Last updated: October 4, 2026 · Effective: October 4, 2026
This Privacy Policy explains how LaunchMyHVAC ("LaunchMyHVAC", "we", "us", or "our"), operated by Cheek Heating and Cooling LLC, collects, uses, and protects information when you use the Service.
Account information you provide: name, email, company name, phone number, business address, password (stored hashed, never in plaintext).
Sign in with Apple or Google: if you choose Sign in with Apple or Google Sign-In, Apple or Google confirms who you are and sends us a unique account ID, your email address and the name you choose to share (Google also sends a link to your profile picture). If you use Apple's Hide My Email, we receive an Apple relay address instead of your own. We never see your Apple or Google password.
Customer Data you create in the Service: your customers' names, addresses, phone numbers, email addresses, equipment information, jobs, estimates, invoices, photos, notes, and payment history.
Payment information: handled by Stripe. We never see or store your full credit card number; we only retain the last 4 digits, brand, and expiration for display.
Crash and performance reports from the mobile app: when the app crashes or hits an error, it sends a diagnostic report to Sentry: what went wrong, the app version, your device model and operating system, and a short trail of recent activity in the app, such as taps and network requests. A sample of sessions also sends performance timings. We do not attach your name, email address or account to these reports, and the app removes passwords and sign-in tokens from a report before it leaves your device. If you choose to send a bug report (More > Report a Bug), your message, name and account email go with it so we can reply.
Usage information: IP address, browser type, pages visited, timestamps, device information, error logs. Used for security, debugging, and product improvement. Errors on our servers are reported to Sentry with technical details of the request that failed, which can include the information being submitted at that moment.
Communications: support emails and messages you send us.
We do not use Customer Data for advertising. We do not sell or rent personal information to third parties.
We share information only in these limited cases:
| Sub-processor | Purpose | Data they may process |
|---|---|---|
| Stripe, Inc. | Payment processing, subscription billing | Name, email, billing address, payment card (handled by Stripe directly), subscription status. Stripe keeps its own payment records under its own privacy policy (see § 9) |
| Brevo | Delivers LaunchMyHVAC email, such as sign-up and password emails and the invoices, estimates and receipts you send | Recipient email, sender name, subject, body |
| Resend | Backup email delivery, used only when Brevo cannot accept a message | Recipient email, sender name, subject, body |
| Google (Gemini API) | AI features — the assistant, diagnostics, nameplate reading, photo review, job summaries, technician coaching reports, invoice and estimate drafting, receipt scanning and expense categorizing | The details each feature needs: customer and job details, equipment information, diagnostic readings, the messages and photos you send, invoice and expense details, and the records the assistant looks up for you. § 8 describes each kind |
| Apple (Sign in with Apple) | Optional sign-in with your Apple ID | Confirms your identity and sends us your Apple account ID, email address (or a Hide My Email relay address) and the name you choose to share |
| Google (Google Sign-In) | Optional sign-in with your Google account | Confirms your identity and sends us your Google account ID, email address, name and profile picture link |
| Sentry | Crash and performance diagnostics for the mobile app; error reports from our servers | App: error details, app version, device model and operating system, and recent app activity, with no name, email or account attached (bug reports you choose to send include your message, name and email). Servers: technical details of the request that failed |
| Twilio | SMS messaging — not currently enabled; no SMS is sent and no phone numbers are transmitted | Recipient phone, message body (if enabled in future) |
| Anthropic (Claude) | AI features — not currently enabled; no prompt content is sent | Prompt content (if enabled in future). Anthropic does not train on API content per their policy. |
| OpenAI | AI features — not used by LaunchMyHVAC. Configured on the shared platform for the separate HVAC IQ Pro assistant | Prompt content (if enabled in future). OpenAI API content is not used for training per their policy. |
| Google Calendar API | Optional 2-way calendar sync when you connect your Google account | Calendar event title, start/end times, attendees, location, description, and event IDs for the calendar you select. Tokens are stored encrypted (Fernet) and are used only to read/write events you create through LaunchMyHVAC's scheduling features. We never read events you create outside LaunchMyHVAC except to detect calendar conflicts. Disconnect at any time from Settings → Integrations; we will revoke the refresh token and stop accessing your calendar within 60 seconds. |
| HVAC IQ Pro | Optional linked device context | Linked equipment telemetry and diagnostics metadata when enabled by account owner |
| DigitalOcean | Server hosting (US region) | All Service data at rest (encrypted) |
| Backblaze (B2 Cloud Storage) | Off-site database backups | Copies of Service data, kept and deleted as described in § 9 |
| Cloudflare | DNS, DDoS protection, edge caching | IP address, request metadata |
We use a small number of strictly-necessary cookies and similar technologies for authentication (keeping you logged in) and security (CSRF protection). We do not use third-party advertising cookies or cross-site trackers.
If you enable SMS or email features, you (the account owner) are the sender of record under TCPA and CAN-SPAM. You are responsible for obtaining your customers' consent before sending marketing or automated messages, honoring STOP/UNSUBSCRIBE requests, and complying with all applicable laws. We provide tools (opt-in tracking, unsubscribe links, STOP keyword handling) to help you comply, but the obligation is yours.
The AI features are: the HVAC assistant (in the app, on the web, on a job and by voice), diagnostics (including guided diagnostics), nameplate reading, photo review, job evidence summaries, technician coaching reports, invoice and estimate drafting (including speak-to-invoice), receipt scanning and expense categorizing. When you use one, the details it needs are sent to Google's Gemini API to produce its answer. Depending on the feature, that includes these kinds of information:
Per Google's published API terms, content submitted through the paid API is not used to train their models. In your account we keep your assistant conversations, the coaching reports you create, and a log of your most recent AI requests and answers (up to 400) so we can check the quality and safety of AI output. All of them are deleted with your account.
The table above lists every provider this Service is built to use, including ones not currently switched on, so that it stays accurate if a provider is enabled later. Providers marked not currently enabled receive no data at all today. Sub-processor configuration last verified against the running system on 4 October 2026.
AI output is informational only. It is not a substitute for licensed-professional judgment. You are responsible for reviewing AI output before relying on it.
Account owners may request AI feature opt-out for future processing by contacting support. Opt-out may disable estimate-drafting or assistant features that require model processing.
We keep your account and Customer Data for as long as your account is open, and you can export it at any time.
Deleting your account. You can delete your account yourself at any time:
Your account is closed immediately: you are signed out on every device and it can no longer be used to sign in. Its records — your account details, customers, jobs, estimates, invoices, payment records, AI history and settings — are then permanently deleted by an automatic process that runs every night, 30 days after your request. Until then you can email us to cancel the deletion. Photos and logo images you uploaded are stored as separate files that this process does not yet erase; email us and we will delete them.
What remains after deletion:
We use industry-standard safeguards: TLS encryption in transit, nightly off-site backups, hashed passwords (PBKDF2), JWT authentication, CSRF protection, rate limiting, role-based access control, and access logging. No system is 100% secure. If we become aware of a security breach affecting your account, we will notify you without undue delay as required by law.
Depending on where you live, you may have rights to access, correct, export, or delete personal information we hold about you. You can delete your account yourself (see § 9). To exercise any of these rights, email support@launchmyhvac.com. We will respond within 30 days. We will not discriminate against you for exercising these rights.
Supported rights request workflows include data export (CSV/JSON where available), deletion requests, and correction requests for account profile and customer data.
California residents (CCPA/CPRA): in the past 12 months we have collected the categories described in § 2. We have not sold or shared personal information for cross-context behavioral advertising.
The Service is not intended for use by anyone under 18. We do not knowingly collect information from children. If you believe a child has provided us with information, contact us and we will delete it.
The Service is hosted in the United States. If you access the Service from outside the U.S., you understand your information will be transferred to and processed in the U.S.
We may update this Privacy Policy from time to time. Material changes will be communicated by email and/or a notice in the Service. The "Last updated" date at the top of this page reflects the most recent change.
Questions about this Privacy Policy or our data practices? Email support@launchmyhvac.com.
Cheek Heating and Cooling LLC
Muncie, Indiana, USA