Privacy notice

When you request service or create an account we collect:

• Your name, phone number and email address
• The service address, and any access notes you give us
• What you tell us about the problem, and any photos you upload
• Details of the equipment we work on, and the work we perform
• Payment records — we do not store full card numbers

We also record the IP address and browser used when you submit a form or change a communication preference. That is kept purely as evidence of consent and to detect abuse of our forms.

If you fill in one of our forms on Facebook or Instagram, Meta passes us the answers you submit — usually your name, phone number, email, ZIP code and the service you need — along with which of our ads you responded to. We use them only to contact you about that request, and they are handled under this notice like any other enquiry. Meta's own use of your data is covered by Meta's privacy policy.

• To schedule, perform and invoice the work you asked for
• To keep a service history for your equipment, which helps diagnose future faults and supports warranty claims
• To contact you about appointments and your account
• To send maintenance reminders and offers — but only if you have separately opted in

We never add you to a marketing list automatically. Service communications about your own appointments are separate from marketing, and you control each category independently from your account's contact preferences page. Every change is recorded with the date and the exact wording you agreed to.

• Our own visitor statistics. This website keeps its own count of which pages are viewed, where visitors come from, the type of device and browser used, and clicks on our phone number and request form. It sets no cookies. Your IP address is shortened and scrambled before anything is saved, so the record cannot identify you, and it is deleted automatically after a few months. If your browser sends the Global Privacy Control signal, even the scrambled value is left out.
• Google Ads and Google Analytics. This site uses the Google tag to measure visits and which ads lead to service requests. It sets cookies and may record an ad click identifier. You can limit this in your Google ad settings or with the Google Analytics opt-out add-on.
• Meta (Facebook and Instagram). We run ads on Meta's platforms. This site uses the Meta Pixel, which sets cookies to measure visits and service requests from those ads; when you submit a request, the site (from your browser and from our server) sends Meta a scrambled (hashed) copy of your contact details so the request can be matched to an ad. If you submit one of our lead forms on Facebook or Instagram, Meta sends us your answers. Manage how Meta uses your data in your Facebook ad preferences.
• Twilio carries our phone calls and text messages, including call recordings.
• OpenAI powers the AI assistant that answers some of our calls; it processes what is said on those calls to help book service.
• Cloudflare protects this website and our sign-in forms from attacks and spam.
• Our email provider delivers appointment, estimate and invoice emails.

Each provider receives only what it needs for that job. Text STOP to any message from us to stop texts.

We do not sell your information. We share it only with the suppliers who make the service work — for example the company that delivers our email, or a payment processor — and only what they need. We will disclose information if the law requires it.

Service and invoice records are kept for as long as we are required to for tax and warranty purposes, typically seven years. Consent records are kept for as long as you are a customer, plus the period we may need to demonstrate the consent was given.

Access to customer data is restricted by role — a technician sees only the jobs assigned to them. Passwords are stored using modern one-way hashing and cannot be read by us or recovered. Stored credentials such as mail server passwords are encrypted. Every privileged action is written to an audit log.

• Change your communication preferences at any time in your account
• Ask us for a copy of the information we hold about you
• Ask us to correct anything that is wrong
• Ask us to delete information we are not legally required to keep

To make any of these requests, contact us using the details below and we will respond within a reasonable period.

Cool Rush Air FL
2480 SE 58th Ave Ocala, FL 34480
Ocala, FL 34480
[email protected]
+1 (352) 414-8576