Privacy Policy

1. Information We Collect

We collect the following categories of information:

• Information you provide: first and last name, email address, phone number, property street address, city, state and ZIP code, the service you need, the issue you described, your system type, property type, homeowner status and project timeline.
• Consent records: the fact, time and content of the consent you gave, along with the certificate and token identifiers described in the Consent Documentation section.
• Automatically collected technical information: IP address, browser type and version, device and operating system, referring URL, landing page URL, pages viewed, time on page and approximate location derived from IP.
• Marketing and campaign information: UTM parameters (source, medium, campaign, term, content) and advertising click identifiers such as gclid, fbclid and msclkid.

2. Lead Information and How It Is Used

The information you submit through our estimate form is what we refer to as lead information. We use it to match your request with HVAC professionals and marketing partners who serve your area and service type, to transmit your request to them, to communicate with you about your request, to maintain records of consent, to detect and prevent fraudulent or duplicate submissions, and to improve our services.

Once your information is transmitted to a professional or marketing partner, that company processes it under its own privacy policy and is independently responsible for its handling of your data.

3. Tracking, Cookies and Similar Technologies

We and our service providers use cookies, local storage, pixels, tags and similar technologies to operate the site, remember campaign attribution across your visit, measure advertising performance, and understand how the site is used.

Most browsers let you block or delete cookies through their settings. Blocking some cookies may affect how parts of this site function. Where required, we honor recognized opt-out preference signals such as Global Privacy Control.

4. Analytics and Advertising

We may use analytics and advertising services — such as Google Analytics, Google Ads and Meta advertising tools — to measure traffic, understand user behavior in aggregate, and evaluate advertising campaigns. These providers may set their own cookies and receive information about your interaction with this site, subject to their own privacy policies.

5. Consent Documentation (TrustedForm and Jornaya)

To independently document the consent you provide, this site may use ActiveProspect’s TrustedForm and Jornaya’s LeadiD (a Verisk business).

TrustedForm creates a certificate that records your interaction with our form — including the page you saw, the consent language displayed, and the timing of your submission — and returns a certificate URL that we store with your request.

Jornaya LeadiD generates a unique lead event token that documents the time, place and manner of your submission, which we also store with your request.

These certificates and tokens exist to demonstrate that consent was given, and they may be shared with the professionals and marketing partners who receive your request, and used for compliance verification and dispute resolution. Each provider processes information under its own privacy policy, which is linked on our Marketing Partners page.

6. Your Consent to Be Contacted

When you check the consent box and submit our form, you provide express written consent for us and the marketing partners identified in the disclosure to contact you at the phone number and email address you provided — including by automatic telephone dialing system, prerecorded or artificial voice, SMS text message, and email — about HVAC products and services, even if the number appears on a Do Not Call list.

Consent is not a condition of purchase. Message and data rates may apply, and message frequency varies. You can revoke consent at any time by replying STOP to a text message, following the unsubscribe instructions in an email, or contacting us at support@nearbyhvacpros.com. Revoking consent stops future marketing contact but does not affect communications about a request already in progress with a contractor you engaged.

7. Marketing Partners

The categories and companies that may receive your information as marketing partners are listed on our Marketing Partners page, which is linked from the consent disclosure on our form and from the footer of every page. That list may be updated from time to time; the version in effect at the time of your submission governs that submission.

8. How We Share Information

We do not sell information to parties outside the purposes described in this policy. Depending on your state, sharing information with marketing partners for their own marketing may be treated as a "sale" or "sharing" under applicable privacy law; see Your Privacy Rights below.

• With HVAC professionals and contractors matched to your request.
• With marketing partners identified in the consent disclosure and on the Marketing Partners page.
• With service providers who operate our infrastructure — hosting, form processing, lead distribution, communications, analytics and compliance documentation — under contractual obligations limiting their use of the data.
• In connection with a merger, acquisition, financing or sale of assets, in which case information may transfer to the successor entity.
• When required by law, legal process, or to protect the rights, safety or property of any person, or to investigate fraud or misuse.

9. Data Retention

We retain lead information, consent records and compliance documentation for as long as needed for the purposes described in this policy and to satisfy legal, regulatory, audit and dispute-resolution obligations. Retention periods for consent documentation are typically longer than for general site analytics because those records may be needed to demonstrate compliance.

10. Security

We use administrative, technical and physical safeguards designed to protect information in our custody, including encryption of data in transit and access controls on systems that store lead information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

11. Your Privacy Rights

Depending on where you live, you may have rights to access, correct, delete or receive a copy of your personal information, to opt out of the sale or sharing of personal information or of targeted advertising, and to be free from discrimination for exercising these rights. Residents of California, Colorado, Connecticut, Virginia and other states with comprehensive privacy laws may have specific rights under those laws.

To make a request, contact privacy@nearbyhvacpros.com. We will verify your request before acting on it, and we will respond within the time frame required by applicable law. You may designate an authorized agent to submit a request on your behalf.

Note that information already transmitted to a professional or marketing partner must be addressed with that company directly, as they are independent controllers of the copy they received.

12. Children's Privacy

This site is intended for adults. We do not knowingly collect personal information from anyone under 18. If you believe a minor has provided information, contact us and we will delete it.

13. Third-Party Sites

Our site and communications may link to sites we do not operate. We are not responsible for the content or privacy practices of those sites.

14. Changes to This Policy

We may update this Privacy Policy from time to time. The effective date above indicates when it was last revised, and material changes will be reflected on this page. Continued use of the site after an update constitutes acceptance of the revised policy.

15. Contact Us

Questions about this policy or your information can be sent to privacy@nearbyhvacpros.com, or by mail to Nearby HVAC Pros (placeholder legal entity name), 1234 Placeholder Ave, Suite 100, Wilmington, DE 19801.