Privacy Policy

1. Who We Are

DocMyHVAC (“we”, “our”, “us”) is a mobile application designed for professional HVAC field technicians. The app enables technicians to capture equipment nameplates via OCR, photograph proof evidence, collect digital signatures, and generate professional warranty claim PDF documents. We operate independently and are not affiliated with any HVAC manufacturer, distributor, or insurance company.

2. What Information We Collect

We collect only the information you actively enter or capture while using the app:

• Job and claim data: Customer name, service address, GPS coordinates at time of service, equipment model and serial numbers, manufacturer details, failure cause, diagnosis notes, replaced parts, labor hours, EPA Section 608 refrigerant log entries, and diagnostic electrical readings.
• Photo evidence: Photos captured via the in-app live camera (nameplate, defective component, replacement part). Photos are captured directly from your device camera and are never sourced from your photo gallery.
• Digital signatures: Customer authorization signature and technician verification signature drawn within the app.
• Technician profile: Your name, company name, EPA/license number, contact phone number, and email address — entered once in Settings and auto-filled into claim documents.
• Device and usage data: GPS coordinates for geostamping photo evidence. We do not collect device advertising identifiers, browser history, or contacts.

3. End-to-End Encryption (E2EE)

Sensitive personal identifiers — including customer phone numbers and service addresses — are end-to-end encrypted before being stored or transmitted. This means the data is encrypted on your device before it leaves, and can only be decrypted by you. We do not hold decryption keys for E2EE fields and cannot access this information ourselves.

4. Cloud Storage (Optional)

Cloud backup of your generated PDF claims is entirely optional. If you choose to enable cloud storage:

• Your PDF documents are uploaded to secure cloud storage (powered by Supabase, hosted on AWS infrastructure).
• Documents are stored under your account only and are not accessible to other users.
• You can delete your cloud-stored documents at any time from within the app.
• If you do not enable cloud storage, all claim data remains stored locally on your device only.

5. Claim Verification Portal

Each generated PDF contains a unique QR code that links to a public claim verification URL (e.g., getdocmyhvac.online/verify/[claim-id]). When scanned, this URL displays a minimal verification page confirming the document's authenticity (claim ID, technician name, company, and date). This page does not display customer personal information, photos, or diagnosis details. The purpose of this feature is anti-fraud verification for manufacturers and distributors reviewing submitted claims.

6. How We Use Your Information

We use collected information exclusively to:

• Generate and format your warranty claim PDF documents.
• Auto-fill your technician profile into claim forms.
• Geostamp photo evidence with GPS coordinates for anti-fraud verification.
• Power the claim verification portal (limited, non-sensitive data only).
• Provide optional cloud backup of your claim PDFs.

We do not use your data for advertising, profiling, analytics resale, or any purpose beyond the above.

7. Data Sharing and Disclosure

We do not sell, rent, or share your personal data with third parties for commercial purposes. Limited data sharing occurs only in the following circumstances:

• Service providers: We use Supabase (database and storage infrastructure) and Google Gemini API (OCR image processing for nameplate scanning). These providers process data on our behalf under data processing agreements and do not use your data for their own purposes.
• Legal requirements: We may disclose data if required by applicable law, regulation, or valid legal process.
• Business transfer: In the event of a merger, acquisition, or sale of assets, user data may be transferred. We will notify users prior to any such transfer.

8. OCR and Image Processing

When you use the OCR nameplate scanning feature, the photo you capture is sent to Google Gemini API for text extraction (model number and serial number identification). The image is transmitted securely over HTTPS and is used solely for OCR processing. Google's data processing practices for the Gemini API are governed by Google's own API Terms of Service and Privacy Policy.

9. Subscription and Payment Data

Subscriptions are processed entirely through Google Play Billing. We do not collect, store, or have access to your payment card details, billing address, or Google account payment information. All payment processing is handled by Google in accordance with their Privacy Policy and Terms of Service.

10. Data Retention

• Local data: Claim data stored on your device is retained until you delete the claim or uninstall the app.
• Cloud data: If cloud storage is enabled, your PDF documents are retained until you delete them or close your account.
• Account data: Upon account deletion, all cloud-stored data is permanently deleted within 30 days. E2EE data cannot be recovered after deletion.
• Verification portal: Claim verification records are retained for the duration of your active subscription plus 12 months, to support ongoing manufacturer warranty claims.

11. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate data.
• Request deletion of your data (right to erasure).
• Export your data in a portable format.
• Withdraw consent for optional features (e.g., cloud storage) at any time.

To exercise any of these rights, contact us at the email address in Section 16. We will respond within 30 days.

12. Data Security

We implement the following security measures:

• End-to-end encryption for sensitive personal identifiers.
• HTTPS/TLS encryption for all data transmitted between the app and our servers.
• Camera-only photo capture (gallery upload is disabled) to prevent submission of unverified historical photos.
• GPS and timestamp embedding in all photo evidence to prevent tampering.
• Unique claim IDs with QR-based verification to detect document forgery.

13. Children's Privacy

DocMyHVAC is a professional tool intended for use by licensed HVAC technicians aged 18 and over. We do not knowingly collect personal information from individuals under the age of 18. If we become aware that a minor has provided personal data, we will delete it promptly.

14. International Users

DocMyHVAC is designed primarily for use in the United States and United Kingdom. If you access the app from outside these regions, please be aware that your data may be processed in countries with different data protection laws than your own. By using the app, you consent to such processing.

15. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you via an in-app notification and update the “Last Updated” date above. Continued use of the app after notification constitutes acceptance of the updated policy.

16. Contact Us

For privacy-related questions, data requests, or to report a concern, please contact:
Email: docmyhvac@gmail.com
Website: getdocmyhvac.online