1. Who We Are
This privacy policy applies to totalcomfortfl.com and to information we collect when you contact us or engage us for heating, cooling, ventilation or indoor air quality services. It is issued by Total Comfort Heat & Air Conditioning, Inc., trading as Total Comfort HVAC (“Total Comfort”, “we”, “us” or “our”), a licensed Florida air conditioning contractor, Florida licence number CAC029376, of 1345 US Highway 1 N, Ormond Beach, Florida 32174.
2. Information You Give Us
We collect information you provide directly — typically when you submit a form on this site, call us, send an email, or book and receive service. That usually includes:
- Contact details — your name, telephone number and email address
- Property details — the service address, property type, and access information needed to attend
- System and service details — the make, model and age of your equipment, the problem you are experiencing, the history of the system, and any photographs or documents you send us
- Job records — work performed, parts and refrigerant used, diagnostic readings and findings from inspections, and related notes, estimates and invoices
- Maintenance agreement details — where you enrol in a service plan, the equipment covered, visit history and renewal information
- Payment information — where you pay by card, the payment is processed by our third-party payment processor. Card numbers are handled by that processor and are not stored by us
- Anything else you choose to tell us in a message, review or enquiry
You do not have to provide this information, but we cannot schedule or perform work without enough of it to identify you and reach the property.
3. Information Collected Automatically
When you visit this website, some information is collected automatically by our hosting and analytics tools, including your IP address, browser and device type, the pages you view, the site or search that referred you, and the dates and times of your visits. This is used to understand how the site is being used and to keep it working properly.
4. Cookies and Similar Technologies
This site uses cookies and similar technologies. Cookies are small files stored on your device that allow a site to function correctly and to recognise return visits.
| Type | What it does |
|---|
| Essential | Needed for the site to work — page delivery, security, and remembering your cookie choices. These cannot be switched off. |
| Analytics | Helps us understand which pages are visited and how people move through the site, so we can improve it. |
| Functional | Supports embedded features such as forms, scheduling tools and maps. |
Where a cookie notice is presented on this site, you can use it to set your preferences. You can also block or delete cookies through your browser settings, though parts of the site may not work as intended if you do.
5. How We Use Information
We use the information described above to:
- Respond to your enquiry and provide the estimate or information you asked for
- Schedule, perform and complete HVAC work at your property
- Order equipment and parts, and arrange permits or inspections where required
- Invoice you and process payment
- Administer maintenance agreements and schedule the visits they include
- Keep records of work performed, including for warranty, manufacturer registration and compliance purposes
- Contact you about work in progress, follow-up service or maintenance that is due
- Maintain, secure and improve this website
- Comply with our legal, licensing and insurance obligations
6. Text Messaging (SMS)
By submitting this form and signing up for texts, you consent to receive text messages from Total Comfort HVAC at the number provided, including messages sent by autodialer. Consent is not a condition of purchase. Msg & data rates may apply. Msg frequency varies. Unsubscribe at any time by replying STOP or clicking the unsubscribe link (where available) and no further messages will be sent. Reply HELP for help. Information will not be shared with third parties for marketing or promotional purposes.
How we collect your consent
Total Comfort HVAC collects opt-in in two ways: verbally, and through a checkbox on our online forms. Consent is never assumed — you are opted in only if you agree verbally or tick the box yourself, and consent to receive text messages is not a condition of purchasing any service from us.
Verbal opt-in
Customers are able to opt in verbally either in person at our physical location, or over a phone call if the customer calls us. When a customer is registered for the first time, they are asked to provide a phone number, and our staff are trained to ask if the customer would like to opt in to SMS-based billing notifications, appointment reminders, dispatch notifications and job completion surveys.
Customers are verbally informed that “Message and data rates may apply”, that “Message frequency may vary”, and that they can “text HELP for support or more information and STOP to unsubscribe at any time and no further messages will be sent.” They are also informed that their phone number will not be shared with third parties for marketing or promotional purposes.
Online opt-in
Where a form on this website offers text messaging, consent is collected by a checkbox that is not ticked by default and that you must tick yourself. Submitting a form without ticking that box does not opt you in to text messages, though we may still contact you about the enquiry you submitted.
The consent language shown beside that checkbox is the same as the language set out at the start of this section: that you agree to receive text messages from Total Comfort HVAC at the number provided including messages sent by autodialer, that consent is not a condition of purchase, that message and data rates may apply, that message frequency varies, that you can reply STOP to unsubscribe at any time and no further messages will be sent, that you can reply HELP for help, and that your information will not be shared with third parties for marketing or promotional purposes.
What we send
Where you have opted in, messages may include billing notifications, appointment reminders, dispatch notifications and job completion surveys.
Opting out
You can stop messages at any time by replying STOP, after which no further messages will be sent. Reply HELP at any time for support or more information. You can also ask us to stop contacting you by any method by telling us directly.
6a. Calls and Email
If you give us your telephone number or email address, we may also contact you about your enquiry, your appointment or work in progress. Opting out of marketing communications does not stop us contacting you about a job that is already booked or underway.
Calls may be recorded or monitored for quality and training purposes where we tell you so at the time.
7. Who We Share Information With
We do not share your information except as set out here:
- Service providers who work on our behalf — including our website host, customer management and dispatch systems, analytics providers, payment processing, and communication tools. They may only use the information to provide services to us.
- Finance providers — if you apply for financing, with your knowledge, so the application can be processed.
- Manufacturers, distributors, subcontractors and inspectors — where necessary to complete work at your property, register equipment warranties, obtain permits or arrange inspection.
- Professional advisers and insurers — where reasonably required.
- Authorities — where we are required to do so by law, or to establish, exercise or defend legal claims.
- A successor — if our business or its assets are transferred, information may transfer as part of that transaction.
All of the categories above exclude text messaging originator opt-in data and consent. That information is not shared with any third party or affiliate for marketing or promotional purposes.
8. No Sale or Sharing of Mobile Information
No mobile information will be sold or shared with third parties or affiliates for marketing or promotional purposes. This includes your telephone number and any text messaging opt-in data or consent you have given us.
Text messaging originator opt-in data and consent are excluded from every category of sharing described in section 7 above. That information is not shared with any third party for any purpose other than delivering the messages you asked to receive. Where we use a messaging provider or aggregator to send those texts, that provider acts only on our behalf and may not use your number for its own marketing.
More generally, we do not sell your personal information, and we do not rent or trade it to third parties for their own marketing purposes.
9. How Long We Keep Information
We keep information for as long as needed for the purpose it was collected. Records of work performed — including estimates, invoices, equipment records, inspection findings and payment records — are retained for at least five years, so that we can honour warranties, answer questions about past work, and meet our tax, licensing, insurance and legal obligations. Enquiries that do not result in work are kept for a shorter period. When information is no longer needed, we take reasonable steps to delete it or render it unreadable.
10. Security
We take reasonable administrative, technical and physical measures to protect information against loss, misuse and unauthorised access. No method of transmission or storage is completely secure, however, and we cannot guarantee absolute security.
Please do not send sensitive information through the website forms or by email — including payment card numbers, bank details or government identification numbers. If we need any of that, we will tell you a secure way to provide it.
11. Your Choices
You can:
- Ask us what information we hold about you
- Ask us to correct information that is inaccurate or out of date
- Ask us to delete information, where we are not required to keep it
- Opt out of marketing calls, texts and emails
- Manage cookies through the site notice or your browser
To make a request, contact us using the details below. We may need to verify your identity before acting, and we will respond within a reasonable period.
12. Children's Privacy
This website is intended for adults arranging heating and cooling services. We do not knowingly collect personal information from children under 13. If you believe a child has provided us with information, please contact us and we will delete it.
13. Third-Party Websites and Services
This site links to and embeds services operated by others — including mapping, review platforms, form and scheduling tools, equipment manufacturers and finance providers. Their handling of your information is governed by their own privacy policies, not this one. We encourage you to read them.
14. Changes to This Policy
We may update this policy from time to time. The version published here is the current one, and the date it was last updated is shown at the top.
15. Contact Us
For any question about this policy, or to make a request about your information:
See also our Terms of Service.
