appropriate, material changes may also be communicated through the Service or by another reasonable method.
15. Contact
Questions or requests regarding this Privacy Policy may be submitted through the HVACForms contact page.