Privacy Policy

This policy describes how PolarCore Heating and Air Conditioning collects, uses, stores, and shares customer information. It applies to information collected through the polarcoreheatingandairconditioning.xyz website, through phone calls to the Corona Road office at (573) 615-6659, during in-person service and installation visits, and through the ServiceTitan customer portal PolarCore uses as its primary CRM and dispatch platform. Read this policy carefully. By scheduling service, submitting a quote request, applying for financing, or otherwise interacting with PolarCore, you consent to the practices described below. This policy was last updated on July 10, 2026.

Information PolarCore Collects

Directly Provided Information

When you contact PolarCore for service, we collect and retain the following information as needed to deliver HVAC services:

• Contact information — name, service address, mailing address if different, phone numbers, email address, and preferred contact method.
• Property information — property type (single-family, multi-family, commercial), approximate square footage, year built, construction details relevant to HVAC design, existing equipment make/model/age, refrigerant type, and warranty registration information.
• Service history — every technician visit is documented in ServiceTitan with date, time, technician assigned, work performed, parts installed, meter readings (superheat, subcooling, static pressure, combustion analysis, gas manifold pressure), photographs of equipment and diagnostic findings, and total invoiced amount.
• Financial information for financing applications — if you apply for financing through Wells Fargo Financial National Bank or Synchrony Bank via PolarCore, the financial data (Social Security number, income verification, employment information) is transmitted directly to the lender through the dealer portal. PolarCore does not retain financing-application financial data beyond the transaction identifier needed for warranty and follow-up service records.

Automatically Collected Information

When you visit the PolarCore website, our web server and third-party analytics providers automatically collect:

• IP address (used for approximate geographic routing to service-area landing pages)
• Browser type, operating system, and screen resolution
• Referring URL (which website linked you to ours)
• Pages visited, time spent on each page, and click-through paths
• Cookie identifiers set for session management and form persistence

The site uses Google Analytics 4 for aggregate usage measurement. Google Analytics collects the above information under Google’s privacy terms; PolarCore configures the property to anonymize IP addresses and does not enable Google Signals or cross-device tracking.

How PolarCore Uses Information

Information collected is used exclusively for the following purposes:

• Service delivery — scheduling technicians, routing calls to the correct on-call rotation, invoicing, warranty registration with manufacturers, and providing service history for future maintenance visits.
• Emergency response — the after-hours answering service accesses limited contact and property information to route emergency dispatch.
• Maintenance plan renewals — equipment ages and installation dates trigger renewal reminders to plan-covered customers.
• Regulatory compliance — permit filings with City of Columbia Building Codes Division, Boone County Resource Management, and municipal building code authorities in Jefferson City, Fulton, Mexico, Centralia, and Boonville require customer name and service address.
• Follow-up quality control — the office may contact customers after service or installation for satisfaction verification and to schedule the 30-day commissioning return visit on new installations.

PolarCore does not sell customer information under any circumstance. PolarCore does not use customer information for targeted advertising outside its own service-area geography.

Third-Party Sharing and Vendor Relationships

The following third parties receive customer information as necessary to deliver services:

• ServiceTitan — PolarCore’s primary CRM, dispatch, and customer portal platform. All customer and service history data is stored in ServiceTitan’s cloud infrastructure under their business associate terms.
• Wells Fargo Financial National Bank and Synchrony Bank — receive financing application data only for customers who apply for equipment financing. Each lender operates under their own privacy policy governing the retained data.
• Manufacturer warranty registration — Carrier, Trane, Lennox, Bryant, Goodman, Rheem, American Standard, Mitsubishi Electric, Daikin, and Bosch receive installation date, model number, serial number, and homeowner name and address for warranty registration purposes only.
• Ameren Missouri — receives installation documentation for customers submitting rebate applications through the Ameren MissouriSaves program.
• Municipal permitting authorities — City of Columbia, Boone County, and applicable jurisdictional authorities receive permit applications with customer name and service address as required by building code compliance.
• Payment processors — credit card and ACH transactions route through Stripe and Intuit QuickBooks Payments under those processors’ PCI-DSS-compliant infrastructure. PolarCore does not retain full card numbers on any system.

PolarCore does not share customer contact information with marketing lead-generation services, home improvement lead aggregators, or any third-party advertiser under any circumstance.

Cookies and Website Tracking

The PolarCore website uses cookies in the following categories:

• Strictly necessary cookies — session identifiers for the ServiceTitan customer portal login, cart persistence on the financing application form. These cookies cannot be disabled without breaking site functionality.
• Analytics cookies — Google Analytics 4 identifiers used for aggregate usage measurement. Can be disabled by opting out via Google’s opt-out browser extension or by declining consent through the website’s cookie banner.
• Functional cookies — store form input to prevent data loss during multi-step quote requests and financing applications.

The site does not use advertising cookies, retargeting cookies, or third-party social media tracking pixels.

Data Retention

Customer records are retained as follows:

• Service history — retained indefinitely in ServiceTitan for the useful life of the equipment plus the customer relationship duration, because this history supports warranty claims, insurance disputes, and property disclosure at sale.
• Financing application data — retained only as transaction identifiers after application is submitted to the lender; the underlying financial data resides with Wells Fargo or Synchrony under their retention policies.
• Website analytics data — retained by Google Analytics for 14 months at aggregate anonymized level.
• Marketing communications — opt-out preferences honored indefinitely; historical email records retained for compliance verification.

Your Rights and Choices

Customers have the following rights regarding their information:

• Access — request a copy of information PolarCore holds about you and your property, including the full ServiceTitan service history record.
• Correction — request correction of inaccurate information (contact details, property information, service history disputes).
• Deletion — request deletion of records, subject to legal and regulatory retention requirements. Warranty-relevant service records may not be deletable until the applicable warranty period expires.
• Opt-out of marketing communications — email newsletters (typically 4 to 6 sends per year covering seasonal maintenance reminders and Ameren rebate cycle updates) can be unsubscribed via the link in every send. Physical mail (maintenance plan renewal reminders) can be stopped by request to the office.

To exercise any of these rights, contact the office at (573) 615-6659 or email info@polarcoreheatingandairconditioning.xyz with the request. Verification of identity may be required before releasing or modifying records.

Children’s Privacy

PolarCore does not knowingly collect information from individuals under the age of 13. HVAC services are contracted with property owners and adult tenants, and financing applications require applicants to be at least 18 years of age. If PolarCore becomes aware that a minor has submitted information through the website, that information will be deleted.

State-Specific Rights

Missouri does not currently have a comprehensive consumer data privacy statute equivalent to the California Consumer Privacy Act (CCPA) or the European Union’s General Data Protection Regulation (GDPR). However, PolarCore extends the access, correction, and deletion rights described above to all customers regardless of state of residence. Residents of states with additional statutory rights (California, Colorado, Connecticut, Virginia, and others as legislation evolves) may exercise those rights by contacting the office; PolarCore will comply with applicable statutory response timelines.

Security

PolarCore implements the following security controls for customer data:

• ServiceTitan customer portal access requires multi-factor authentication for all technician and office user accounts.
• Payment processing runs through PCI-DSS-compliant providers; no full card numbers are stored on any PolarCore system.
• Financing application data is transmitted directly to lenders over TLS-encrypted connections and is not retained on PolarCore systems.
• Physical documents (signed contracts, permit paperwork, warranty registration copies) are stored in the Corona Road office with restricted access.
• Employee access to customer records is role-based and audit-logged through ServiceTitan.

Changes to This Policy

PolarCore may update this Privacy Policy periodically to reflect changes in business practices, regulatory requirements, or vendor relationships. Material changes will be communicated through a website notice for at least 30 days prior to effective date, and continued use of PolarCore services after the effective date constitutes acceptance of the revised policy. The “last updated” date at the top of this policy indicates the most recent revision.

Frequently Asked Questions

Does PolarCore sell my contact information to other HVAC companies or lead aggregators?

No. PolarCore does not sell customer contact information under any circumstance. Customer information is used exclusively for delivering HVAC services and the specific vendor relationships identified in this policy — ServiceTitan (CRM), Wells Fargo and Synchrony (financing applications only for customers who apply), manufacturer warranty registration, Ameren Missouri (rebate submissions only), and municipal permitting authorities as required by code.

How can I access the full service history PolarCore has on my property?

Every property with a PolarCore service record has a ServiceTitan customer portal account. Existing customers can request login credentials by calling the office at (573) 615-6659. Once logged in, the customer portal shows every service and installation visit, technician assigned, work performed, parts installed, meter readings, photographic documentation, and invoiced amounts. Customers can also request a downloadable copy of the full record for insurance, warranty, or property-sale purposes.

What happens to my financing application data after I apply?

Financing application data (Social Security number, income verification, employment information) transmits directly to Wells Fargo Financial National Bank or Synchrony Bank through the dealer portal and is not retained on PolarCore systems beyond a transaction identifier. Wells Fargo and Synchrony each operate under their own privacy policies governing retained financial data; PolarCore recommends reviewing those policies at wellsfargo.com/privacy and synchrony.com/privacy respectively.

Does the PolarCore website use tracking cookies or advertising pixels?

The site uses strictly necessary cookies for session management, functional cookies for form persistence, and analytics cookies through Google Analytics 4 (configured to anonymize IP addresses, with Google Signals and cross-device tracking disabled). The site does not use advertising cookies, retargeting cookies, or third-party social media tracking pixels. Analytics cookies can be declined via the cookie consent banner without affecting site functionality.

How long does PolarCore keep my service records?

Service history is retained indefinitely in ServiceTitan for the useful life of the equipment and the customer relationship duration. This retention supports warranty claims, insurance disputes, and property disclosure requirements when the customer sells the property. Customers can request record deletion, subject to legal and regulatory retention requirements — but warranty-relevant service records typically cannot be deleted until the applicable manufacturer warranty period has expired.

Contact PolarCore Heating and Air Conditioning About Privacy

Questions about this Privacy Policy, requests to access or correct information, or requests to exercise state-specific privacy rights should be directed to the Corona Road office. Beth Lindquist handles routine privacy requests; complex requests involving legal or regulatory questions are routed to Dean.

• Emergency Line (24/7): (573) 615-6659
• Address: 2011 Corona Rd #340, Columbia, MO 65203
• Email: info@polarcoreheatingandairconditioning.xyz
• City of Columbia Mechanical Contractor License: #MCL-2016-04187
• Boone County Contractor Registration: #BCR-16-2847
• EPA Section 608 Universal: #608U-2010-284719

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Office Hours

• Emergency Service: 24 hours a day, 7 days a week
• Office Staff: Monday – Saturday, 9:00 AM – 5:00 PM
• Closed: Sundays and State/Federal Holidays (emergency line always active)