Terms of Service

Last Updated: January 2025

Agreement to Terms

Welcome to Volcanic Heating & Air. By accessing our website (volcanichvac.com) or using our HVAC services, you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, please do not use our website or services.

These Terms apply to all visitors, users, and customers. We may update these Terms from time to time, and your continued use of our website or services after changes are posted constitutes acceptance of those changes.

Services and Website Purpose

Volcanic Heating & Air provides residential and light commercial HVAC services in Bend, Oregon and surrounding Central Oregon communities. Our services include heating and cooling system installation, repair, maintenance, and related work.

Our website is intended to:

• Provide general information about our company and services
• Allow you to request service appointments
• Enable you to contact us with questions
• Share helpful HVAC information and tips

Important: The information on our website is for general informational purposes only. While we strive to keep it accurate and up-to-date, we do not guarantee that all information is complete, current, or error-free. Availability of services, scheduling, and pricing are subject to change and are not guaranteed until confirmed directly by our team.

Appointment Requests and Scheduling

Requesting an Appointment

Our website allows you to request a service appointment through our online scheduling tool. Please understand that submitting a request is not a confirmed appointment. An appointment is only confirmed when you receive direct confirmation from our team (by phone, email, or text).

We cannot guarantee specific appointment times or same-day availability. Appointment availability depends on technician schedules, service area, weather conditions, and other factors beyond our control.

Cancellations and Rescheduling

If you need to cancel or reschedule an appointment, please contact us as soon as possible. We appreciate advance notice so we can offer the time slot to other customers.

• We ask for at least 24 hours notice for non-emergency cancellations when possible.
• Same-day cancellations or no-shows may be noted in your account history.
• Repeated no-shows may affect future scheduling availability.

Arrival Times

We do our best to arrive within scheduled windows, but service calls can sometimes run longer than expected. If we anticipate being late, we will attempt to contact you. We appreciate your patience and understanding.

Estimates, Pricing, and Payment

Estimates

We may provide estimates for HVAC work based on the information available at the time. Estimates are not binding quotes unless explicitly stated in writing. Actual costs may vary based on:

• Conditions discovered during the work (hidden damage, code issues, etc.)
• Additional parts or labor required
• Changes requested by the customer
• Access difficulties or site conditions

If the scope of work changes significantly, we will discuss the updated pricing with you before proceeding.

Pricing

Prices listed on our website, if any, are for informational purposes only and are subject to change without notice. Final pricing will be provided on your invoice or written estimate. All prices are in U.S. dollars and may not include applicable taxes, permit fees, or other charges unless specifically stated.

Payment

Payment is typically due upon completion of services unless other arrangements have been made in writing. We accept common payment methods including cash, check, and major credit cards. For larger projects, we may require a deposit before beginning work.

The final invoice governs all pricing matters. Any discrepancies between verbal discussions, website information, and the final invoice should be raised before payment.

Service Limitations and Disclaimers

General Information Only

Information on our website about HVAC systems, maintenance tips, troubleshooting, and related topics is provided for general educational purposes. Every HVAC system and home is different. Do not rely on website information as a substitute for professional inspection and diagnosis.

No DIY Reliance

Any tips or information we share should not be interpreted as encouragement to perform HVAC work yourself. HVAC systems involve electrical components, gas lines, refrigerants, and other hazards that require professional training and licensing. Attempting DIY repairs can be dangerous and may void equipment warranties.

Results May Vary

HVAC system performance depends on many factors including equipment age, installation quality, home insulation, ductwork condition, usage patterns, and maintenance history. We cannot guarantee specific outcomes such as energy savings, temperature consistency, or equipment lifespan.

Equipment and Parts

Availability of specific equipment, parts, and brands is subject to supply chain conditions and may change. If a particular item is unavailable, we will discuss alternatives with you.

Your Responsibilities

To help us serve you effectively and safely, you agree to:

Provide Accurate Information

• Give us correct contact information and service address
• Describe the issue or service needed as accurately as possible
• Inform us of any known issues with your home or system
• Let us know about any previous work done on the system

Ensure Access

• Be present (or have an authorized adult present) during the service appointment
• Provide access to all equipment that needs service (indoor and outdoor units, thermostats, etc.)
• Clear a path to the work area when possible

Pets and Safety

• Secure pets during our visit so they don't interfere with work or escape through open doors
• Ensure the work area is reasonably safe and clear of hazards
• Inform us of any safety concerns (aggressive pets, unstable structures, etc.)

Permits and Approvals

• Some work may require permits from local authorities. We will advise you when permits are needed, but obtaining necessary approvals is ultimately the property owner's responsibility.
• If you live in a homeowners association (HOA) or rental property, ensure you have any required approvals before work begins.

Safety and Site Access

Work Area Conditions

Our technicians need safe access to perform their work. This may include access to:

• Attics, crawlspaces, and basements
• Rooftops (for certain equipment)
• Utility rooms and mechanical closets
• Outdoor equipment locations

Access Limitations

We reserve the right to decline or postpone service if:

• Access is unsafe (unstable ladders, structural concerns, etc.)
• Weather conditions make roof or outdoor work dangerous
• The work area presents health hazards (excessive mold, pest infestations, etc.)
• There is no safe path to the equipment

If we cannot complete work due to access or safety issues, we will explain the situation and discuss options. You may be responsible for service call fees if we cannot perform work due to conditions at your property.

Property Conditions

HVAC work sometimes requires accessing areas that may have existing damage, wear, or fragile materials (older ductwork, aging insulation, etc.). While we take care to minimize disruption, we are not responsible for pre-existing conditions or materials that fail due to age or deterioration during normal service activities.

Warranty and Workmanship

Warranty coverage, if any, will be specified on your invoice, estimate, or separate warranty document. We do not make blanket warranty claims on this website.

• Manufacturer warranties: New equipment may come with manufacturer warranties. Terms and duration vary by manufacturer and product. We can help you understand what's covered, but the manufacturer's warranty document governs.
• Workmanship: If we provide a workmanship warranty on our labor, the specific terms and duration will be stated in writing on your invoice or estimate.
• Exclusions: Warranties typically do not cover damage from misuse, lack of maintenance, acts of nature, or unauthorized modifications.

Please keep your invoice and any warranty documents for your records. Contact us if you have questions about warranty coverage for work we've performed.

Third-Party Links and Tools

Our website may include links to third-party websites, embedded tools, or services such as:

• Scheduling software (e.g., Calendly)
• Embedded maps (e.g., Google Maps)
• Analytics services (e.g., Google Analytics)
• Social media links

These third-party services have their own terms of service and privacy policies. We are not responsible for the content, practices, or availability of third-party sites or services. Your use of these tools is at your own discretion.

Intellectual Property

All content on this website—including text, images, logos, graphics, and design—is owned by Volcanic Heating & Air or used with permission. You may not:

• Copy, reproduce, or distribute our content without written permission
• Use our logo or branding without authorization
• Create derivative works based on our content
• Use our content for commercial purposes without permission

You may share links to our website and print pages for personal, non-commercial use.

Prohibited Use

You agree not to use our website or services in ways that:

• Violate any applicable laws or regulations
• Harass, abuse, or threaten our employees or other users
• Submit false information or fraudulent service requests
• Attempt to gain unauthorized access to our systems
• Scrape, harvest, or collect data from our website using automated tools
• Interfere with the proper functioning of our website
• Use our website to distribute malware, spam, or other harmful content

We reserve the right to refuse service to anyone who violates these terms or engages in abusive behavior toward our staff.

Limitation of Liability

To the fullest extent permitted by law:

Website: Our website is provided "as is" without warranties of any kind. We do not guarantee that the website will be uninterrupted, error-free, or free of viruses or other harmful components.

Services: While we strive to provide quality HVAC services, we are not liable for indirect, incidental, special, consequential, or punitive damages arising from our services or your use of our website. This includes, but is not limited to, loss of profits, data, or business opportunities.

Maximum Liability: Our total liability for any claim related to our services shall not exceed the amount you paid for those specific services.

Some jurisdictions do not allow certain limitations of liability, so some of these limitations may not apply to you. In such cases, our liability will be limited to the maximum extent permitted by applicable law.

Indemnification

You agree to indemnify and hold harmless Volcanic Heating & Air, its owners, employees, and contractors from any claims, damages, losses, or expenses (including reasonable attorney's fees) arising from:

• Your violation of these Terms
• Your misuse of our website or services
• Any false or misleading information you provide
• Your violation of any law or the rights of a third party

Governing Law and Disputes

These Terms are governed by the laws of the State of Oregon, without regard to conflict of law principles. Any disputes arising from these Terms or your use of our website or services shall be resolved in the state or federal courts located in Oregon.

Before initiating any legal action, you agree to contact us and attempt to resolve the dispute informally. Many issues can be resolved through direct communication.

Changes to These Terms

We may update these Terms from time to time. When we make changes, we will update the "Last Updated" date at the top of this page. We encourage you to review these Terms periodically.

Your continued use of our website or services after changes are posted constitutes acceptance of the updated Terms. If you do not agree to the changes, please discontinue use of our website and services.

Severability

If any provision of these Terms is found to be invalid or unenforceable by a court, the remaining provisions will continue in full force and effect.

Contact Information

If you have questions about these Terms of Service, please contact us:

Volcanic Heating & Air
Bend, Oregon
Email: info@volcanichvac.com
Phone: (541) 900-5195