Privacy Policy

Effective date: October 14, 2026

This Privacy Policy explains how Damon Payne, doing business as EstimateDeskHQ ("EstimateDeskHQ," "we," "us") collects, uses, and shares personal information through estimatedeskhq.com (the "Site") and our AI follow-up services for HVAC businesses (the "Services").

1. Our two roles

For Site visitors and prospective clients, we decide how your information is used, and this policy applies directly to you.

For our clients' customers, we act as a service provider (also called a processor) to the HVAC business that hired us. We process their customers' information only on that business's instructions and under our agreement with them. If you received a follow-up message from an HVAC company that uses EstimateDeskHQ, that company's privacy policy governs your information, and requests about it should go to that company. We will help our clients respond to such requests.

2. Information we collect

• Information you give us: when you request a pilot or contact us, we collect your name, company name, phone number, email address, number of technicians, and anything else you choose to send.
• Client customer data: to provide the Services, clients may give us their customers' and leads' names, phone numbers, email addresses, service addresses, estimate details, and message history, including replies.
• Technical information: our hosting provider automatically processes basic technical data, such as IP address, browser type, and request logs, to deliver and secure the Site.

3. How we use information

• To respond to inquiries, set up and run pilots, and provide, support, and bill for the Services.
• To send follow-up messages on behalf of our clients, according to their instructions.
• To communicate with you about your account or about our Services. You can opt out of marketing emails at any time.
• To maintain security, prevent fraud and abuse, and comply with legal obligations.

We do not use client customer data for our own marketing.

4. How we share information

We share personal information only with:

• Service providers who help us operate, such as website hosting and form processing (Netlify), email delivery providers, SMS and messaging providers, and AI and software tools used to draft and send messages. They may use the information only to provide services to us.
• Our clients, who receive the replies and results related to their own customers.
• Legal and safety recipients, when required by law or needed to protect rights, safety, or property.
• A successor business, as part of a merger, acquisition, or sale of assets, subject to this policy.

We do not sell personal information, and we do not "share" it for cross-context behavioral advertising as those terms are defined under California law.

5. Text messaging (SMS)

If our clients use the Services to send text messages:

• Messages are sent only to people who have given the client the consent required by law, such as the Telephone Consumer Protection Act (TCPA).
• Message frequency varies. Message and data rates may apply.
• Reply STOP to opt out at any time. Reply HELP for help, or contact damon@estimatedeskhq.com.
• Mobile opt-in data and consent will not be shared with or sold to third parties or affiliates for marketing or promotional purposes. This does not include sharing with service providers who help deliver messages, such as SMS carriers and messaging platforms.
• Carriers are not liable for delayed or undelivered messages.

6. Email

Commercial emails sent by us or for our clients are designed to follow the CAN-SPAM Act. They identify the sender, include a valid physical postal address, and offer a way to unsubscribe. Unsubscribe requests are honored promptly, and within 10 business days.

7. Cookies and analytics

The Site does not use advertising cookies, tracking pixels, or third-party analytics. Our hosting provider may process technical data such as server logs to deliver and protect the Site. If we add analytics or cookies in the future, we will update this policy first.

8. Data retention

We keep personal information only as long as needed for the purposes in this policy. Inquiry and pilot information is kept while we have a business relationship and for a reasonable period after. Client customer data is kept for the length of the client agreement and is then deleted or returned within a reasonable time, unless the law requires us to keep it longer.

9. Security

We use reasonable administrative, technical, and physical safeguards to protect personal information, including encrypted connections (HTTPS) and limited access. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

10. Your privacy rights

Depending on where you live, you may have the right to:

• Know or access the personal information we hold about you, and get a portable copy.
• Correct inaccurate information.
• Delete your information.
• Opt out of the sale or sharing of personal information, targeted advertising, and certain profiling. We do not do any of these.
• Limit the use of sensitive personal information. We do not use sensitive personal information to infer characteristics about you.
• Appeal a decision we make about your request.
• Not be discriminated against for using these rights.

California residents (CCPA/CPRA)

In the past 12 months we have collected identifiers (such as name, email, phone), commercial information (such as company details and service interest), and internet activity information (such as server logs), from the sources and for the purposes described above. We disclose these categories to the service providers listed in Section 4 for business purposes. We do not sell or share personal information, and we have no actual knowledge of selling or sharing personal information of anyone under 16.

Other U.S. states

Residents of states with consumer privacy laws, such as Colorado, Connecticut, Virginia, Utah, Texas, Oregon, and others, may have similar rights. We will honor applicable requests as those laws require.

How to make a request

Email damon@estimatedeskhq.com with the subject "Privacy Request." We will verify your identity before acting on a request, and we will respond within the time required by law. You may use an authorized agent, and we may ask for proof of their authority. To appeal a decision, reply to our response with "Appeal" in the subject line. If your request concerns data we process for one of our clients, we may direct you to that business or forward your request to them.

11. Children's privacy

The Site and Services are intended for businesses and are not directed to children under 13 (or under 16 where applicable). We do not knowingly collect personal information from children. If you believe a child has given us information, contact us and we will delete it.

12. Changes to this policy

We may update this policy from time to time. We will post the new version here with a new effective date. If the changes are material, we will give additional notice as required by law.

13. Contact us

Damon Payne, doing business as EstimateDeskHQ
5523 Shelton Blvd, Murfreesboro, TN
Email: damon@estimatedeskhq.com