Effective Date: 6/15/2023
Company: Black Mountain AC LLC DBA Black Mountain Cooling

At Black Mountain AC LLC DBA Black Mountain Cooling, “Black Mountain Cooling,” “we,” “us,” or “our”, we take your privacy seriously. We are committed to protecting the personal information you share with us and handling customer information in a responsible, secure, and professional manner.

This Privacy Policy explains what information we collect, how we use it, how we protect it, and how we handle payment-related information.

We may collect personal information from customers, employees, contractors, website visitors, and others who interact with our business.

This may include:

Customer Information
Names, phone numbers, email addresses, service addresses, billing information, service history, appointment details, equipment information, warranty information, customer communications, and service requests.

Payment-Related Information
We may collect or receive limited payment-related information necessary to process payments, issue invoices, confirm transactions, or maintain business records. Black Mountain Cooling does not request or authorize customers to submit full credit card numbers, card security codes, or other sensitive payment card data through website contact forms, email, text message, voicemail, or service notes.

When credit or debit card payments are accepted, they should be processed through a secure third-party payment processor or other approved payment method. We do not intentionally store full credit card numbers or card verification codes in our company systems.

Employee and Contractor Information
Names, contact information, employment records, payroll-related information, certifications, licenses, tax forms, and other information needed for employment, contractor management, compliance, and business operations.

Website and Technical Information
IP addresses, browser information, device information, cookies, website usage data, and similar analytics information used to operate and improve our website.

We may use personal information for the following purposes:

To schedule, provide, and manage HVAC services.
To communicate with customers about appointments, estimates, invoices, warranties, service updates, and follow-up care.
To process payments and maintain accurate business records.
To manage customer accounts, service history, and support requests.
To comply with legal, tax, accounting, insurance, employment, and regulatory obligations.
To manage employee and contractor relationships.
To improve our services, website, customer experience, training, and internal operations.
To send marketing or service-related communications where permitted by law or with consent when required.

Black Mountain Cooling is committed to handling payment-related information responsibly and supporting payment card security practices consistent with applicable PCI DSS obligations.

To help protect customer payment information:

We use approved payment methods and/or third-party payment processors to process card payments.
We do not ask customers to send full credit card numbers, card security codes, or other sensitive card data through website forms, email, text message, voicemail, or written service notes.
We do not intentionally store full card numbers or card verification codes in our internal systems.
Access to payment-related records is limited to authorized personnel with a business need.
Employees who handle customer payments are expected to follow company payment security procedures.
Payment records are retained only as needed for business, tax, accounting, legal, or regulatory purposes.

Customers should not include credit card numbers or card security codes in messages submitted through our website, email, text, or other unsecured communication channels.

Our website may use cookies, analytics tools, or similar technologies to understand website activity, improve performance, and support marketing or customer communication efforts.

You may be able to control cookies through your browser settings. Disabling cookies may affect certain website features.

We do not sell personal information.

We may share personal information with trusted third parties only when reasonably necessary for business, legal, or operational purposes, including:

Payment processors and financial service providers.
Service providers who help us operate our website, scheduling systems, customer management systems, marketing tools, email systems, accounting systems, or business software.
Subcontractors, technicians, vendors, or suppliers involved in providing HVAC services.
Insurance providers, accountants, attorneys, auditors, payroll providers, or other professional advisors.
Government agencies, courts, regulators, or law enforcement when required by law or necessary to protect our legal rights.
Business successors in connection with a merger, acquisition, sale, reorganization, or similar business transaction, subject to appropriate safeguards.

Third parties that process information on our behalf are expected to protect that information and use it only for authorized purposes.

We use reasonable administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, misuse, loss, alteration, disclosure, or destruction.

These safeguards may include access controls, password protections, employee training, secure payment practices, vendor review, system monitoring, data minimization, and secure disposal practices.

No system or method of transmission is completely secure. We cannot guarantee absolute security, but we take reasonable steps to protect the information we collect and maintain.

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including service delivery, customer support, accounting, tax, legal, warranty, insurance, employment, and compliance purposes.

When information is no longer needed, we will dispose of it securely in accordance with our business procedures and applicable law.

Depending on applicable law, you may have the right to request access to, correction of, or deletion of certain personal information we maintain about you.

You may also request that we update your contact information or opt out of certain marketing communications.

Some information may need to be retained for business, legal, accounting, tax, warranty, insurance, or compliance reasons.

Our services are intended for homeowners, property owners, tenants, businesses, and other adults seeking HVAC services. We do not knowingly collect personal information from children under 13.

Our website or communications may contain links to third-party websites, payment portals, financing providers, review platforms, or other external services. We are not responsible for the privacy or security practices of those third parties. We encourage you to review their privacy policies before submitting information.

We may update this Privacy Policy from time to time to reflect changes in our business practices, legal requirements, technology, payment procedures, or security practices.

The updated version will be posted on our website with the effective date shown above or with a revised effective date.

For questions, concerns, or privacy-related requests, please contact us:

Black Mountain AC LLC DBA Black Mountain Cooling
Phone: 602-606-8866
Website: BlackMountainCooling.com