Privacy Policy

1. Overview

Better Cards, LLC ("Better Cards") respects your privacy. This Privacy Policy explains what we collect when you use ComfortOS at getcomfortos.com, how we use it, and the choices available to tenant administrators and end users.

Better Cards acts as a processor for customer and job data that HVAC contractors upload to their tenant workspaces. Tenant owners act as controllers for that business data and are responsible for providing notice to their customers.

2. Information We Collect

We collect information in the following categories:

• Account data: name, email, phone, company name, role, timezone, and authentication logs.
• Tenant business data: customers, service addresses, equipment records, jobs, estimates, invoices, payments metadata, refrigerant logs, call recordings, transcripts, and files you upload.
• Usage data: feature interactions, device type, browser, IP address, timestamps, and diagnostic events.
• Integration data: tokens and sync metadata from connected services such as QuickBooks, Stripe, Telnyx, and Wisetack.
• Support communications: messages you send to our support and security teams.

3. How We Use Information

We use information to:

• Provide, maintain, and secure the ComfortOS platform.
• Authenticate users and enforce role-based access within each tenant.
• Process payments, financing applications, and integration sync jobs you initiate.
• Deliver AI-assisted features such as call handling, knowledge retrieval, and drafting assistance.
• Send service announcements, security alerts, and billing notices.
• Analyze aggregated, de-identified usage to improve reliability and product design.
• Comply with law, respond to lawful requests, and protect rights and safety.

4. How We Share Information

We do not sell personal information. We share data only as described below:

• Service providers: cloud hosting, email, SMS/voice carriers, payment processors, analytics, and customer support tools bound by confidentiality obligations.
• Integrations you enable: data flows to third parties when your tenant connects QuickBooks, Stripe, or similar services under your configuration.
• Legal and safety: when required by law, court order, or to prevent fraud, abuse, or harm.
• Business transfers: in connection with a merger, acquisition, or asset sale with notice when required by law.

5. Data Retention

We retain account and tenant data while your subscription is active and for a reasonable period afterward to support exports, billing reconciliation, and legal obligations.

Refrigerant compliance records and audit logs may be retained for longer periods when required by EPA regulations or your tenant retention settings. Backup copies may persist for a limited time after deletion.

6. Security

Better Cards implements administrative, technical, and organizational measures including encryption in transit, tenant isolation with row-level database controls, access logging, and least-privilege internal access.

No method of transmission or storage is completely secure. Report suspected incidents to [email protected].

7. Your Rights and Choices

Depending on your location, you may have rights to access, correct, delete, or restrict processing of personal information, or to data portability.

Tenant owners can manage most business data directly in ComfortOS. Individual users may contact their tenant administrator or [email protected] for account-level requests.

• Marketing emails include an unsubscribe link where applicable.
• Cookie preferences can be managed through our Cookie Policy and browser settings.
• California residents may have additional rights under the CCPA/CPRA.
• EEA/UK residents may have rights under GDPR; Better Cards responds to verified requests within applicable timelines.

8. Mobile Apps (ComfortOS Field)

This Privacy Policy also applies to the ComfortOS Field mobile applications distributed on Google Play (package com.comfortos.field) and the Apple App Store. Those apps are a field-technician client for the same ComfortOS / Better Cards service operated by Better Cards, LLC.

In addition to the categories above, the Field apps may process:

• Account authentication and session tokens for the signed-in technician.
• Job, customer, and site details needed to complete field work assigned to that technician.
• Device identifiers, crash/diagnostic logs, and approximate or precise location when you grant location permission for dispatch, navigation, or job check-in features.
• Photos, files, or voice notes you capture in-app and upload to a tenant workspace.
• Push-notification tokens used to deliver job alerts (you can disable notifications in device settings).

Mobile opt-in data and account data are not sold. Location and media access are used only to provide Field features you enable; you can revoke OS permissions at any time. Uninstalling the app stops further local collection; server-side tenant data remains subject to your organization’s retention settings.

9. Children

ComfortOS is a business-to-business service not directed to children under 16. We do not knowingly collect personal information from children.

10. International Transfers

Better Cards is based in the United States. If you access the service from other regions, your information may be processed in the U.S. and other countries where our providers operate, with appropriate safeguards where required.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be posted on this page with an updated effective date and, when appropriate, notified through the product or email.

12. Contact Us

Privacy inquiries: [email protected]

Data Protection contact: [email protected]

Better Cards, LLC · getcomfortos.com

This policy is published at https://getcomfortos.com/legal/privacy for web and mobile app store listings.