Privacy Policy

Last updated: November 14 2025

AC Tech ("we", "our", or "the Service") is an AI‑powered diagnostic assistant designed to help HVAC technicians diagnose and resolve HVAC system issues. We are committed to protecting your privacy and being transparent about how we collect, use, and protect your information.

1. Information We Collect

1.1 Authentication Information (via Clerk)

When you create an account or sign in, Clerk collects and manages your authentication data. This includes:

• Email address
• Name

Note: Clerk’s own privacy policy applies to authentication data.

1.2 Diagnostic Information You Provide

When using the Service, you may submit detailed diagnostic information, including:

• Description of HVAC issues
• Optional job site address or job number

1.3 AI‑Generated Content

We store certain outputs generated by AI models to provide continuity and features such as report history, including:

• Diagnostic summaries
• Step‑by‑step solution plans

1.4 Image Data

When you upload nameplate images, we process them using AI vision models. We collect:

• Base64 image data (not stored permanently)
• Extracted structured equipment data (brand, model, serial, specifications)

1.5 Usage, Logs & Performance Data

• API usage and rate‑limit tracking
• Error logs (browser info, stack traces, URL, timestamps)
• Request/response metadata for debugging and service improvement
• IP addresses for security and monitoring purposes

1.6 Safety Acknowledgements

We record your acceptance of safety notices including timestamp, user ID and name.

2. How We Use Your Information

We use your information to:

• Provide HVAC diagnostic features and generate reports
• Improve our AI models and diagnostic accuracy
• Maintain service performance and reliability
• Debug issues and enhance system stability
• Support multi‑language responses and user preferences
• Prevent abuse, fraud, or security threats

AI Improvement Notice: We may use your submitted data (questions, system context, progress, images, diagnostic results) to improve the Service’s diagnostic capabilities. This may include fine‑tuning models, evaluating output quality, or developing new features. When possible, data is anonymized or pseudonymized.

3. Legal Basis for Processing (GDPR)

• Consent (e.g., optional image uploads, report sharing)
• Contract performance (providing diagnostic services)
• Legitimate interest (security, debugging, improving AI models)
• Compliance with legal obligations

4. How Long We Retain Your Information

We retain information only as long as necessary for the purposes outlined in this policy:

• Diagnostic history and image data: retained for your account continuity
• Shared reports: deleted automatically after expiration
• Error logs: retained per operational needs

5. Your Rights

• Access your data
• Correct inaccurate information
• Request deletion
• Opt out of communications
• Withdraw consent (where applicable)
• Data portability (GDPR)

6. Children's Privacy

Our Service is not intended for individuals under 16. We do not knowingly collect data from minors.

7. Changes to This Policy

We may update this Privacy Policy periodically. Significant changes will be communicated via the app or email.

8. Contact Us

If you have questions, feedback, or privacy requests, please contact us through the website or email security@actechchat.com.