Birdie Heating & Cooling LLC
Effective date: October 12, 2026
Birdie Heating & Cooling LLC, also known as Birdie Heating and Cooling (“Birdie,” “we,” “us,” or “our”), uses personal information to provide HVAC and related services and operate our business. This policy explains our handling of information collected through our website, service inquiries, estimates, jobs, invoices, and related communications.
We collect information you provide, including your name, phone number, email address, service and billing addresses, communication preferences, and details of your service request. Our business records may include estimates, invoices, payment status, equipment details, service history, warranties, job notes, and photographs you provide or that are taken in connection with our work.
Our website and its providers may collect technical information such as IP addresses, device and browser details, pages visited, referral sources, and interactions with website features through cookies and similar technologies.
Payment and financing providers may collect additional information directly under their own privacy notices. Please do not send full payment-card numbers, bank-account credentials, Social Security numbers, or unrelated sensitive information through ordinary email, chat, or website inquiry fields.
We use information to respond to inquiries; prepare estimates; schedule, perform, and document work; coordinate staff and authorized contractors; manage equipment, warranties, and maintenance; process billing and payments; maintain customer and business records; and send service-related communications.
We also use information to improve our services and website, support internal administration and analysis, detect misuse, protect our systems, resolve disputes, and meet legal, accounting, insurance, and regulatory obligations. Promotional communications, when used, are subject to applicable consent and opt-out requirements.
We use outside providers to support our operations. Authorized employees, contractors, representatives, and providers may access information reasonably needed for their work on our behalf.
Providers may include customer-management and scheduling platforms such as Housecall Pro; website and hosting providers such as Rebolt; payment processors; email and messaging providers; analytics services; and business software and AI-assistance providers such as OpenAI’s ChatGPT Business. These services may process or store information in their systems; information is not necessarily held in a single database or exclusively within Birdie.
We authorize providers to use information for the services they perform for us, subject to applicable agreements and law. Some services you interact with directly, including payment or financing services, also process information under their own terms and privacy notices.
We do not sell, rent, or trade customer personal information to third parties for their own marketing purposes.
We may disclose information when required by law or valid legal process, to protect rights or safety, to investigate fraud, to professional advisers or insurers as needed, or at your direction. A merger, acquisition, or business transfer may involve customer records, subject to applicable legal requirements and protections.
We may use business AI tools to help prepare estimates and documents, organize job information, summarize records, support customer-service work, and improve internal workflows. Relevant customer information may be processed by the AI provider when needed for an authorized business task.
Our policy is to limit information supplied to AI tools to what is reasonably needed, use business services with appropriate privacy protections, and review AI-assisted work as appropriate before relying on it. We do not intentionally submit customer information for general-purpose AI model training or enable optional sharing for that purpose. Provider processing and retention are governed by the applicable service terms, settings, and agreements.
AI assistance does not replace our responsibility for our work, and this policy does not authorize uses prohibited by applicable law or customer-specific agreements.
Our website may use cookies and similar technologies for functionality, security, preferences, and analytics. Analytics providers, including Google Analytics where enabled, may process technical and usage information to help us understand website activity. We do not promise that all technical information is anonymous.
You can manage cookies through your browser and any available website controls. Disabling cookies may affect functionality. Third-party websites, embedded services, payment pages, and financing services have their own privacy practices. This policy covers Birdie’s practices and does not replace their notices.
Information may be stored in Birdie’s records and in systems operated by our authorized providers, including cloud services. We use reasonable administrative, technical, and organizational safeguards appropriate to the information and systems involved. Safeguards may include access restrictions, authentication controls, and encryption supported by the relevant services. No storage or transmission method can be guaranteed completely secure.
We retain information as reasonably necessary to provide services, maintain service and warranty history, meet legal and accounting obligations, address disputes, and protect legitimate business interests. Retention periods vary by record type and applicable requirements. Deletion may be subject to lawful retention requirements and backup cycles.
You may contact us to request access to, correction of, or deletion of your personal information, or to ask about our handling of it. We will evaluate and respond to requests in accordance with applicable law. We may verify your identity before releasing or changing information, and some records may need to be retained for legal, accounting, warranty, or other permitted purposes.
You may unsubscribe from promotional emails through the provided link or contact us. For text-message programs that support it, reply STOP to opt out. Service-related communications and legally required notices may still be sent where permitted. Additional privacy rights may apply depending on your location and the laws applicable to our business.
We may update this policy to reflect changes in our services, providers, practices, or legal requirements. We will post the revised policy with its effective date and provide additional notice or obtain consent when required by applicable law.
An update does not automatically authorize a materially different use of previously collected information when additional notice or consent is required. Nothing in this policy limits rights that cannot lawfully be waived.
Birdie Heating & Cooling LLC
Email: birdiehvac@gmail.com
Phone: (224) 551-7816
Mailing address: 1750 Cumberland Pkwy, Algonquin, IL 60102