Privacy Policy

Last Updated: Sunday, June 14 2026

Business Name: SmartClimateAI

Business Address: 440 Monticello Ave Ste 1802 #438834, Norfolk, Virginia 23510

Website: https://smartclimateai.com

Contact Email: [email protected]

1. Introduction

SmartClimateAI ("Company," "we," "our," or "us") respects your privacy and is committed to protecting it through this Privacy Policy. This policy explains how we collect, use, disclose, and safeguard your information when you interact with our services, including our AI-powered lead capture systems, AI phone receptionist, chatbots, SMS communications, and website.

2. Data Collection Statement — What We Collect and Why

We collect the following categories of information, and the reasons we collect each one:

Personal Information

Name — to identify you and personalize communications

Phone number — to contact you about your service request, confirm appointments, and send SMS updates

Email address — to send confirmations, reminders, and follow-up communications

Service address or ZIP code — to confirm service area coverage and route your request to the right technician

Details about your service request (e.g., issue type, urgency) — to prepare for your appointment and respond appropriately

Automatically Collected Information

IP address, browser type, device information, and website usage data — to maintain site security, troubleshoot issues, and understand how visitors use our site

Communication Data

Chatbot, AI receptionist, and SMS messages — to respond to your inquiry, maintain a record of our conversation, and improve our AI systems

Call logs (including missed calls and outcomes) — to ensure no inquiry goes unanswered and to measure system performance

3. How We Use Your Information

We use the information above to:

Respond to service inquiries and quote requests

Schedule, confirm, and remind you about appointments

Send SMS and email notifications related to your request

Operate and improve our AI receptionist and lead-capture systems

Provide services on behalf of the HVAC business you contacted

Comply with legal obligations

4. SMS-Specific Disclosure

How We Collect Your Phone Number We collect your phone number when you submit a form on our website or on a Google/Meta (Facebook/Instagram) ad landing page, speak with our AI phone receptionist, or schedule an appointment through our calendar system.

What SMS Messages Are Used For If you provide your phone number, we may text you about:

Confirming or rescheduling an appointment

Appointment reminders (e.g., 24-hour, 1-hour, and day-of reminders)

Following up on a service request or quote you submitted

Requesting a review after a completed service

Seasonal maintenance reminders or service offers

Message Frequency Message frequency varies depending on how you interact with us. For example:

If you submit a lead form and don't book, you may receive up to 3 follow-up messages within 24 hours.

If you book an appointment, you may receive up to 5 messages related to that appointment (confirmation, pre-visit info, and reminders as the date approaches).

Returning customers may occasionally receive seasonal maintenance reminders (no more than 1–2 per season).

Opt-In & Opt-Out Language By providing your phone number, you consent to receive the SMS messages described above. Message and data rates may apply.

Reply STOP at any time to cancel/unsubscribe. You'll receive one final confirmation message.

Reply HELP for help or assistance.

Consent to receive SMS messages is not a condition of purchasing any goods or services.

5. Third-Party Sharing

We do not sell your personal information.

SMS Data: No mobile opt-in data or SMS consent information is shared with third parties or affiliates for marketing or promotional purposes.

Other Sharing: We may share information with:

The HVAC business you contacted, so they can fulfill your service request

Service providers who support our operations (e.g., our CRM/automation platform, hosting provider, payment processor), bound by confidentiality obligations

Third parties when required by law, or to protect our rights and safety

6. Data Security

We implement reasonable security measures to protect your information. However, no electronic transmission or storage system is 100% secure.

7. Data Retention

We retain personal information only as long as necessary to:

Provide services

Comply with legal obligations

Resolve disputes

8. Your Privacy Rights

Depending on your location, you may have the right to:

Request access to your personal data

Request correction or deletion

Opt out of communications

To exercise your rights, contact us at [email protected].

9. Third-Party Services

Our services may integrate with third-party platforms. We are not responsible for their privacy practices. Please review their policies separately.

10. Children's Privacy

Our services are not intended for individuals under 13 years old. We do not knowingly collect data from children.

11. Cookies and Tracking Technologies

We use cookies and similar tracking technologies on our website to provide, protect, and improve our services, including for advertising, analytics, and to enhance your experience.

Types of Cookies We Use

Essential/Strictly Necessary — required for the site to function (e.g., login, navigation)

Performance/Analytics — help us understand how visitors use our site (e.g., Google Analytics)

Functionality — remember your preferences (e.g., region, text size)

Advertising/Targeting — used to deliver more relevant ads and measure campaign performance

Third-Party Cookies We may use third-party cookies from advertising networks, social media platforms, and analytics providers to report usage and deliver ads.

Your Choices

Browser Settings — most browsers let you block or delete cookies. Disabling cookies may affect site functionality.

Opt-Out Links — manage targeted advertising preferences via the Digital Advertising Alliance, Network Advertising Initiative, or European Interactive Digital Advertising Alliance.

Do Not Track There is currently no universal standard for responding to "Do Not Track" browser signals, so we do not currently respond to them.

12. Changes to This Policy

We may update this Privacy Policy at any time. Updates will be posted with a revised "Last Updated" date.

13. Contact Us

If you have questions about this Privacy Policy, contact us at: Email: [email protected]

Business Name: SmartClimateAI

14. Compliance Notes

This policy is designed to align with general U.S. privacy standards and SMS compliance requirements (including TCPA guidelines).

By using our services, you agree to this Privacy Policy.