Privacy Policy

1. Information We Collect

We may collect information you voluntarily provide when you contact us through our website’s contact forms, submit a service request, send us an email, or call us by phone. This may include your name, email address, phone number, service address, and the details of your inquiry.

When you visit our website, we and our service providers may also automatically collect standard technical information such as your device type, browser type and version, operating system, IP address, referring URLs, pages viewed, and the date and time of your visit. This information may be collected through cookies and similar website analytics technologies to help us understand how our site is used and to improve our services.

2. Google User Data

When an authorized business Gmail account is connected to the Marketing Assistant, the application may access the following information from that account: the account email address, relevant email messages, sender and recipient details, message timestamps, message and thread identifiers, and reply headers. This access is limited to the business marketing follow-up and reply-management functions that have been expressly authorized by the account owner. We do not access personal Gmail accounts or any Gmail data beyond what is necessary for the authorized functions described in this policy.

3. How Google User Data Is Used

Relevant Gmail information accessed through the Marketing Assistant is used solely for the following purposes:

• Sending authorized customer follow-up messages on behalf of West Coast HVAC Inc.
• Detecting and matching customer replies to the correct outreach thread.
• Preventing duplicate outreach to the same recipient.
• Stopping follow-up sequences after a customer replies or opts out.
• Maintaining safety and audit records of sent communications.
• Measuring the results of marketing campaigns.

Gmail data is not used for any purpose beyond those listed above.

4. Data Sharing

Google user data obtained through the Marketing Assistant is not sold, rented, used for advertising purposes, transferred to data brokers, or used to train generalized artificial-intelligence models. Such data may only be processed by service providers that are necessary to operate the Marketing Assistant and that act solely on behalf of West Coast HVAC Inc. Any such processing is limited to the disclosed application functions, security operations, or legal compliance obligations.

5. Limited Use

West Coast HVAC Marketing Assistant's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

6. Data Security

Access to Google user data and other collected information is limited to authorized personnel who require it to perform their responsibilities. OAuth credentials are encrypted at rest on the authorized business computer using Windows Data Protection API safeguards. Data transmitted between the Marketing Assistant and Google APIs is protected in transit using HTTPS. Access to locally stored information is limited to authorized personnel. Application permissions are scoped to only the functions necessary for the Marketing Assistant to operate. We use reasonable technical and organizational safeguards to protect information against unauthorized access, disclosure, alteration, or destruction. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

7. Data Retention and Deletion

OAuth credentials associated with a connected Gmail account are retained only for as long as the connection remains authorized. If the connection is revoked, credentials are deleted promptly.

Relevant message content and identifiers accessed through the Marketing Assistant are retained for no longer than 90 days after the related marketing campaign closes, unless a longer retention period is required by applicable law.

Pseudonymous campaign-performance records (such as send counts, reply rates, and opt-out records that do not identify individual message content) may be retained for up to 24 months to support ongoing marketing analysis.

To request deletion of your data, please contact us at [email protected].

8. User Choices

You may revoke the Marketing Assistant's access to your Google account at any time through your Google Account security settings at myaccount.google.com/permissions. Revoking access will stop the Marketing Assistant from accessing your Gmail data going forward.

You may also request access to, correction of, or deletion of personal information we hold about you by emailing [email protected]. We will respond to reasonable requests within a reasonable time.

9. Children’s Privacy

Our website and the Marketing Assistant are not intended for use by children under the age of 13. We do not knowingly collect personal information from children under 13. If you believe we have inadvertently collected such information, please contact us so we can delete it promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we do, we will revise the effective date at the top of this page. We encourage you to review this policy periodically to stay informed about how we protect your information.

11. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us: