Last Updated: [DATE]
NearMeSearch.ai ("NearMeSearch," "we," "us," or "our") provides customer acquisition, website, marketing technology, CRM, automation, call tracking, and reputation management services primarily to HVAC contractors. This Privacy Policy explains how we may collect, use, disclose, and protect personal information when individuals:
This Privacy Policy does not cover the independent privacy practices of individual HVAC companies that use our platform, except as described below.
NearMeSearch.ai
Legal
Entity: [LEGAL ENTITY NAME]
Business Address: [BUSINESS ADDRESS]
Privacy
Email: [PRIVACY CONTACT EMAIL]
NearMeSearch.ai may handle personal information in different capacities, and it is important to understand which one applies to your situation.
NearMeSearch.ai's Own Business
When you visit NearMeSearch.ai, request information about our services, contact our sales team, become a customer, pay for services, or communicate directly with NearMeSearch.ai, we determine how and why your information is used for our own legitimate business purposes — such as providing our services to you, communicating with you, and improving our platform.
Processing Information for HVAC Customers
When a homeowner contacts an HVAC company through a website, form, telephone number, text message, chatbot, appointment system, or other technology provided by NearMeSearch.ai, the HVAC company is generally the business primarily responsible for that consumer relationship. NearMeSearch.ai may process that homeowner's information on behalf of the HVAC company in order to provide our technology and marketing services — for example, transmitting a lead, routing a call, sending a follow-up message, or storing information in a CRM.
When NearMeSearch.ai processes information on behalf of an HVAC company, that company's own privacy practices may also apply. If you have a question about how a particular HVAC company handles your information independently, we recommend contacting that company directly.
Depending on how you interact with NearMeSearch.ai, we may collect the following categories of information. The exact information collected depends on the specific service, form, customer configuration, or interaction involved.
Contact Information
May include name, business name, email address, telephone number, and mailing or business address.
Business Information (for NearMeSearch.ai Customers)
May include company name, service area, website URL, business hours, services offered, business description, licensing information you supply, Google Business Profile information, logos, photos, team information, and marketing content you provide.
Lead and Customer Information (Homeowners Contacting HVAC Companies)
When a homeowner contacts an HVAC company through services powered by NearMeSearch.ai, the information submitted may include name, phone number, email address, service address, ZIP code, the type of HVAC service requested, appointment preferences, message or service description, communication history, lead status, and notes entered into the CRM. The exact fields depend on the form, website, or service the HVAC company has configured.
Communications
May include emails, SMS and MMS messages, chat conversations, support requests, CRM communications, and appointment-related communications.
Telephone Information
Where call tracking or call forwarding is used, this may include the caller's telephone number, call date and time, call duration, routing information, and call attribution or marketing source.
[CONFIRM WHETHER CALL RECORDING IS USED. If enabled: call recordings and/or transcripts may be generated. Recording practices and any required notices or consent vary depending on the jurisdiction and the HVAC customer's configuration. Please see Section 9 below.]
Website and Device Information
When you visit NearMeSearch.ai or websites we operate, we may automatically collect information such as IP address, browser type, device type, operating system, pages viewed, referral source, approximate geographic location derived from IP address, date and time of access, website interactions, analytics data, and, where applicable, advertising or tracking identifiers.
Payment and Billing Information
Payments are processed through [PAYMENT PROCESSOR]. NearMeSearch.ai may receive limited billing or transaction information (such as the last four digits of a payment card, billing address, and transaction history) but [CONFIRM WHETHER NEARMESEARCH.AI STORES FULL PAYMENT CARD INFORMATION].
We may collect information directly from you when you:
When you visit NearMeSearch.ai or websites we operate, we may use technologies such as cookies, pixels, server logs, local storage, analytics tools, and similar tracking technologies to automatically collect device, usage, and interaction information. These technologies may be used for purposes including:
We may use cookies and similar technologies on NearMeSearch.ai and on websites we operate. These generally fall into the following categories:
Essential Cookies
Necessary for the Website to function, including security, authentication, form submissions, and core functionality. These cookies are typically set in response to actions you take.
Analytics Cookies
Used to understand how visitors interact with the Website — for example, which pages are visited, how long visitors spend on the site, and where traffic originates. [ANALYTICS PROVIDERS]
Functional Cookies
Used to remember preferences and enable additional functionality.
Advertising or Marketing Cookies
[CONFIRM WHETHER ADVERTISING/MARKETING COOKIES ARE USED. If applicable: These cookies may be used to deliver relevant advertisements, measure ad performance, and understand campaign effectiveness. They may be set by us or by third-party advertising partners.]
Most browsers allow you to manage or block cookies through browser settings. Please note that disabling certain cookies may affect website functionality. [COOKIE PREFERENCE TOOL OR BANNER, IF APPLICABLE]
We may use analytics services to understand how visitors engage with NearMeSearch.ai and websites we operate. [ANALYTICS PROVIDERS] These providers may receive device information, usage data, IP addresses, and interaction information according to their own technologies and terms. Analytics data helps us evaluate performance, identify areas for improvement, and understand traffic sources.
NearMeSearch.ai customers may use tracking telephone numbers to understand where calls originate and to route calls to the appropriate business. When a tracking number is used, information such as the caller's telephone number, call date and time, call duration, routing information, and marketing attribution may be processed. Calls may pass through third-party telecommunications providers.
[CALL TRACKING PROVIDER]
[CONFIRM WHETHER CALL RECORDING OR TRANSCRIPTION IS ENABLED.]
If call recording is enabled: Calls placed to or from certain tracking or forwarding numbers may be recorded and/or transcribed. Recordings may be used for quality assurance, training, compliance, lead verification, and service improvement. Notices or consent may be provided where required by applicable law.
Call recording laws vary by jurisdiction. HVAC companies using call recording features are responsible for understanding and complying with applicable federal and state recording laws, including any required notice or consent obligations.
⚠️ ATTORNEY REVIEW RECOMMENDED.
When individuals communicate via SMS or MMS with NearMeSearch.ai or with an HVAC company through our platform, we may process the phone number, message content, message timestamps, consent records, opt-out records, and message delivery information. We may use telecommunications and messaging providers to transmit text messages.
[SMS PROVIDER]
Mobile phone information should not be used for purposes materially different from what was disclosed or for which consent was obtained. Text messages may include:
You may opt out of automated SMS communications at any time by replying STOP to a text message you receive, or by contacting the HVAC company or NearMeSearch.ai directly. Standard message and data rates may apply. Opting out of marketing messages will not prevent transactional or service-related messages where those are necessary.
NearMeSearch.ai and/or its HVAC customers may use email for lead responses, appointment information, customer service, account notices, service communications, and — where permitted — marketing or promotional communications. [EMAIL PROVIDER]
Promotional emails sent by NearMeSearch.ai include an unsubscribe link. You may also opt out by contacting us at [PRIVACY CONTACT EMAIL]. Even if you opt out of marketing emails, we may still send transactional or service-related communications (such as billing notices, account updates, or service announcements).
NearMeSearch.ai may use AI-enabled technologies for functions including website chat, answering common questions, lead qualification, conversation summaries, message drafting, appointment assistance, and workflow automation.
Information submitted through AI chat may be processed by NearMeSearch.ai and by third-party AI technology providers. [AI TECHNOLOGY PROVIDERS]
You should avoid submitting unnecessary sensitive personal information (such as financial account numbers, Social Security numbers, or health information) through chat systems. AI-generated responses may occasionally contain errors or incomplete information.
AI chat conversations may be stored for [AI CHAT RETENTION PERIOD].
[CONFIRM AI PROVIDER DATA-TRAINING PRACTICES — e.g., whether AI providers may use submitted data to train or improve their models.]
NearMeSearch.ai may use personal information for business purposes including:
NearMeSearch.ai may process customer contact information (such as name, phone number, email, and service completion status) to help HVAC companies send legitimate review or feedback requests to their actual customers. Review platforms such as Google have their own privacy practices and policies, which we encourage you to review.
NearMeSearch.ai may disclose personal information in the following circumstances:
Service Providers
We may share information with companies that help us operate our services. These may include providers of website hosting, cloud infrastructure, CRM technology, telecommunications, SMS delivery, email delivery, analytics, payment processing, AI technology, scheduling software, domain services, customer support, and cybersecurity services. These providers are contractually obligated to use information only as necessary to provide services to us.
HVAC Customers
When a homeowner submits information while contacting a particular HVAC company through our platform (for example, via a lead form, phone call, text message, or chat), that information is made available to that HVAC company so the business can respond to the inquiry and manage the customer relationship.
Legal and Safety Reasons
We may disclose information where reasonably necessary to comply with applicable laws, regulations, legal process, or governmental requests; to enforce our agreements; to protect the rights, property, or safety of NearMeSearch.ai, our customers, or others; to detect, prevent, or address fraud, security, or technical issues; and to protect against harm to the rights or safety of any person.
Business Transactions
In the event of a merger, acquisition, financing, restructuring, bankruptcy, or sale of all or substantially all of our business assets, personal information may be transferred as part of the transaction, subject to applicable law.
NearMeSearch.ai's services integrate with and rely on third-party platforms, tools, and providers. These may include Google services (such as Google Business Profile, Google Maps, and Google Analytics), telecommunications carriers, SMS platforms, email delivery providers, hosting providers, CRM technology providers, payment processors, AI platforms, scheduling software, and domain registrars.
Each third-party provider has its own privacy practices and terms governing its handling of information. We encourage you to review the privacy policies of third-party services you interact with. NearMeSearch.ai does not control the privacy practices of independent third parties.
NearMeSearch.ai may interact with Google services including Google Search, Google Maps, Google Business Profile, and Google Analytics. Google's handling of information is governed by Google's applicable terms of service and privacy policy, available at Google's website. NearMeSearch.ai does not control Google's data practices, and Google may independently collect information when you use its services.
[CONFIRM WHETHER PERSONAL INFORMATION IS SOLD — under any applicable legal definition.]
[CONFIRM WHETHER PERSONAL INFORMATION IS SHARED FOR CROSS-CONTEXT BEHAVIORAL ADVERTISING OR SIMILAR PURPOSES.]
⚠️ ATTORNEY REVIEW RECOMMENDED: The legal definitions of "sale" and "sharing" under certain state privacy laws are broad and may encompass activities such as the use of third-party analytics, advertising cookies, pixels, and similar technologies. This section should be reviewed once a complete inventory of NearMeSearch.ai's cookie, pixel, analytics, advertising, and third-party technology practices has been prepared.
If NearMeSearch.ai engages in activities that meet a legal definition of "sale" or "sharing," we will provide applicable opt-out mechanisms as described in the relevant state-specific sections below.
[CONFIRM WHETHER NEARMESEARCH.AI USES TARGETED OR RETARGETED ADVERTISING.]
If applicable: We may use advertising technologies, pixels, and cookies to deliver relevant advertisements on other websites and platforms, measure advertising performance, and understand campaign effectiveness. You may be able to manage advertising preferences through your browser settings, device settings, or industry opt-out tools such as the Digital Advertising Alliance (optout.aboutads.info). Opting out does not mean you will stop seeing ads; it means the ads you see may be less relevant.
[CONFIRM GPC IMPLEMENTATION — whether NearMeSearch.ai recognizes browser-based opt-out preference signals such as Global Privacy Control under any applicable privacy law.]
NearMeSearch.ai retains personal information for as long as reasonably necessary to fulfill the purposes described in this Privacy Policy, including providing services, maintaining accounts, supporting customers, meeting contractual obligations, resolving disputes, maintaining security, and complying with legal requirements.
Retention periods vary based on the type of information and the purpose for which it was collected. The following provides general guidance; specific retention may also depend on customer configuration, contractual obligations, and legal requirements:
When an HVAC company cancels its NearMeSearch.ai subscription, the following generally applies:
NearMeSearch.ai uses reasonable administrative, technical, and organizational safeguards designed to protect the personal information we handle. However, no method of electronic transmission, storage, or processing is completely secure. We cannot and do not guarantee that information will be absolutely secure against unauthorized access, disclosure, alteration, or destruction.
You can help protect your information by using strong passwords, keeping login credentials confidential, and notifying us promptly of any suspected unauthorized access to your account.
[CONFIRM SPECIFIC SECURITY CERTIFICATIONS OR FRAMEWORKS, IF ANY — e.g., SOC 2, ISO 27001. Do not claim certifications unless verified.]
NearMeSearch.ai will address suspected security incidents in accordance with applicable law and our contractual obligations. This may include investigating the incident, taking steps to mitigate harm, and notifying affected individuals and/or regulators where required. ⚠️ ATTORNEY REVIEW RECOMMENDED for breach-response procedures and notification obligations.
Residents of certain U.S. states may have privacy rights under applicable state laws, depending on their location, the type of information involved, NearMeSearch.ai's role, whether statutory applicability thresholds are met, and available legal exemptions. Potential rights may include, where applicable:
Not every right applies to every person or every situation. The availability of specific rights depends on the applicable law and NearMeSearch.ai's role with respect to the information at issue.
To submit a privacy request, please contact us at [PRIVACY EMAIL] or use [PRIVACY REQUEST URL, IF AVAILABLE]. We may need to verify your identity before processing your request, which may require you to provide information sufficient to confirm you are the person about whom the request is made. Where permitted by law, you may designate an authorized agent to submit a request on your behalf.
[EVALUATE WHETHER TEXAS DATA PRIVACY AND SECURITY ACT (TDPSA) APPLIES based on NearMeSearch.ai's actual business operations, annual revenue, data processing volumes, and applicable exemptions. Do not assume applicability.]
⚠️ ATTORNEY REVIEW RECOMMENDED. If the TDPSA applies, additional disclosures and consumer rights provisions specific to Texas law should be incorporated. NearMeSearch.ai should confirm its TDPSA applicability status with counsel.
[EVALUATE WHETHER THE CALIFORNIA CONSUMER PRIVACY ACT AS AMENDED BY THE CPRA AND ITS REGULATIONS APPLIES TO NEARMESEARCH.AI. Do not assume applicability. Factors include whether NearMeSearch.ai meets the statutory thresholds for businesses subject to the CCPA, whether NearMeSearch.ai is acting as a "business" or "service provider" in a particular context, and whether any exemptions apply.]
If the CCPA applies, NearMeSearch.ai may need to provide a Notice at Collection, a "Do Not Sell or Share My Personal Information" mechanism, a "Limit the Use of My Sensitive Personal Information" mechanism, recognition of applicable opt-out preference signals, and other required disclosures. These mechanisms should only be included when legally and factually appropriate.
⚠️ ATTORNEY REVIEW RECOMMENDED. This section requires a thorough CCPA/CPRA applicability analysis.
As comprehensive consumer privacy laws come into effect in additional U.S. states, NearMeSearch.ai will evaluate applicability based on its actual operations, data processing activities, and statutory thresholds. This Privacy Policy is designed to accommodate additional state-specific disclosures as needed.
[CONFIRM STATES WHERE NEARMESEARCH.AI OPERATES AND WHERE CUSTOMERS ARE LOCATED.]
[CONFIRM WHETHER SENSITIVE PERSONAL DATA IS INTENTIONALLY COLLECTED. Under certain state privacy laws, "sensitive" information may include precise geolocation, government-issued identifiers, financial account credentials, biometric data, health information, and other specially protected categories.]
NearMeSearch.ai's services are designed for business-to-business marketing and technology purposes and are not intended to collect sensitive personal information from consumers. If you believe sensitive information has been inadvertently submitted, please contact us at [PRIVACY CONTACT EMAIL]. You should avoid submitting unnecessary sensitive information (such as Social Security numbers, financial account numbers, or health information) through forms, chat, or other communication channels.
NearMeSearch.ai's services are designed for businesses and adults seeking HVAC or related services. We do not knowingly collect, solicit, or process personal information directly from children under the age of 13, and our services are not directed toward children. If you believe a child has submitted personal information through our services, please contact us at [PRIVACY CONTACT EMAIL] and we will take appropriate steps to remove the information.
[DNT PRACTICE — Describe how NearMeSearch.ai responds to browser Do Not Track signals. Do Not Track is a separate concept from legally recognized opt-out preference signals such as Global Privacy Control. Do not claim Do Not Track is honored unless implemented.]
NearMeSearch.ai websites may contain links to third-party websites, platforms, or services. This Privacy Policy applies only to information collected by NearMeSearch.ai. We encourage you to review the privacy practices of any third-party website you visit.
If NearMeSearch.ai maintains social media accounts, interactions with those accounts may also be governed by the privacy practices of the respective social media platforms. We do not control how those platforms handle your information.
[DOES NEARMESEARCH.AI ACTIVELY MARKET TO OR SERVE PEOPLE IN THE EEA, UK, CANADA, OR OTHER INTERNATIONAL MARKETS?]
NearMeSearch.ai's services are primarily intended for businesses and individuals in the United States. Our operations, data storage, and processing are based in the United States. If you access our services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States, where privacy laws may differ from those in your country.
Submitting your contact information does not automatically constitute consent to receive every type of communication. Where applicable, separate consent mechanisms (such as checkboxes, opt-in language, or SMS disclosure text) may be used to obtain permission for marketing emails, promotional text messages, or other specific categories of communication. The exact consent language depends on the form, website, or system configuration.
⚠️ ATTORNEY REVIEW RECOMMENDED: Consent language used on forms, SMS disclosures, and checkbox mechanisms should be reviewed to ensure consistency with this Privacy Policy, the Terms and Conditions, and applicable law.
NearMeSearch.ai customers are responsible for ensuring that the personal information they upload, import, or provide through our platform — including data entered into the CRM, contact lists, phone numbers, and email addresses — was collected lawfully and that they have the appropriate rights and permissions to use it. Customers should not upload:
Once a lead, message, or other information is delivered to or accessed by an HVAC company, that company's own privacy practices, data handling, and communication policies may apply. NearMeSearch.ai does not control how an HVAC company independently uses, stores, or shares information after it has been received. Consumers with questions about an HVAC company's independent privacy practices should contact that company directly.
Where NearMeSearch.ai processes personal information on behalf of a business customer, we recommend establishing an appropriate Data Processing Agreement ("DPA") addressing the parties' respective obligations. [DATA PROCESSING AGREEMENT AVAILABLE: YES/NO]
This Privacy Policy does not serve as a DPA. The full terms of any DPA are established in a separate agreement between NearMeSearch.ai and the applicable customer.
We may update this Privacy Policy from time to time as our services, technology, vendors, business practices, or applicable laws change. When we make material changes, we will provide reasonable notice — for example, by email, by posting a notice on our Website, or through our platform. The "Last Updated" date at the top of this policy indicates when it was most recently revised. Your continued use of our services after changes take effect constitutes acceptance of the updated Privacy Policy.
If you have questions about this Privacy Policy or wish to exercise a privacy right, you may contact us at:
NearMeSearch.ai
Legal Entity: [LEGAL ENTITY NAME]
Website: NearMeSearch.ai
Email: [PRIVACY EMAIL]
Address: [BUSINESS ADDRESS]
The following items require confirmation before this Privacy Policy can be finalized and published. Each unchecked placeholder represents a factual question about NearMeSearch.ai's actual business operations, technology stack, or legal posture.
The following provisions should be prioritized for review by a licensed attorney before this Privacy Policy is published:
1. NearMeSearch.ai's Role vs. HVAC Customer Role
The distinction between NearMeSearch.ai acting for its own purposes and processing data on behalf of HVAC customers has significant implications for privacy law compliance, contractual obligations, and consumer rights. This should be clearly defined in customer agreements and reflected accurately in the Privacy Policy.
2. SMS Consent and Messaging Practices
SMS and text messaging involve complex TCPA, FCC, carrier, and state-law compliance requirements. Consent mechanisms, opt-out processes, message content, and frequency should be reviewed carefully.
3. Call Tracking and Call Recording
Call recording laws vary by federal and state jurisdiction. If recording is enabled, the Privacy Policy and customer-facing disclosures should be reviewed for consistency with applicable legal requirements.
4. AI Chat and AI Provider Data Use
AI features raise emerging legal questions about data use, model training, transparency, and consumer rights. NearMeSearch.ai should confirm its AI providers' data usage practices contractually and reflect them accurately.
5. Cookies, Pixels, Analytics, and Behavioral Advertising
A complete inventory of all cookies, pixels, analytics tools, and tracking technologies should be prepared. This inventory directly affects sale/share disclosures, targeted advertising provisions, and state-law compliance.
6. Sale / Share Disclosures
The legal definitions of "sale" and "sharing" under state privacy laws are broad and may capture routine analytics and advertising activities. This determination requires a technology audit and legal analysis.
7. California Privacy Requirements (CCPA/CPRA)
Whether the CCPA applies depends on statutory thresholds, the nature of NearMeSearch.ai's data processing, and the company's role (business vs. service provider). An applicability analysis should be conducted before making CCPA-related disclosures or offering California-specific mechanisms.
8. Texas Privacy Requirements (TDPSA)
The TDPSA's applicability should be evaluated based on NearMeSearch.ai's actual operations and statutory thresholds. Do not assume applicability or non-applicability without analysis.
9. Other Applicable State Privacy Statutes
As new state privacy laws come into effect, NearMeSearch.ai should establish a process for evaluating applicability and updating the Privacy Policy accordingly.
10. Consumer Privacy Request Procedures
NearMeSearch.ai should establish documented procedures for receiving, verifying, and responding to consumer privacy requests, including appeals, in accordance with applicable laws.
11. Data Retention and Deletion
Retention periods should be defined for each category of data and documented in a retention schedule. Post-cancellation data handling should be clearly defined in customer agreements and reflected in the Privacy Policy.
12. Data Processing Agreements
Where NearMeSearch.ai processes data on behalf of business customers, DPAs should be prepared and made available. DPA terms should address applicable state-law requirements and clearly define each party's obligations.
13. Security and Breach Obligations
Security representations in the Privacy Policy should be consistent with NearMeSearch.ai's actual security practices. Breach-response procedures and notification obligations under applicable laws should be documented.
14. Third-Party Service Provider Contracts
Contracts with service providers (hosting, CRM, AI, telecommunications, analytics, payment processing, etc.) should be reviewed to confirm they contain appropriate data protection terms consistent with NearMeSearch.ai's Privacy Policy and applicable legal obligations.