KoolFyx LLC ("KoolFyx," "we," "us," or "our") is an Arizona limited liability company that operates a certified HVAC dispatch marketplace platform connecting homeowners with certified HVAC contractors in the Phoenix, Arizona metropolitan area.
| Contact Type | Details |
|---|---|
| General Privacy Inquiries | legal@koolfyx.com |
| Data Deletion Requests | privacy@koolfyx.com |
| Mailing Address | KoolFyx LLC, Phoenix, Arizona, United States |
| Response Time | Within 30 days of verified request receipt |
| Category | Specific Data | Who Provides It |
|---|---|---|
| Identity | Full name, company name | All users |
| Contact | Mobile phone number, email address | All users |
| Address | Service address, billing address | Homeowners, Contractors |
| Equipment | AC brand, unit age, symptom description | Homeowners |
| Certifications | FAD cert number, TCS cert number, AZ ROC licence, NATE cert ID, EPA 608 cert type and ID | Contractors, Technicians |
| Financial | Bank account details for payouts (held by Stripe — not stored by KoolFyx) | Contractors |
| Communications | Messages, complaints, support requests | All users |
- Device information: device type, OS version, unique device identifiers, mobile network information
- Usage data: app screens accessed, features used, timestamps, session duration, actions taken
- Log data: IP address, access times, pages viewed
- Firebase Cloud Messaging token: a unique push notification token assigned to your device
- Crash reports: diagnostic data when the application encounters an error, including anonymised stack traces
- Stripe: payment confirmation status, last 4 digits of card, card brand, payout status. We do not receive full card numbers.
- Firebase (Google): push notification delivery receipts and FCM token management data
- Certification issuers: we verify certification data at Carrier (FAD), Trane (TCS), Arizona ROC, and NATE
- Google Maps: address geocoding and estimated time of arrival calculations
- Creating and managing your account and authenticating your identity via one-time SMS passcode (OTP)
- Routing HVAC service jobs to certified contractors based on certification type, geographic zone, and CSS Trust Score
- Enabling contractors and technicians to accept, decline, or complete service jobs
- Facilitating real-time GPS tracking of assigned technicians during active jobs
- Processing the $35 diagnostic fee and contractor payouts via Stripe
- Generating and delivering itemised service receipts
- Calculating and displaying the KoolFyx CSS Trust Score for contractor companies
- Verifying contractor and technician certifications against issuer databases
- Sending push notifications for job dispatch alerts, job status updates, payment confirmations, and certification expiry reminders
- Sending transactional SMS messages for OTP authentication
- Responding to support requests, complaints, and inquiries
- Verifying contractor certification status and AZ ROC licence validity before any job dispatches
- Maintaining audit logs of all dispatch events for dispute resolution
- Detecting and preventing fraud, abuse, and policy violations
- Complying with applicable laws, regulations, and legal process
| Scenario | GPS Active? | Source Device |
|---|---|---|
| No active job — contractor online | No | N/A |
| Job dispatched, not yet accepted | No | N/A |
| Job accepted — solo operator contractor | Yes, when contractor taps I'm on my way | Contractor's phone |
| Job assigned to field technician | Yes, when technician taps I'm on my way | Technician's phone only |
| Job marked complete | GPS stops immediately | N/A |
When a service job is active, KoolFyx collects precise GPS coordinates from the assigned contractor or technician device approximately every 10 seconds. This data is made available to the homeowner whose job is in progress solely for the purpose of displaying real-time technician location on a tracking map.
Raw GPS coordinate logs from active job sessions are retained for 90 days after job completion for dispute resolution purposes, then permanently deleted. Aggregate, anonymised location data used for zone analytics is retained indefinitely in non-identifiable form.
The KoolFyx app requests background location permission for contractors and technicians to enable GPS tracking during active jobs even when the app is backgrounded. You may revoke location permissions through your device settings. Revoking location permission as a contractor or technician will prevent GPS tracking from functioning during active jobs.
All payment processing is handled by Stripe, Inc. KoolFyx does not store, process, or transmit full payment card numbers, CVV codes, or bank account numbers on its own servers. KoolFyx receives only a tokenised payment method identifier, the last 4 digits of your card, and the card brand. All payment data is subject to Stripe's Privacy Policy at stripe.com/privacy.
Contractors provide bank account details directly to Stripe Connect. KoolFyx receives only a Stripe Connect account identifier and payout status — not raw bank account numbers.
KoolFyx uses Firebase Cloud Messaging (FCM), a service provided by Google LLC, to deliver push notifications to your device. Your device's FCM token is stored in our database and associated with your user account for the purpose of notification delivery. Push notifications we send include: job dispatch alerts (contractors), job status updates (homeowners), payment confirmations, certification expiry reminders, and platform announcements. You may disable push notifications through your device's operating system settings. Disabling notifications as a contractor will prevent receipt of job dispatch alerts.
- Job dispatch alerts (contractors)
- Job status updates (homeowners)
- Payment confirmations
- Certification expiry reminders
- Platform announcements
You may disable push notifications through your device's operating system settings. Disabling notifications as a contractor will prevent receipt of job dispatch alerts.
| Information Shared | From | To | Purpose |
|---|---|---|---|
| Company name, CSS score, cert badges | Contractor | Homeowner | Pre-booking trust display |
| Technician first name | Technician profile | Homeowner | Job assignment notification |
| Real-time GPS location | Contractor/Technician | Homeowner | Job tracking map — active jobs only |
| Job address, symptom, AC brand | Homeowner | Contractor/Technician | Job details for service |
| Star rating | Homeowner | Contractor profile | CSS score calculation |
- Supabase Inc.: Database hosting, authentication, file storage, and edge function execution — United States servers
- Stripe, Inc.: Payment processing and contractor payout management
- Google LLC (Firebase): Push notification delivery and crash reporting
- Google LLC (Maps Platform): Address geocoding and ETA calculation
We may disclose your information when required by law, court order, subpoena, or other legal process, or when we believe in good faith that disclosure is necessary to comply with applicable law, protect the safety of any person, or protect the rights or property of KoolFyx.
In the event of a merger, acquisition, reorganisation, or sale of assets, your information may be transferred to a successor entity. We will notify you before your information is transferred and becomes subject to a different privacy policy.
| Data Type | Retention Period | Reason |
|---|---|---|
| Account information | Duration of account + 2 years after deletion | Dispute resolution, legal compliance |
| Job records | 7 years | Tax compliance, warranty claims |
| GPS location logs | 90 days after job completion | Dispute resolution |
| Payment records | 7 years | Tax law requirement |
| Dispatch audit logs | 3 years | Dispute resolution, compliance |
| Certification records | Duration of contractor relationship + 3 years | Compliance verification |
| Support communications | 3 years | Dispute resolution |
| Crash reports | 90 days | Platform improvement |
- Encryption in transit: all data transmitted is encrypted using TLS 1.2 or higher
- Encryption at rest: data stored in our database is encrypted at rest using AES-256 encryption
- Row Level Security (RLS): database access controls ensure users can only access their own data
- Authentication: OTP-based phone number authentication with JWT session tokens that expire automatically
- Payment security: all card data handled exclusively by Stripe, a PCI DSS Level 1 certified provider
You may request a copy of your personal information by contacting privacy@koolfyx.com. We will respond within 30 days of verifying your identity.
You may update most account information directly through the KoolFyx app. For other information, contact legal@koolfyx.com.
You may request account deletion by contacting privacy@koolfyx.com. We may retain certain information as required by law. See Section PP-08 for retention schedules.
The KoolFyx Platform is intended solely for use by individuals who are 18 years of age or older. We do not knowingly collect personal information from children under the age of 13. If we become aware that we have collected such information, we will take immediate steps to delete it. Contact legal@koolfyx.com if you believe we have inadvertently collected information from a child under 13.
If you are a California resident, you have the following additional rights under the California Consumer Privacy Act (CCPA):
- Right to Know: request disclosure of the categories and specific pieces of personal information we have collected in the past 12 months
- Right to Delete: request deletion of personal information we have collected, subject to certain exceptions
- Right to Non-Discrimination: we will not discriminate against you for exercising any CCPA rights
- Right to Opt-Out of Sale: we do not sell personal information — no opt-out is necessary
To exercise California privacy rights, contact privacy@koolfyx.com. We will respond to verified requests within 45 days as required by law.
Key third-party privacy policies applicable to KoolFyx users:
KoolFyx is not responsible for the privacy practices of third-party services.
When we make material changes, we will notify you by:
- Posting the updated policy at koolfyx.com/privacy with a revised Last Updated date
- Sending a push notification to your device
- Displaying a prominent notice within the KoolFyx app
Your continued use of the Platform after the effective date constitutes acceptance of the changes.
This Privacy Policy is governed by and construed in accordance with the laws of the State of Arizona, United States. Any dispute arising from this Privacy Policy shall be resolved in the state or federal courts located in Maricopa County, Arizona.