Privacy Policy
Effective Date: May 25, 2026 · Last Updated: June 3, 2026
Polar Breeze LLC ("Polar Breeze," "we," "us," or "our") respects your privacy. This Privacy Policy explains what information we collect, how we use it, who we share it with, and how you can control it. By using our services, contacting us, or using our website at polarbreezeut.com, you agree to this Privacy Policy.
1. Information We Collect
- Contact information: your name, phone number, email address, and mailing or service address.
- Service information: the address where service is performed, the make, model, and serial number of HVAC equipment, photos or videos of equipment or property that you submit, and your description of issues or work needed.
- Communication records: call recordings, text message history, and email correspondence with Polar Breeze, retained for customer service and quality assurance.
- Payment information: processed by QuickBooks Payments. We do not store full credit card numbers ourselves; QuickBooks processes and stores payment information under their own security standards.
- Booking history: records of past, current, and upcoming service appointments.
- Website usage data: IP address, browser type, and basic analytics from our website to monitor performance and improve user experience.
2. How We Use Your Information
- To schedule and deliver HVAC service, audit, design, and consulting work.
- To send appointment confirmations, reminders, payment receipts, review requests, and follow-up communications by phone, SMS, or email.
- To process payments and issue invoices, refunds, or customer credits.
- To respond to inquiries and provide customer support.
- To maintain records for warranty claims, equipment history, and service continuity.
- To improve our service quality and review the performance of our team and contractors.
- To comply with legal obligations, including tax recordkeeping and business compliance requirements.
3. SMS Messaging (Text Messages)
By providing your phone number to Polar Breeze — through our online booking form on polarbreezeut.com (with the consent checkbox), by verbally consenting during a phone call with one of our agents, or by initiating a text conversation with us — you consent to receive SMS messages from Polar Breeze related to your service.
Message types may include appointment confirmations, reminders, on-the-way notifications, payment receipts and invoice links, post-service review requests, and rescheduling notices.
Message and data rates may apply. Message frequency varies based on your service activity. You can opt out at any time by replying STOP to any message. Reply HELP for help.
SMS Consent and Mobile Information Sharing. The mobile information collected through SMS opt-in (your phone number and your SMS consent) will NOT be shared with third parties or affiliates for marketing or promotional purposes. All other categories of personal data described in this Privacy Policy exclude text messaging originator opt-in data and consent; this SMS-specific information will not be shared with any third parties, including the service providers listed in Section 4.
4. Who We Share Information With
We do not sell your personal information. We share it only with:
- Service providers we use to operate our business, including QuickBooks (billing and payments), Google (email, calendar, and document storage), Retell AI and Twilio (phone and SMS handling), and n8n (workflow automation). These providers are bound by their own privacy and security obligations. SMS opt-in data and consent records are explicitly excluded from this sharing and are not transmitted to any third party except as required to deliver the message you requested.
- Equipment manufacturers and warranty providers, when verifying coverage or filing warranty claims on equipment we service.
- Government agencies when required by law, including tax authorities and lawful court orders.
5. How We Protect Your Information
We use industry-standard security practices, including encrypted communication channels, secure credential storage, and access controls limited to authorized personnel. Despite these measures, no system is fully secure, and we cannot guarantee absolute security of information transmitted to or stored by us.
6. Your Choices and Rights
- Opt out of SMS at any time by replying STOP to any text message from us.
- Request access to the information we hold about you by emailing info@polarbreezeut.com.
- Request correction of inaccurate information by emailing us at the same address.
- Request deletion of your information, subject to legal retention requirements (such as tax and business records).
7. Children's Privacy
Polar Breeze does not knowingly collect personal information from children under 13 years of age. Our services are intended for adults arranging HVAC service for their property.
8. Changes to This Policy
We may update this Privacy Policy as our business or applicable laws change. The "Last Updated" date at the top of this page reflects the most recent change. Material changes will be communicated by email to customers on record or by notice on our website.
9. Contact Us
For any privacy questions or requests, contact us at:
Polar Breeze LLC
1120 N 1000 E
Orem, UT 84097
Email: info@polarbreezeut.com