Privacy Policy

1. Scope of This Privacy Policy

This Privacy Policy applies to information collected through the Philco Air Control website, website forms, service and estimate requests, email and telephone communications initiated through the website, and our Chatbase-powered AI assistant.

This policy does not control independently operated third-party websites or services that maintain their own privacy policies.

2. Information We May Collect

Depending on how a visitor interacts with us, we may collect or process:

• Name, email address, telephone number, and mailing address
• General property location and property information
• Information about HVAC, mechanical, or building-service needs
• Questions, messages, service requests, and correspondence
• Information voluntarily submitted through website forms
• AI-assistant messages, conversations, feedback, and ratings
• Internet Protocol address and approximate geographic region
• Browser, device, cookie, session, and website-usage information
• Customer-service, security, and business communication records

Approximate regional information derived from an Internet Protocol address is not intended to identify a visitor’s exact street address or precise physical location.

3. How Information Is Collected

Information may be collected:

• Directly from visitors who contact Philco Air Control
• Through contact, service-request, or estimate-request forms
• Through conversations with our AI website assistant
• Automatically through essential cookies and session technologies
• Through providers that help operate, secure, and maintain the website
• Through embedded Google Maps or Street View content when a visitor loads or interacts with it
• As otherwise permitted or required by applicable law

4. How We Use Information

Philco Air Control may use information to:

• Respond to questions and customer-service requests
• Provide information about our company and services
• Provide information about our Bay Area service locations
• Display interactive Google Maps and Street View location content
• Make public website pages discoverable through search engines
• Process service, estimate, contact, and follow-up requests
• Help authorized personnel respond to customer inquiries
• Communicate with customers and website visitors
• Operate, maintain, secure, and improve the website
• Evaluate and improve the AI assistant
• Review the quality and accuracy of AI-generated responses
• Correct inaccurate responses or missing information
• Review feedback, ratings, and comments
• Diagnose technical problems
• Detect spam, fraud, abuse, security threats, or misuse
• Maintain appropriate customer-service and business records
• Protect Philco Air Control, its customers, and website visitors
• Respond to valid legal or regulatory requests
• Comply with applicable legal obligations

5. No Sale of Personal Information

Philco Air Control does not sell personal information in exchange for money or other valuable consideration.

Philco Air Control also does not use information collected through the website or AI assistant for cross-context behavioral advertising.

Information may be provided to service providers when reasonably necessary to operate, host, secure, maintain, or improve the website and AI assistant. These operational disclosures are not intended to constitute sales of personal information.

6. No Payment Processing

The Philco Air Control website and AI assistant are not used to collect or process payments.

Visitors should not submit credit-card numbers, debit-card numbers, bank-account information, payment credentials, or other financial account information through website forms or the AI assistant.

If payment arrangements are necessary, they must be handled through a separate method authorized and confirmed by a Philco Air Control representative.

7. AI Website Assistant

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

When a visitor uses the assistant, the visitor is communicating with an artificial intelligence system and not directly with a human representative.

The assistant may interpret a visitor’s message and generate a response using information published by Philco Air Control, information supplied to the assistant, and automated language-processing technology.

AI-generated responses may occasionally be incomplete, inaccurate, or outdated. They do not create or confirm a price, estimate, appointment, contract, warranty, diagnosis, service commitment, or official company statement.

Important service, safety, pricing, contractual, or business information must be confirmed by an authorized Philco Air Control representative.

8. Chatbase Processing and Privacy Practices

The Philco Air Control AI assistant is operated using Chatbase, a third-party AI-assistant technology provider.

Information submitted through the assistant may be transmitted to, processed by, and stored through Chatbase and its authorized subprocessors to provide, operate, secure, maintain, and support the assistant.

Chatbase states that customer data is encrypted in transit and at rest, that access controls are used to limit access to information, and that its infrastructure uses service providers supporting database, hosting, and related operations.

Chatbase states that customer data is not used to train general-purpose AI models. Chatbase uses retrieval-augmented generation to produce responses using the knowledge sources made available to the assistant.

Chatbase may process account and service-usage information for account administration, security, fraud prevention, legal compliance, service operation, optimization, and maintenance, as described in its privacy policy and Data Processing Addendum.

Chatbase states that information may be processed and stored in the United States. Its authorized subprocessors may process information when necessary to provide infrastructure and related services.

Chatbase’s current privacy and data-processing terms are available at:

• Chatbase Privacy Policy
• Chatbase Data Processing Addendum

Chatbase maintains its own systems, agreements, security procedures, service settings, and privacy practices. If Chatbase changes its services or terms, Philco Air Control may update this policy as appropriate.

9. 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 records for:

• Customer service and follow-up
• Quality assurance
• Reviewing AI accuracy
• Correcting missing or inaccurate information
• Troubleshooting and technical support
• Security and abuse prevention
• Compliance and recordkeeping
• Improving the assistant and website content

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

Visitors who prefer to communicate directly with a person may contact Philco Air Control by telephone or email.

10. Cookies and Similar Technologies

The website and AI assistant may use cookies or similar technologies that are reasonably necessary to operate website features, maintain sessions, remember certain interactions, support security, detect misuse, and improve website performance.

Visitors may be able to manage cookies through their browser settings. Disabling essential cookies may affect the operation of the website, forms, AI assistant, or other website features.

11. Google Maps, Street View, and Google Search

Embedded Google Maps and Street View

The website may display embedded Google Maps or Google Street View content so visitors can view Philco Air Control's location and the surrounding area. This content is provided by Google and may load directly from Google's systems when the page is opened.

When a visitor loads or interacts with an embedded map or Street View, the visitor's browser may transmit information directly to Google. Depending on browser settings, Google account status, location settings, consent choices, and Google's configuration, this may include an Internet Protocol address, browser and device information, referring-page information, approximate location, cookies or similar identifiers, and interactions such as map movement, zooming, or Street View navigation.

Philco Air Control does not control Google's independent collection, use, storage, or disclosure of information. Visitors who do not want to load the embedded Google feature may avoid interacting with it or adjust their browser or cookie settings.

Google Search and Website Indexing

Public pages may be crawled, indexed, and displayed by Google Search and other search engines to help people discover publicly available information about our company and services.

Search indexing is intended to apply only to public website content. Information submitted privately through forms, email, telephone communications, or AI-assistant conversations is not intentionally published for search-engine indexing.

Philco Air Control may use Google Search Console or similar webmaster tools to review indexing status, aggregated search-performance information, technical errors, and security notices. These reports do not ordinarily identify individual people who performed a search.

Google's relevant terms and privacy information are available at:

• Google Privacy Policy
• Google Maps/Google Earth Additional Terms
• Google Search crawler information

12. Do Not Track and Privacy Signals

Philco Air Control respects supported browser Do Not Track signals and applicable privacy-preference signals.

When a supported signal is detected, information covered by that preference is not intentionally transmitted for tracking purposes, retained for tracking purposes, or used to track the visitor across unrelated websites.

If covered information has already been temporarily created as part of a website session, it is deleted or not retained after the signal is recognized, except when limited processing is reasonably necessary for security, fraud prevention, legal compliance, or essential website operation.

Because browser signals and website technologies may operate differently, some essential technical information may still be processed when necessary to provide a requested feature, protect the website, or comply with applicable law.

13. How Information May Be Disclosed

Philco Air Control may disclose information:

• To Chatbase to operate and support the AI assistant
• To website hosting, infrastructure, security, and maintenance providers
• To Google when visitors load or interact with embedded Maps or Street View features
• To authorized Philco Air Control personnel for legitimate business purposes
• To investigate fraud, abuse, misuse, or security incidents
• To comply with applicable law, legal process, or government requests
• To protect the rights, safety, and property of Philco Air Control and others
• In connection with a merger, acquisition, financing, or transfer of business assets
• When directed, authorized, or consented to by the individual

Service providers may process information according to their agreements, privacy practices, security procedures, configurations, and applicable law.

14. Sensitive Information

Visitors should not submit highly sensitive, confidential, or unnecessary information through the website or AI assistant, including:

• 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
• Criminal-history information
• Confidential business information or trade secrets
• Another person’s personal information without permission

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

15. Data Retention and Deletion

Philco Air Control may retain information only for as long as reasonably necessary for the purposes described in this policy, including customer service, security, fraud prevention, service improvement, legal compliance, dispute resolution, and business recordkeeping.

Retention periods may depend on the type of information, why it was collected, whether follow-up is required, and applicable legal, contractual, operational, and security requirements.

Chatbase’s Data Processing Addendum states that customers may delete personal information through available service controls or request its deletion. Chatbase also states that personal information is deleted from its services following service termination, subject to the terms of its agreement and applicable legal requirements.

Some records may need to be retained to comply with legal obligations, investigate misuse, prevent fraud, protect users, resolve disputes, enforce agreements, or maintain required business records.

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

16. Data Security

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

These safeguards may include:

• Access controls and account-security measures
• Restrictions on who may review conversation records
• Provider security features
• Encryption provided by technical service providers
• Monitoring and abuse-prevention measures
• Record-management and deletion procedures

No website, AI platform, transmission method, or storage system can be guaranteed to be completely secure. Visitors should avoid submitting unnecessary, confidential, or highly sensitive information.

17. California Privacy Rights

Depending on applicable law, the information involved, and the circumstances of a request, California residents may have the right to request:

• Information about 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
• Restriction of or objection to certain processing when applicable
• Human review of a material automated decision when applicable

Philco Air Control does not sell personal information and does not use personal information for cross-context behavioral advertising.

Not every privacy right applies to every business, person, record, or situation. Philco Air Control may verify the identity and authority of a person making a request and may deny, limit, or modify a request when permitted or required by applicable law.

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

18. Reviewing, Correcting, or Deleting Information

A visitor may contact Philco Air Control to ask whether the company maintains personal information connected with a website submission or AI conversation.

Subject to verification and applicable law, a visitor may request access to, correction of, or deletion of certain information.

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

19. Automated Decision-Making

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

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

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

20. Children’s Information

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

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

21. Emergencies and Safety

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

For fire, smoke, a suspected gas leak, electrical hazards, medical emergencies, or an immediate threat to people or property, contact 911 and the appropriate utility provider, building authority, emergency service, or qualified professional.

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

22. Changes to This Privacy Policy

Philco Air Control may update this Privacy Policy to reflect changes in the website, AI assistant, business operations, service providers, privacy practices, technology, or applicable requirements.

The revised policy will be posted on this page with an updated “Last updated” date.

23. Contact Us

Questions about this Privacy Policy, personal information, AI conversations, human review, or privacy requests may be directed to: