Who This Applies To
HVACtrack is owned and operated by Ciphered Realms, LLC. HVACtrack is a service management system used by authorized staff to manage customer service records, job scheduling, warranty details, invoices, and related operational notes.
This policy applies to information handled through HVACtrack and any related support or operational workflows connected to the application.
Information We Handle
Ciphered Realms, LLC may process and store customer names, phone numbers, email addresses, service addresses, job details, warranty information, technician assignments, invoice details, support messages, and operational notes through HVACtrack.
Authentication information is handled through approved sign-in providers and service infrastructure. HVACtrack does not ask users to provide payment card information through the application.
How Information Is Used
Information is used to schedule and complete service work, track parts and warranty activity, create invoices, contact customers about operational matters, support staff workflows, maintain records, and improve reliability of the service process.
Customer email addresses are intended for operational communication such as invoice delivery or service follow-up, not marketing email.
How Information Is Protected
Access to HVACtrack is limited to authorized users. The application uses authentication, role-based access, protected routes, and managed hosting/database services to reduce unauthorized access risk.
No system can guarantee perfect security. Staff should protect account credentials, use approved devices when possible, and report suspected unauthorized access promptly.
Sharing and Service Providers
Information may be processed by service providers that support Ciphered Realms, LLC with hosting, authentication, database storage, email delivery, deployment, logging, and related operational infrastructure.
Information may also be shared when required to comply with legal obligations, protect the service, investigate misuse, or complete a customer-requested service workflow.
Retention and Requests
Records are retained for operational, warranty, accounting, support, and business continuity purposes unless deletion or correction is appropriate and legally permitted.
Questions or requests about customer information should be sent through the business's approved support or administrative contact path.
Policy Updates
This policy may be updated as HVACtrack, business processes, or legal requirements change. The last updated date above reflects the latest published version.