Privacy Policy

Privacy Policy for HVAC Wholesale Platform

Last updated: June 5, 2025

This Privacy Policy explains how we collect, use, and protect your business information when you use our online B2B HVAC ordering platform, including our dealer dashboard, support center, freight coordination, invoice processing, and document library.

1. Information We Collect

  • Business verification: company name, license type and number, EPA certificate (if applicable), reseller ID
  • Dealer account data: email, role, territory, customer ID
  • Ordering activity: product selections, shipment preferences
  • Support logs: tickets, chat history, service notes
  • Document uploads: tax forms, certificate of insurance, contractor licenses

2. Why We Collect This Data

  • To authenticate your business and activate pricing tiers
  • To offer tailored support, recommendations, and stock availability
  • To fulfill freight quotes and automate invoice generation
  • To store warranty registrations and installation documents

3. Sharing and Disclosure

We do not share your data with third parties or make it publicly available. All information remains confidential and is used solely within our company to process orders and provide services (e.g., logistics, accounting, or tech support). When necessary, data may be securely shared with shipping carriers, payment providers, or ERP systems strictly for order fulfillment. We implement encryption and security measures to ensure your data remains protected at all times.

4. Third-Party Tools and Integrations

We use secure integrations with freight APIs, invoicing tools, CRM systems, and cloud storage providers to operate efficiently. All tools we use comply with applicable data protection and confidentiality standards.

5. Data Security Measures

  • Encrypted transmission using TLS 1.2 or higher
  • Two-factor authentication for staff and admin panels
  • Role-based access controls to minimize exposure
  • Routine backups and audit logs

6. Data Retention

Dealer records are retained for up to 7 years to meet commercial obligations, warranty coverage, and tax requirements. Inactive or dissolved accounts may be anonymized or deleted on request.

7. Your Rights

  • Request access to a full export of your dealer data
  • Submit corrections to your company profile
  • Request deletion, unless data must be retained for legal compliance
  • Control marketing preferences and notification frequency

8. Policy Updates

We review this policy annually and after platform changes. You will be notified of significant updates through your dealer dashboard or email.

9. Contact Us

For privacy inquiries or to exercise your rights, email us at support@coolmansupply.com