Privacy Policy

This policy explains what information ALWAYS COOL LLC("we", "us") collects through this website and our customer portal, and how we use it.

Information you give us

When you send a service request we collect:

• your name, email address and phone number;
• the service address or ZIP code and the type of service you need;
• the description you write about the problem or project.

If you become a customer, we also keep the estimates, invoices, appointments and job records related to your service.

Electronic signatures

When you approve an estimate or invoice in the customer portal, we keep the signature you draw on screen, the full name you type and the date and time you signed, together with that document.

Photos and documents

Our team may take photos of your equipment and the job site before, during and after the work. In the customer portal you can see your own documents and the before and after photos of your jobs; photos taken during the work are kept for our internal records.

Signatures, photos and documents are kept in private storage. They are not available at public links: a file is shown only after we confirm that you are signed in and that it belongs to your account, or to authorized ALWAYS COOL LLC staff.

Text messages (SMS)

If you check the optional text-message box on our service request form, or ask us directly to text you, we may send you text messages about your request, appointments and service: replies to your questions, visit coordination, appointment confirmations and job updates. We do not send marketing text messages. Checking the box is not required to request or receive service. We keep the date, time and wording of the consent you gave.

Message frequency varies with your request. Message and data rates may apply. Reply STOP to any message to stop receiving texts, or HELP for help; you can also write to alwayscoolflorida@gmail.com.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging opt-in data and consent are not shared with any third party, except the phone service provider that delivers our messages, only as needed to deliver them.

Information collected automatically

• The page where you sent the form, the first page of your visit, the website that referred you and any campaign (UTM) parameters in the link you followed. We use this only to understand how customers find us.
• A one-way, salted hash of your IP address, used only to limit repeated or automated submissions. We do not store the IP address itself.
• Basic server logs kept by our hosting provider for security and reliability.

This website does not currently use advertising or analytics cookies. The customer portal and staff area use essential cookies only to keep you signed in. If we add analytics in the future, we will update this policy first.

How we use your information

• to respond to your request and coordinate service;
• to prepare estimates, invoices and job records and to provide the service you request;
• to send you messages about your request, appointments and documents;
• to protect this website against spam and abuse.

We do not sell your personal information and we do not use it for third-party advertising.

Who we share it with

We share information only with service providers that help us operate — for example website hosting, email delivery and the tools we use to organize requests — and only as needed for that purpose, or when required by law.

How long we keep it

We keep request and customer records for as long as needed to provide service and to meet our legal, tax and warranty obligations, and then delete or anonymize them.

Your choices

You can ask us to access, correct or delete your information, or to stop contacting you, by writing to alwayscoolflorida@gmail.com.

Contact

ALWAYS COOL LLC, Sarasota, Florida — alwayscoolflorida@gmail.com · (941) 207-0290