Welcome to Top Air Heating & A/C (“we“, “our“, or “us“). We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy outlines our practices concerning the collection, use, storage, and sharing of personal information obtained through our website, www.TopAirSocal.com, and our provision of heating and air conditioning services in West Covina CA, Ontario CA, and Riverside CA.

COMPANY DETAILS

  • Company Name: Top Air Heating & A/C Registered
  • Office: 1050 Lakes Dr Ste 225 West Covina CA 91790
  • Type: S-corp
  • Registration Number: 5066553

By accessing our website or availing our services, you agree to the terms outlined in this Privacy Policy. We value your trust and are dedicated to safeguarding your personal information in compliance with applicable data protection laws.

Please take the time to read this Privacy Policy carefully to understand how we handle your personal information. If you have any questions or concerns regarding this policy, please contact us at contact@topairsocal.com.

1. What information about the clients do we collect?

At Top Air Heating & A/C, we collect various types of information from our clients, including:

  • Full Name: We collect your full name to identify you and maintain accurate records of our interactions.
  • Email: Your email address is collected for communication purposes, including sending service-related updates and invoices.
  • Phone Number: We collect your phone number to contact you for service scheduling and updates.
  • Address: Your address is necessary for service delivery, including scheduling appointments and providing in-home services.
  • Preferred Contact Method: We may ask for your preferred method of contact to ensure that we reach you in the most convenient way.
  • Inquiry Type: We collect information about the type of inquiry or service you are interested in to tailor our communication and services to your specific needs.
2. What is the lawful basis for which we use your personal information?

You hereby acknowledge that all processing of your personal information will be justified by a “lawful ground” for processing. In most cases, processing will be justified on the basis that:

  • Consent: When you provide us with your personal information voluntarily, such as by scheduling an appointment or signing up for our services, we rely on your explicit consent as the lawful basis for processing your data. You have the right to withdraw your consent at any time by contacting us at contact@topairsocal.com. However, please note that withdrawing consent may impact our ability to provide certain services.
  • Contractual Necessity: We use your personal information to fulfill our contractual obligations when you engage our heating and air conditioning services. This includes scheduling appointments, providing repair or installation services, and managing customer support inquiries. Processing your data in these cases is necessary to fulfill the contract between you and Top Air Heating & A/C.
  • Legitimate Interests: In some cases, we may process your personal information based on our legitimate interests, such as improving our services, customer communication, and informing you about special offers or new services. We ensure that your rights and interests are not overridden by our legitimate interests and that such processing is conducted in a fair and balanced manner.
  • Legal Obligations: We may also process your personal information to comply with legal obligations, such as record-keeping requirements, financial reporting, or responding to lawful requests from government authorities.
  • Vital Interests: In rare circumstances, we may process your data to protect your vital interests or those of another individual, such as during an emergency situation.

In any case, we will gladly help to clarify the specific legal basis that applies to the processing, and in particular whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract. Feel free to contact us for this purpose at contact@topairsocal.com.

3. How do we use this information?

At Top Air Heating & A/C, we use the information we collect for the following purposes:

  • Service Scheduling and Management: Your personal information, including your name, phone number, and address, is used to schedule appointments and manage the provision of our heating and air conditioning services at your convenience.
  • Customer Support and Communication: We may use your contact details, including email and phone number, to communicate with you regarding service updates, appointments, and to address any inquiries or issues you may have.
  • Promotional Communications: With your consent, we may use your personal information to inform you about special offers, discounts, or new services that may be of interest to you. You can opt-out of these communications at any time by contacting us at contact@topairsocal.com.
  • Inquiry Type Customization: We use information about your inquiry type to tailor our communication and services to your specific needs and preferences.
  • Legal Compliance: We may process your personal information to fulfill legal obligations, such as recordkeeping, financial reporting, or responding to lawful requests from government authorities.
  • Transaction Processing: Your information may be processed for processing payments and financial transactions related to your services.
  • Aggregate and Anonymized Data: We may use aggregated and anonymized data for statistical and research purposes, which does not identify individual clients.
4. How long do we retain your personal information, and how can you request us to delete it?

At Top Air Heating & A/C, we understand the importance of retaining and managing your personal information responsibly. Our data retention policy is designed to balance the need to maintain accurate records with your right to privacy. The retention periods for different types of personal information are as follows:

  • Name, Email, Phone Number, Address: We retain this information for a period of five (05) years from the date of collection, or as required by legal obligations or for the establishment, exercise, or defense of legal claims.
  • Financial Data (if any): Financial data, if collected, is retained for a period of one (01) year from the date of collection or as required by legal obligations.
  • Inquiry Details: Information about inquiry details is retained for a period of five (05) year from the date of collection.
  • Services Availed: Records of services availed are retained for a period of five (05) years from the date of last service.

We take measures to ensure that personal information that is no longer required for the specified purposes is dei-identified and made anonymous to protect your privacy.

If you wish to request the deletion of your personal information or have any concerns regarding the retention of your data, please contact our Designated Agent, Andy Wan, at awan@topairsocal.com or via postal mail at 1050 Lakes Dr Ste 225 West Covina CA 91790. However, you acknowledge that we may retain some of the information so deleted for a reasonable period in order to comply with legal requests. We will promptly respond to your request and take appropriate steps to fulfill your request in accordance with applicable laws.

5. Cookies and Similar Technologies

Top Air Heating & A/C may utilize cookies and similar technologies on our website to enhance your online experience, improve functionality, and provide personalized content. These technologies include session and persistent cookies, serving various purposes such as functionality, analytics, and marketing. While you have the option to manage your cookie preferences, disabling cookies may affect certain features. By using our website, you consent to the use of cookies as described in this Privacy Policy.

6. Sharing of Information

At Top Air Heating & A/C, we may share your personal information as necessary to provide you with our travel services and to meet legal and regulatory requirements. Here’s how we may share your information:

  • Service Providers: We may share your personal information with trusted service providers who assist us in delivering our heating and air conditioning services. These service providers are contractually bound to protect your data and are authorized to use it solely for the purposes of service delivery.
  • Legal Compliance: In certain cases, we may be required to disclose your personal information to comply with legal obligations, such as responding to lawful requests from government authorities, law enforcement agencies, or as necessary for legal proceedings.
  • Sharing with Employees: Access to your personal information is granted to our employees on a need-toknow basis, ensuring that only those who require it for legitimate business purposes have access. Strict security measures, training, and confidentiality agreements are in place to protect your data.
  • Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction. We will notify you of any such change in ownership or control of your personal information.
  • Safety and Security: We may share your data to protect the safety and security of our clients, employees, or the public, as well as to prevent or address fraud, security breaches, or other illegal activities.

Rest assured, we take steps to ensure that third parties with whom we share your information, including our employees, adhere to strict data protection standards and use your data only for the purposes outlined in this Privacy Policy.

7. Storage and Security of Information

At Top Air Heating & A/C, we prioritize the secure storage and protection of your information. Here’s how we ensure the confidentiality and integrity of your data:

  • CRM Database: Your personal information is stored securely in our Customer Relationship Management (CRM) database. Access to this database is restricted to authorized personnel only, and strict access controls are in place to ensure that your data is only accessible to those who require it for legitimate business purposes.
  • Data Encryption: We use industry-standard encryption protocols to protect data transmitted between your device and our servers, ensuring the confidentiality and integrity of your information.
  • Access Controls: Access to your personal information is limited to authorized personnel who require it for legitimate business purposes. All employees are bound by confidentiality agreements.
  • Regular Auditing and Monitoring: We conduct routine monitoring and auditing of our systems to detect and address any potential security vulnerabilities or breaches promptly.
  • Employee Training: Our employees undergo regular training on data security and privacy to ensure they understand and adhere to best practices in safeguarding client information.
  • Data Retention: We retain your information for the periods specified in Section 4 above to meet legitimate business needs while respecting your privacy rights.
  • Incident Response: In the unlikely event of a data breach or security incident, we have established incident response procedures to promptly assess the situation, notify affected individuals as required by law, and take appropriate remedial actions.

Despite our best efforts, no method of data transmission or storage can guarantee absolute security. If you have any concerns or questions about the security measures we have in place, please reach out to us at contact@topairsocal.com.

8. Links to other Sites

The website may contain links to third-party websites and online services that are not owned or controlled by us. We have no control over, and assume no responsibility for such websites and online services. Be aware when you click on such links, we suggest you read the privacy practices of each third-party website, and online service that you visit.

9. Your Rights under California’s CCPA

This section is specific to individuals who are residents of California and describes their rights under the California Consumer Privacy Act (CCPA).

9.1. Your Rights Under CCPA

If you are a California resident, you have certain rights regarding your personal information:

  • Right to Know: You have the right to request information about the categories and specific pieces of personal information we have collected about you in the past 12 months, the sources from which it was collected, the purpose of collecting it, and whether it has been disclosed or sold to third parties.
  • Right to Delete: You have the right to request the deletion of your personal information that we have collected, subject to certain exceptions.
  • Right to Opt-Out: You have the right to opt-out of the sale of your personal information to third parties if applicable. We do not sell personal information.
  • Right to Non-Discrimination: We will not discriminate against you for exercising any of your CCPA rights, including denying services, charging different prices, or providing a different level or quality of services.

9.2. How to Exercise Your CCPA Rights

To exercise your rights under CCPA, you can:

  • Submit a verifiable consumer request to us by contacting our Designated Agent, Andy Wan, at awan@topairsocal.com or via postal mail at 1050 Lakes Dr Ste 225 West Covina CA 91790.
  • Include your full name, email address, phone number, and a description of your request.
  • We will verify your request and respond within 45 days of receiving a verifiable request, unless an extension is necessary.

9.3. Authorized Agent

You can designate an authorized agent to make a request under CCPA on your behalf. To do so, the authorized agent must provide written permission for us to act on your behalf, and we will verify their identity.

Please note that the rights described in this section may be subject to certain limitations and exceptions under CCPA.

10. How do we respond to legal requests?

We may access, preserve, and share your information in response to a legal request (like a search warrant, court order or subpoena) if we have a good faith belief that the law requires us to do so. This may include responding to legal requests from law enforcement agencies, courts, tribunals, and government authorities. We may also access, preserve, and share information when we have a good faith belief it is necessary to: detect, prevent, and address fraud and other illegal activity; to protect ourselves, you and others, including as part of investigations; or to prevent death or imminent bodily harm. We also may retain information from accounts disabled for violations of our terms for at least a year to prevent repeat abuse or other violations of our terms.

11. Children Privacy

Our services are not intended for individuals under the age of 18 (“children” or “minors“). We do not knowingly collect or maintain personal information from children without the consent of their parents or legal guardians.

If we become aware that we have unintentionally collected personal information from a child under the age of 18, we will take immediate steps to delete the information from our records. If you believe that we may have collected personal information from a child, please contact us at contact@topairsocal.com, and we will promptly address the situation.

Parents and legal guardians are encouraged to monitor their children’s online activities and to instruct them not to provide personal information to websites or online services without their consent.

12. How can I withdraw my consent? (OPT-OUT)

If you have previously provided consent for us to send you promotional communications, you have the right to withdraw that consent at any time. To opt-out from receiving promotional emails or other marketing communications from Top Air Heating & A/C, you can:

  • Use the “unsubscribe” link provided in our promotional emails. This link allows you to easily and instantly unsubscribe from our marketing communications.
  • Contact us directly at contact@topairsocal.com and request to be removed from our promotional communication list.

Please note that even if you opt-out of receiving promotional communications, we may still send you nonpromotional service-related communications, such as appointment confirmations, service updates, or important notices regarding changes to this Privacy Policy.

13. Governing law and Dispute Resolution

Unless provided by the relevant statute, rules, or directives applicable to the jurisdiction in which you reside, in case of any disputes, issues, claims or controversies arising out of or in relation to your use of the Site or our services, the laws of the State of California (USA) shall be applicable, without regards to its conflict of law provisions. And the courts located at Los Angeles County, California, shall have the exclusive jurisdiction over disputes, unless provided by the applicable law.

14. Do you have questions or concerns about this Privacy Policy?

In the event you have any grievance regarding anything related to this Privacy Policy, or with any content or service of Company, in that case you may freely write your concerns through your registered email to Grievance Officer/Designated Representative to below:

15. Welcoming of Suggestions

We welcome your comments regarding this Privacy Policy. Please write to us at contact@topairsocal.com.

Last updated on January 08, 2024