Privacy Policy

Effective date: November 1, 2026

This policy covers the ClimateSystem HQ mobile apps (for technicians, sales engineers and customers), the ClimateSystem HQ office website, and this website (together, the "Service"). The Service is provided by Moore Managed IT, Inc., Charlotte, North Carolina ("we", "us"). If you have a question about this policy, email support@climatesystemhq.com.

1. Information we collect

Account information

Your name, email address, phone number, job role, company name and business address, and the sign-in details needed to keep your account secure.

Company data

The business records your company enters or uploads, such as customers and sites, equipment and nameplate details, service history and readings, refrigerant log entries, quotes, invoices, work orders, PM agreements and memberships, price books, stock levels, schedules and team playbook content.

Photos and files

Photos, visit reports, documents and other files you choose to attach to jobs, equipment or questions.

Location for dispatch

If your company uses dispatch features and you choose to share your location, the app sends your device location to your company's dispatch board while location sharing is active. We keep only your most recent position for this purpose, and sharing stops when you turn it off or close the feature. Customers who use the customer app may see that a technician is on the way; they do not get ongoing access to the technician's location history. You can turn off location access at any time in your device settings.

Job addresses and maps

Job and site addresses may be sent to a mapping and routing provider to place them on a map and estimate drive times.

Subscription and technical information

Plan, seat count and payment status, plus device type, app version, logs and similar technical data we need to run, secure and troubleshoot the Service.

2. How we use information

• To create and manage accounts and company workspaces.
• To provide the features of the Service and sync data across devices.
• To verify subscriptions and process billing.
• To answer support requests.
• To keep the Service secure and prevent misuse.
• To maintain and improve the Service.

3. AI processing

Some features, such as Ask a Tech troubleshooting, use artificial intelligence services. When you use these features, the questions, readings, photos or schedule information you submit are sent to an AI service provider to generate a response. We use providers under terms that limit how they may use this data. AI responses are guidance only. They can be wrong and do not replace the judgment of a qualified technician or your company's procedures.

4. Payments

Payments are handled by Stripe, Apple (App Store) or Google (Google Play), depending on where you subscribe or pay. These providers process your payment details under their own privacy policies. We do not receive or store full card numbers. We receive information such as plan, seat counts and payment status.

5. How information is shared

• We do not sell personal information.
• Within your company. Data in a company workspace is visible to that company's authorized users and administrators, according to the roles the company assigns.
• Customers of your company. If your company connects a customer through the customer app, that customer can see only what your company turns on, such as visit status, quotes, service requests, visit reports and invoices. Customers never see your costs, margins or internal notes. Information a customer adds belongs to that customer and is removed from your company's account if the connection ends.
• Service providers. We use providers for hosting, authentication, email, analytics, payments, mapping and routing, and AI processing. They receive only what they need to perform their service for us.
• Setup help. If your company asks us for help with setup or support, our staff may access your company account for that purpose. Each access is recorded in the account's change history.
• Legal reasons. We may disclose information if required by law or to protect the rights, safety and security of our users, the public or us.
• Business transfers. If Moore Managed IT, Inc. is involved in a merger, acquisition or sale of assets, information may be transferred as part of that transaction, subject to this policy.

6. Who controls company data

Your company owns the business records it puts into ClimateSystem HQ. We process that data on your company's behalf to provide the Service. If you are an employee of a company that uses ClimateSystem HQ, some requests about your data may need to go through your company's administrator.

7. Data export

Company administrators can request an export of their company's data. Email support@climatesystemhq.com from an administrator account and we will work with you on the format.

8. Data retention

We keep information while your account is active. After a deletion request is completed, we delete or anonymize account data, except records we must keep to meet legal, tax or accounting obligations, resolve disputes, prevent fraud or enforce our agreements. Backups are overwritten on a rolling schedule.

9. Account and data deletion

You can delete your account in the app under Account, or by following the steps on our Delete Account and Data page.

10. Security

We use reasonable administrative, technical and physical safeguards, including encrypted connections and role-based access. No system is completely secure, and we cannot guarantee absolute security.

11. Children

The Service is intended for business use and is not directed to children under 13. We do not knowingly collect personal information from children under 13.

12. Your choices

• Update your account details in the app.
• Turn location sharing and camera or photo access on or off in your device settings.
• Request a copy of your information, a correction, or deletion.
• Contact us with any privacy question.

Depending on where you live, you may have additional rights under local law. Contact us and we will respond as the law requires.

13. Changes to this policy

We may update this policy. When we do, we will post the new version on this page with a new effective date, and notify account holders of significant changes.

14. Contact

Moore Managed IT, Inc.
Charlotte, North Carolina
support@climatesystemhq.com