HVAC/R AI Pro
Privacy
Privacy
Privacy Policy for HVAC/R AI Pro.
Cowboy G Industries LLC operates HVAC/R AI Pro, including the mobile app, website, and web dashboard. This policy explains how we use information, your choices, and how to request help.
Effective date
Privacy Policy version 2026-10-08-r1
Effective date: October 8, 2026.
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Page details
What this topic covers.
Information we process
We process account and contact details; subscription and purchase status; service usage; chats, estimates, saved work, and files you choose to submit; support messages; and device, network, and security information. With your permission, we also collect optional usage analytics or crash reports. Submit only information you have the right to share and need for the feature you use.
How we use information
We use information to provide requested features, manage accounts and subscriptions, enforce usage limits, protect the service, diagnose problems, handle deletion and support requests, and meet legal obligations. Optional analytics and crash reports help us understand use and performance. Authentication, security, billing, subscription checks, and records needed to operate the service are separate from those optional choices.
Chat history and saved work
Chat history is saved automatically and remains until you delete the chat or your account, subject to the deletion limits below. Where folder deletion is available, it also starts deletion of the chats in that folder. Access to saved History can depend on your plan; a Preview request can still leave records needed to provide or recover the request.
References to your past chats
Where the Pro past-chat reference feature is available, asking about prior work or including a link to your own saved chat can trigger a limited search of chats in that account. Relevant titles, existing summaries, and bounded text excerpts may be included in the content sent to OpenAI for that request. The search covers only a limited portion of your own saved history and can miss relevant work. It does not search other users’ accounts or automatically supply earlier photos or document bodies. Referenced facts may appear in the new answer and its saved chat. Deleting a source chat does not rewrite facts already copied into other saved chats.
Optional response notifications
On supported mobile versions, registered users can choose notifications when an AI response is ready. The app requests your device’s notification permission and registers its Expo push token with account and installation details. Delivery uses Expo and Apple Push Notification service on iOS, or Google’s notification service on supported Android devices. These providers process the destination token and notification payload. The payload contains a generic answer-ready notice and routing identifiers: your Firebase account UID, chat ID, and turn ID. Those identifiers can link the notice to your account. It does not contain the answer text, chat title, photos, documents, or equipment details. Delivery is not encrypted end-to-end. You can turn these notifications off separately from Usage Analytics and Crash Reports. Turning them off or signing out requests removal of the registration; offline removal may need a retry, and alerts already queued by a device or provider cannot be recalled.
AI requests and Equipment Scanner
When you use an AI feature, we send the content needed for your request to OpenAI. This can include prompts, conversation context, job details, estimates, photos, and attachments. Chat requests also send your Firebase account user ID (UID), chat ID, turn ID, plan tier, and request kind as metadata. These identifiers can link a request to your account and are not anonymous. We do not automatically send your account email address, password, or payment details to OpenAI; information you choose to include in a prompt or attachment can still be sent. Some requests may use web search. OpenAI processes and may retain submitted content and request metadata under its own controls and applicable terms. Some Chat and Estimate requests create response records stored with OpenAI. Selected Chat features instead send requests configured not to save that retrievable response record. This setting does not mean all provider retention stops: security and safety logs, caches, and applicable retention exceptions can still apply. Our own saved chat history and service records are separate. We do not promise zero provider storage or a single retention period. Equipment Scanner reads supported label text locally on your device. Scanning alone does not send the photo or details to Chat; a later action to attach them does.
Optional analytics and crash reports
On the website, optional analytics stays off until you choose Accept all. Necessary only keeps it off. You can change your choice through Cookie settings in the public footer. In mobile versions with the Save-based controls described here, an iOS device with no saved Usage Analytics choice initially shows the switch ON, but the app's Usage Analytics events remain OFF until you tap Save with the switch ON. Saving it OFF keeps those events OFF. Not now or leaving the iOS prompt keeps them OFF for that launch without saving a choice; the prompt can return on a later launch. On Android, Usage Analytics remains OFF until you save an ON choice in Settings. Existing saved ON or OFF choices are preserved. Mobile choices are stored on the device for that app installation and are independent of account sign-in or sign-out; choose separately on each device. Optional analytics may use an SDK-generated app-instance identifier and product-interaction information. The native analytics SDK initializes before the app restores this preference. Older SDK settings or retained data may cause startup activity or uploads during an upgrade before this control applies. Turning analytics OFF does not erase information already sent. Crash Reports is a separate device choice, OFF when no saved choice exists; existing choices are preserved, and changes may require a restart. You can withdraw each choice separately in Settings. Older versions may lack these controls. Subscription and entitlement processing, including RevenueCat dashboard analytics, is independent of the Usage Analytics switch. Turning it OFF does not stop that processing or necessary account, security, billing, or deletion functions.
Subscriptions and payments
Apple handles App Store purchases, Stripe handles website purchases, and RevenueCat coordinates subscription access. If an Android purchase option is offered, Google Play handles it. We use purchase status and account identifiers to provide access, restore purchases, and help with billing. We do not receive or store your full payment-card details from these providers. They may retain transaction, tax, fraud, or dispute records under their own policies and obligations.
Service providers and sharing
We use Firebase and Google services for accounts, storage, hosting, security, analytics, and diagnostics; OpenAI for AI features; payment and subscription providers; and support tools when you contact us. We share information as needed to provide requested features, operate and secure the service, handle subscriptions, deletion and support, comply with law, or protect rights and safety. Optional analytics choices do not authorize unrelated training, advertising, sale, or licensing uses.
How long information stays
Saved chats remain until you delete them or your account. We keep other information as reasonably needed for the service, security, support, billing, disputes, legal obligations, and reliable deletion processing. Google Analytics event and user data retention is set to two months. Provider records, backups and recovery copies, security logs, billing records, and legally required records can follow different schedules and may remain after app data is removed.
Deletion and signing out
Supported app and dashboard versions let you request deletion of chats, folders and their chats, or your account, and review available progress information. Deletion can take time, require retries or help from support, and involve separate provider cleanup. A request acknowledgement does not mean deletion is complete. We do not promise immediate or universal erasure. Limited records may remain for security, fraud prevention, billing, disputes, legal requirements, or reliable deletion processing. Signing out does not delete data or start provider cleanup. Deleting your account does not cancel a subscription; cancel separately through Apple, Stripe, or Google Play as applicable. For help or a deletion request, contact support@hvacrai.com. We may need to verify your identity.
Your choices and privacy rights
Depending on where you live, you may have rights to access, correct, delete, or restrict use of personal information. Use available controls or contact support@hvacrai.com with the email address linked to your account. We may need to verify your identity, and the law may permit or require limits on a request. Optional analytics and crash choices, Privacy Policy acknowledgement, and Terms acceptance are separate decisions.
Security
We use reasonable safeguards, including authenticated access, access restrictions, and security checks. No app, website, network, or storage system is completely secure. Avoid submitting unnecessary sensitive information.
Children
HVAC/R AI Pro is intended for HVAC and refrigeration professionals and is not directed to children under 13. If you believe a child has provided personal information, contact support@hvacrai.com so we can review it and take appropriate action.
Changes and contact
We may revise this policy as the service or legal requirements change. A published revision will identify its version and effective or updated date, and the app may request a separate acknowledgement. Send questions or privacy requests to support@hvacrai.com.
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