Privacy Policy

1. Information We Collect

Sunair Heating & A/C Supply (“Sunair”, “we”) operates the Warranty Management System (“the Service”). We collect the following categories of information:

• Account information: name, email address, company, role, and store location for authorized users (sellers, warranty managers, administrators).
• Claim information: customer name, phone, email, address; homeowner name, phone, address; product details, serial numbers, installation dates, and the problem description provided in each warranty claim.
• Signature data: the typed digital signature associated with each claim, along with submission timestamps.
• Usage data: activity logs (claim updates, status changes, login events) used for auditing and support.
• Technical data: IP address and user agent, used for security, rate limiting, and abuse prevention.

2. How We Use Information

We use the information to:

• Process, review, and approve warranty claims.
• Generate warranty certificates and related documentation.
• Send notifications about claim status, via email and in-app messages.
• Maintain audit trails of claim and user activity.
• Protect the Service against fraud, abuse, and unauthorized access.
• Comply with legal and contractual obligations.

3. Legal Basis

We process personal information on the basis of contract performance (managing warranties you or your company requested), our legitimate interests in operating and securing the Service, and compliance with legal obligations.

4. Information Sharing

We do not sell your personal information. We share information only with: (a) authorized Sunair personnel who need it to process warranties; (b) service providers that support the Service (such as email delivery and database hosting), under contractual obligations of confidentiality; and (c) authorities where required by law.

5. Cookies & Session Storage

The Service uses essential cookies to maintain your authenticated session. These cookies are HTTP-only and cannot be accessed by client-side scripts. We do not use advertising or third-party tracking cookies. No consent banner is shown because only strictly necessary cookies are used.

6. Data Retention

We retain warranty claim information for the duration of the applicable product warranty period and for as long as necessary for legal, tax, and audit requirements. Account information is retained while your account is active and may be deactivated (not deleted) to preserve claim history integrity.

7. Data Security

We protect personal information with measures including: hashed passwords (bcrypt), signed session cookies, HTTPS in transit, role-based access control, rate limiting, and security headers. No method of transmission or storage is fully secure, but we work to protect your information using industry-standard safeguards.

8. Your Rights

Depending on your jurisdiction, you may have the right to: access the personal information we hold about you, request correction, request deletion (subject to legal retention duties), object to certain processing, and withdraw consent where applicable.

To exercise these rights, contact your authorized Sunair representative or system administrator.

9. Changes to This Policy

We may update this Privacy Policy from time to time. The “Last updated” date above reflects the most recent revision. Continued use of the Service after changes constitutes acceptance of the updated policy.

10. Contact

For privacy questions or requests, contact Sunair Heating & A/C Supply through your authorized representative or system administrator.