Privacy Policy

Effective Date: August 4, 2026

KoolRay Heating and Air respects your privacy. This Privacy Policy explains how we collect, use, protect, and share information when you visit our website, contact us, request HVAC service, schedule an appointment, submit a form, call us, email us, or communicate with us by text message.

1. Business Information

Business Name: KoolRay Heating and Air
Service Area: Palm Beach County, Florida, including Loxahatchee, West Palm Beach, Wellington, Royal Palm Beach, Westlake, The Acreage, and surrounding areas
Phone: 561-398-1073
Email: raymond@koolrays.com
Website: https://koolrays.com/
License: CAC1821095

2. Information We Collect

We may collect information that you voluntarily provide to us when you request service, schedule an appointment, submit a contact form, call us, text us, email us, or otherwise communicate with KoolRay Heating and Air.

This information may include:

• Your name
• Phone number
• Email address
• Service address or property address
• Billing information
• HVAC service details
• Appointment details
• Photos, notes, or messages you send to us
• Text message communication history
• Any other information you choose to provide

We may also collect basic website usage information, such as pages visited, browser type, device type, general location information, and website interaction data. This helps us improve our website and customer experience.

3. How We Use Your Information

We use customer information for normal HVAC business purposes, including:

• Responding to service requests
• Scheduling appointments
• Sending appointment reminders
• Providing estimates, invoices, receipts, and job updates
• Communicating about HVAC repairs, installations, maintenance, and follow-up service
• Answering questions and customer support requests
• Processing payments and billing
• Maintaining customer records
• Improving our services, website, and customer experience
• Complying with legal, tax, licensing, insurance, or business obligations

4. Text Messaging and SMS Communications

By providing your phone number to KoolRay Heating and Air, you agree that we may contact you by phone call or text message regarding your HVAC service request, appointment, estimate, invoice, repair, installation, maintenance, customer support, or other service-related matters.

Text messages from KoolRay Heating and Air may include:

• Appointment confirmations
• Appointment reminders
• Technician arrival updates
• Service updates
• Estimate or invoice notifications
• Follow-up messages
• Customer support responses
• Occasional service-related updates

Message frequency may vary depending on your service request, appointment status, and customer communication needs. Message and data rates may apply depending on your mobile carrier and plan.

5. No Sale or Sharing of Mobile Information for Marketing

KoolRay Heating and Air does not sell, rent, trade, or share your mobile phone number, SMS opt-in information, or text messaging consent with third parties or affiliates for marketing or promotional purposes.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All text messaging originator opt-in data and consent will not be shared with any third parties.

We may share limited information only when necessary to operate our business and provide requested services, such as with service providers who help us with scheduling, customer communication, payment processing, website hosting, or business operations. These service providers are only permitted to use information as needed to provide services to KoolRay Heating and Air and are not allowed to use your information for their own marketing or promotional purposes.

6. When We May Share Information

We may share customer information only in limited situations, including:

• With trusted service providers who help us operate our HVAC business
• With payment processors for billing and payment purposes
• With software providers used for scheduling, dispatching, customer communication, and invoicing
• With insurance, legal, accounting, or compliance professionals when necessary
• When required by law, subpoena, regulation, court order, or government request
• To protect our business, customers, employees, rights, property, or safety

We do not share customer information with third parties for their independent marketing or promotional use.

7. How We Protect Your Information

We take reasonable administrative, technical, and physical measures to protect customer information from unauthorized access, loss, misuse, alteration, or disclosure. However, no website, online system, email, or text message communication can be guaranteed to be completely secure.

We encourage customers not to send sensitive personal information, payment card details, or confidential information by unsecured text message or email.

8. Data Retention

We retain customer information for as long as reasonably necessary to provide HVAC services, maintain business records, manage customer relationships, comply with legal obligations, resolve disputes, enforce agreements, and support business operations.

Text message records, customer communication records, service records, estimates, invoices, and related information may be retained as part of our normal business records.

9. Cookies and Website Tracking

Our website may use cookies, analytics tools, tracking pixels, or similar technologies to understand website traffic, improve performance, measure advertising effectiveness, and help customers use our website.

You may disable cookies in your browser settings. Some website features may not work properly if cookies are disabled.

10. Third-Party Websites and Services

Our website may contain links to third-party websites, review platforms, scheduling tools, payment processors, or other services. We are not responsible for the privacy practices, content, or security of third-party websites or services.

When you use a third-party website or service, their privacy policy and terms may apply.

11. Your Privacy Choices

You may contact us to request that we update, correct, or delete certain personal information, subject to our legal, business, accounting, warranty, licensing, tax, insurance, and recordkeeping obligations.

You may also opt out of text messages at any time by replying STOP.

12. Children’s Privacy

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

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any updates will be posted on this page with a revised effective date. Your continued use of our website or services after updates are posted means you accept the updated Privacy Policy.

14. Contact Us

Last updated: August 4, 2026