Privacy Policy
How we collect, use, and protect your information.
Last Updated: January 2025
Volcanic Heating & Air ("we," "us," or "our") operates the website volcanichvac.com and provides residential and light commercial HVAC services in Bend, Oregon and surrounding areas. This Privacy Policy explains how we collect, use, and protect your personal information when you visit our website or use our services.
We respect your privacy and are committed to handling your information responsibly. We do not sell your personal information to third parties.
Information We Collect
We collect information in two ways: information you provide directly to us, and information collected automatically when you visit our website.
Information You Provide
When you use our contact form, schedule a service appointment, or otherwise communicate with us, you may provide:
- Your name
- Phone number
- Email address
- Service address or location
- Information about your HVAC system or service needs
- Preferred appointment times
- Any additional notes or messages you choose to include
Information Collected Automatically
When you visit our website, certain information may be collected automatically, including:
- Your IP address
- Browser type and version
- Device type (desktop, mobile, tablet)
- Pages you visit and time spent on those pages
- Referring website (how you found us)
- General geographic location (city/region level, not precise location)
This information is typically collected through cookies and similar technologies, which we explain in more detail below.
How We Use Your Information
We use the information we collect for the following purposes:
- To provide services: Responding to your inquiries, scheduling appointments, and delivering HVAC services at your location.
- To communicate with you: Sending appointment confirmations, service reminders, and responding to your questions.
- To improve our website: Understanding how visitors use our site helps us make it more useful and easier to navigate.
- To maintain our business records: Keeping records of services provided, as required for normal business operations.
We do not use your information for purposes unrelated to our HVAC services without your consent.
Cookies and Analytics
Our website may use cookies and similar tracking technologies. Cookies are small text files stored on your device that help websites function properly and collect usage information.
Types of Cookies We May Use
- Essential cookies: These are necessary for basic website functionality, such as remembering your preferences during a browsing session.
- Analytics cookies: We may use services like Google Analytics to understand how visitors interact with our website. This helps us identify popular pages, spot problems, and improve the user experience.
How to Manage Cookies
Most web browsers allow you to control cookies through their settings. You can typically:
- View what cookies are stored on your device
- Delete some or all cookies
- Block cookies from being set
- Set preferences for certain websites
Please note that blocking certain cookies may affect your experience on our website.
If you'd like to opt out of Google Analytics tracking specifically, you can install the Google Analytics Opt-out Browser Add-on.
Third-Party Services
We may use third-party services to help operate our website and business. These services have their own privacy policies, and we encourage you to review them. Third-party services we may use include:
- Website hosting and content delivery: Our website is hosted by a third-party provider that may collect standard server logs.
- Analytics services: We may use Google Analytics or similar services to analyze website traffic.
- Scheduling tools: Our online scheduling system is provided by a third-party service (such as Calendly) that processes appointment information.
- Embedded maps: We may embed Google Maps on our contact page to show our service area. Google may collect information when you interact with the map.
- Form processing: Contact form submissions may be processed by our website hosting provider.
We choose service providers that we believe handle data responsibly, but we cannot control their practices. We encourage you to review their privacy policies if you have concerns.
Information Sharing
We do not sell, rent, or trade your personal information to third parties for their marketing purposes.
We may share your information in the following limited circumstances:
- Service providers: With companies that help us operate our business (as described above), only as necessary to provide their services.
- Legal requirements: If required by law, court order, or government request.
- Business protection: To protect our rights, safety, or property, or that of our customers or others.
- Business transfers: If our business is sold or merged with another company, your information may be transferred as part of that transaction.
Data Retention
We retain your personal information for as long as reasonably necessary to:
- Provide services you've requested
- Maintain records for business and tax purposes
- Comply with legal obligations
- Resolve disputes if they arise
Contact form submissions and scheduling information are typically retained for the duration of our business relationship and for a reasonable period afterward. Analytics data is generally retained in aggregate form and does not identify individual users after collection.
Security
We take reasonable measures to protect your personal information from unauthorized access, loss, or misuse. These measures may include:
- Using secure (HTTPS) connections on our website
- Limiting access to personal information to employees who need it
- Using reputable third-party service providers
However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.
Children's Privacy
Our website and services are not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If you believe we have inadvertently collected information from a child under 13, please contact us so we can delete it.
Your Rights and Choices
Depending on where you live, you may have certain rights regarding your personal information. These may include the right to:
- Access: Request a copy of the personal information we have about you.
- Correction: Ask us to correct inaccurate information.
- Deletion: Request that we delete your personal information, subject to certain exceptions (such as legal requirements to retain records).
- Opt-out: Opt out of certain data collection, such as analytics tracking.
To exercise any of these rights, please contact us using the information below. We will respond to your request within a reasonable timeframe.
Do Not Track Signals
Some web browsers have a "Do Not Track" feature that signals to websites that you do not want your online activity tracked. There is currently no universal standard for how websites should respond to these signals. Our website does not currently respond differently to Do Not Track signals, but you can manage tracking through your browser's cookie settings or by using the opt-out tools mentioned above.
State Privacy Rights
Residents of certain states (such as California, Colorado, Connecticut, Virginia, and others) may have additional privacy rights under state law. If you are a resident of one of these states and would like to exercise your rights, please contact us. We will work with you to address your request in accordance with applicable law.
Updates to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. When we make changes, we will update the "Last Updated" date at the top of this page. We encourage you to review this policy periodically.
For significant changes, we may provide additional notice, such as a prominent notice on our website.
Contact Us
If you have questions about this Privacy Policy, want to exercise your privacy rights, or have concerns about how we handle your information, please contact us:
Volcanic Heating & Air
Bend, Oregon
Email: info@volcanichvac.com
Phone: (541) 900-5195
We will do our best to respond to your inquiry promptly.