AI Privacy Terms

1. Purpose of These AI Privacy Terms

Philco Air Control, Inc. provides these AI Privacy Terms to explain how information connected with the use of our artificial intelligence assistant may be handled.

These terms are intended to promote transparency and support Philco Air Control’s compliance with applicable privacy, consumer-protection, recordkeeping, data-security, and artificial-intelligence disclosure requirements.

Depending on the circumstances, federal law, California law, or other applicable privacy laws may provide individuals with certain rights concerning their personal information.

These AI Privacy Terms should be read together with Philco Air Control’s general Privacy Policy, Cookie Policy, Terms of Use, and any other notices displayed on the website.

2. About Our AI Assistant

Philco Air Control provides an automated AI assistant to help visitors obtain general information about our company, services, service areas, contact options, service-request process, and website resources.

The assistant may interpret a visitor’s question and generate a response using information published on the Philco Air Control website, information supplied to the AI system, and automated language-processing technology.

The assistant is operated using Chatbase, a third-party technology provider. Information submitted through the assistant may therefore be transmitted to, stored by, or processed through Chatbase and other providers involved in hosting, operating, securing, maintaining, and improving the service.

3. Information We May Collect

When you interact with the AI assistant, Philco Air Control and its service providers may collect or process information that you voluntarily provide, including:

• Your questions, messages, and conversation history
• Your name, email address, or telephone number, if provided
• Information about a requested service or property
• Details submitted while requesting assistance or follow-up
• Feedback, ratings, or comments about AI-generated responses
• Other information you voluntarily include in your messages

Certain technical information may also be processed automatically, including cookies, session information, and Internet Protocol addresses.

IP-address information may be used to determine an approximate geographic region. It is not intended to identify a visitor’s precise street address or exact physical location.

4. Why We Collect and Process Information

Philco Air Control may collect and process information through the AI assistant for customer-service, operational, security, compliance, and other legitimate business purposes.

These purposes may include:

• Responding to general customer questions
• Providing information about Philco Air Control services
• Directing visitors to relevant webpages or contact options
• Supporting service, estimate, or contact requests
• Helping authorized staff respond to customer inquiries
• Reviewing the quality and accuracy of AI responses
• Improving the performance and usefulness of the assistant
• Reviewing user feedback
• Maintaining website and system security
• Detecting spam, fraud, abuse, or misuse
• Diagnosing technical problems
• Maintaining appropriate business records
• Responding to legal or regulatory requests
• Complying with applicable legal obligations

Philco Air Control seeks to collect and use information only for purposes reasonably related to operating the website, assisting customers, protecting the company and its users, improving the assistant, and complying with applicable requirements.

5. Sensitive Information

Visitors should not submit highly sensitive, confidential, or unnecessary personal information through the AI assistant.

This includes:

• Passwords or account login credentials
• Social Security numbers
• Driver’s license or government identification numbers
• Payment-card or bank-account information
• Medical or health information
• Private employee or personnel records
• Confidential business information or trade secrets
• Personal information belonging to another person without permission

The AI assistant is not designed or intended to collect payment information, identity documents, medical records, or other highly sensitive information.

6. Chat Logs and Human Review

Conversations with the AI assistant may be stored as chat logs. Authorized Philco Air Control personnel may access and review these logs for customer service, quality assurance, troubleshooting, security, compliance, system improvement, and other legitimate business purposes.

Feedback, ratings, and comments submitted about AI responses may also be reviewed to improve the assistant’s usefulness, accuracy, and performance.

Messages submitted through the AI assistant should not be considered confidential communications with a particular employee, technician, engineer, attorney, or other professional.

Visitors who prefer to communicate directly with a person may contact Philco Air Control using the contact information provided on the website.

7. Service Improvement and AI Training

Philco Air Control may use conversation records, feedback, and response information to evaluate and improve the performance of its website assistant.

This type of service improvement may include reviewing whether the assistant answered correctly, identifying missing information, correcting inaccurate responses, improving website content, and adjusting the assistant’s instructions or knowledge sources.

Service improvement does not necessarily mean that a conversation is used to train a general-purpose artificial intelligence model.

Chatbase and other technical service providers may process information according to their own service agreements, privacy terms, data-processing terms, and system settings. Because third-party practices may change, Philco Air Control does not promise that information will never be used for technical model improvement unless such a restriction is confirmed by the applicable provider agreement and configuration.

Philco Air Control may update this section when its technology, provider settings, or contractual arrangements change.

8. Cookies and Approximate Regional Information

The AI assistant may use cookies or similar technologies to operate correctly, maintain chat sessions, support security, remember certain interactions, and improve the user experience.

The assistant may also process an IP address to identify an approximate geographic region. This information may help Philco Air Control understand a visitor’s general service area, maintain security, detect misuse, and improve website operations.

Approximate regional information is not intended to determine a visitor’s exact location.

Visitors may be able to manage certain cookies through their browser settings or through cookie controls made available on the website. Disabling certain cookies may affect the operation of the assistant or other website features.

9. Chat Retention and Deletion

AI conversations may be retained for customer service, quality assurance, system improvement, security, fraud prevention, legal compliance, and other legitimate business purposes.

Chat records may be deleted when they are no longer reasonably necessary for the purposes for which they were collected, subject to applicable legal, contractual, operational, recordkeeping, and security requirements.

Philco Air Control may also delete chat records earlier when appropriate.

In certain circumstances, some information may need to be retained to comply with legal obligations, resolve disputes, investigate abuse, protect users, prevent fraud, enforce agreements, or maintain required business records.

Deleting information from an active business system may not immediately remove every temporary, backup, archived, or legally required copy.

10. Third-Party Processing

Philco Air Control uses Chatbase to provide the AI assistant. Information submitted through the assistant may be transmitted to, stored by, or processed by Chatbase and other providers supporting hosting, infrastructure, analytics, security, maintenance, and related technical services.

These providers may process information on behalf of Philco Air Control according to their agreements, privacy practices, security procedures, service configurations, and applicable law.

Philco Air Control may take reasonable steps to select and configure service providers that support appropriate privacy and security practices. However, third-party providers may maintain their own systems, policies, and technical procedures.

11. Automated Decision-Making

The Philco Air Control AI assistant is intended to provide general information and website assistance. It is not intended to make final decisions that produce legal or similarly significant effects for visitors.

The assistant does not independently approve or deny employment, credit, insurance, housing, benefits, contracts, pricing, or other legally significant opportunities.

The assistant may suggest information, webpages, contact options, or possible next steps based on the words entered by a visitor. These suggestions are informational and should not be treated as final decisions made by Philco Air Control.

Any material service, pricing, contractual, employment, or business decision must be reviewed and confirmed by an authorized human representative.

12. California Privacy Rights

Depending on the law that applies, the nature of the information, and the circumstances of a request, California residents may have certain rights regarding personal information connected with their use of the AI assistant.

These rights may include the ability to request:

• Information about certain personal information collected
• Access to certain personal information
• Correction of inaccurate personal information
• Deletion of certain personal information
• Information about how personal information is used or disclosed
• Human review of a material automated decision, where applicable
• Restriction or objection to certain processing, where applicable

Not every privacy right applies to every business, record, person, or situation. Philco Air Control may deny, limit, or modify a request where permitted or required by applicable law.

Philco Air Control may need to verify the identity and authority of the person making a request before providing information or completing the request.

Philco Air Control will not unlawfully discriminate against an individual for exercising a privacy right provided by applicable California law.

13. Privacy Choices and Human Assistance

Visitors are not required to use the AI assistant to contact Philco Air Control.

A visitor may stop using the assistant at any time and instead use the telephone number, email address, contact form, or other communication method displayed on the website.

A visitor may also contact Philco Air Control to ask a privacy question, request information about a conversation, request deletion where applicable, object to certain processing where a legal right applies, or request assistance from a human representative.

Some requests may be limited when information must be retained for security, legal compliance, fraud prevention, recordkeeping, dispute resolution, or other legally permitted purposes.

14. Data Security

Philco Air Control may use reasonable administrative, technical, and organizational safeguards intended to protect information submitted through the AI assistant.

These safeguards may include access controls, account security, provider security features, monitoring, record-management procedures, and restrictions on who may review conversation records.

However, no website, AI platform, transmission method, or storage system can be guaranteed to be completely secure.

Visitors should avoid submitting information through the assistant that is unnecessary, confidential, or highly sensitive.

15. AI Accuracy and Limitations

Philco Air Control does not guarantee that every response generated by the AI assistant will be accurate, complete, current, available, or appropriate for a visitor’s specific circumstances.

The assistant may misunderstand a question, rely on incomplete information, provide a general response, or generate information that does not reflect a visitor’s actual property, equipment, service needs, or circumstances.

Important information should be confirmed with an authorized Philco Air Control representative before a visitor makes a service, safety, financial, contractual, or business decision.

16. No Binding Quotes, Contracts, or Appointments

Statements generated by the AI assistant do not create a contract, promise, representation, warranty, or legally binding obligation between a visitor and Philco Air Control.

The AI assistant cannot independently:

• Approve or guarantee a price or estimate
• Confirm or guarantee a service appointment
• Accept, create, renew, or modify a contract
• Authorize repairs, installations, or construction work
• Create a warranty or service guarantee
• Provide an official HVAC diagnosis
• Approve credit or payment terms
• Make employment or hiring decisions
• Provide legal, engineering, financial, medical, or safety advice

Estimates, appointments, contracts, warranties, diagnoses, and service commitments must be reviewed and confirmed by an authorized Philco Air Control representative.

17. Emergencies and Safety

Visitors should not rely on the AI assistant during an emergency or when immediate professional assistance is required.

For fire, smoke, suspected gas leaks, electrical hazards, medical emergencies, or immediate threats to people or property, contact the appropriate emergency service, utility provider, building authority, or qualified professional.

The AI assistant is not a substitute for an on-site inspection, emergency response, professional diagnosis, or safety evaluation.

18. Children’s Information

The AI assistant is intended for general business and customer-service use. It is not designed to knowingly collect sensitive personal information from children.

A parent or legal guardian who believes that a child has submitted personal information through the assistant may contact Philco Air Control to request review or deletion, subject to applicable law and verification requirements.

19. Changes to These Terms

Philco Air Control may revise these AI Privacy Terms from time to time to reflect changes in the AI assistant, business operations, service providers, privacy practices, technology, or applicable legal requirements.

The updated version will be posted on this page with a revised “Last updated” date.

Continued use of the AI assistant after an updated notice is posted means that the visitor has had an opportunity to review the revised terms.

20. Contact Us

Questions about these AI Privacy Terms, AI conversations, personal information, human review, or a privacy request may be directed to: