Privacy Policy

Last updated: October 13, 2026

This policy explains what information the HVACopedia app (iPhone, Android and web) and the hvacopedia.ca website collect, why we collect it, who we share it with and the choices you have. HVACopedia is operated by Hvacopedia Tech Inc., Vaughan, Ontario, Canada ("we", "us").

We follow Canada's Personal Information Protection and Electronic Documents Act (PIPEDA). We do not sell your personal information and we do not show third-party ads.

1. Information we collect

You can browse without an account

Error codes, guides, settings tables and calculators can be used without signing in. The app keeps your favourites, recent items and the offline library on your device only.

Account

If you create an account we collect your name, email address and a password (stored only as a secure hash, never in plain text). We send a one-time code to your email to confirm it.

Field reports

When you send a report we store what you enter (brand, equipment type, model and serial number, error code, description, what fixed it) and any photos you attach, together with your account. Please do not put customer names, addresses or other personal details in a report.

AI assistant

The questions you type into the assistant, and the conversation needed to answer them, are sent to our AI provider to generate a reply. Do not include personal information about yourself or customers in your questions.

Notifications

If you allow notifications, your device gives us a push token so we can send you notifications. You can turn notifications off in the app or in your phone's settings at any time.

Company accounts (job features)

Some HVAC companies use HVACopedia to send jobs to their own technicians and contractors. In that case the company may enter job details such as customer name, address, phone number, notes, photos, part invoices and pay information. We process this information on behalf of that company, which is responsible for it. Questions about that information should go to the company first.

Partner and contact forms

If you contact us through the website we receive your name, company, email, phone (optional) and message so we can reply.

Technical information

Our servers keep basic logs (such as IP address, device type, time and the page or feature requested) to keep the service running, prevent abuse and fix problems. The hvacopedia.ca website does not use advertising or tracking cookies.

2. How we use it

• To run your account and let you sign in.
• To review field reports and, after editing, add useful fixes to the library for other technicians (without your name).
• To answer assistant questions, send notifications you asked for and reply to messages.
• To keep the service secure, stop scraping and abuse, and improve the app.

3. Who we share it with

We share information only with service providers that help us run HVACopedia, and only what they need:

• Hosting: our servers and database run on cloud servers rented from Hetzner Online.
• Email: sign-up codes and emails you ask for are sent through Brevo.
• Push notifications: delivered through Expo and Apple or Google's notification services.
• AI assistant: questions are processed by our AI provider (Anthropic or OpenAI) through its business API. Under that provider's API terms, this data is not used to train its models by default.
• Website: hvacopedia.ca is hosted and protected by Cloudflare.

Some of these providers store or process information outside Canada, including in the European Union and the United States, where it may be subject to the laws of those countries. We may also disclose information if the law requires it.

4. How long we keep it

We keep your account information while your account is open. Field reports that were added to the library stay in it after your account is deleted, without your name. Server logs and backups are kept for a limited time and then deleted.

5. Your choices and rights

• Delete your account: in the app, go to Account, then Delete account at the bottom of the screen. Your account is deleted right away.
• Access or correct: you can edit your name and email in the app, or ask us for a copy of the information we hold about you.
• Questions or complaints: email [email protected]. If you are not satisfied with our answer you can contact the Office of the Privacy Commissioner of Canada.

6. Children

HVACopedia is a professional tool for trained technicians and is not meant for children. We do not knowingly collect information from anyone under 16.

7. Security

Information is sent over encrypted connections (HTTPS), passwords are hashed, and access to our servers is limited. No system is perfectly secure, but we work to protect your information and will let you know if a breach affects you as the law requires.

8. Changes

If we change this policy we will update the date at the top, and tell you in the app if the change is important.

9. Contact

Hvacopedia Tech Inc.
Vaughan, Ontario, Canada
[email protected]