Privacy Policy

This policy explains what information CoolnTrack collects, how we use it and how we protect it. It is written for the AC and AMC contractors who use our service.

1. Who we are

CoolnTrack is a service-record platform for air-conditioning contractors. In this policy, "CoolnTrack", "we" and "us" mean the team that runs the service.

2. What we collect

Information you give us

• Your account: your name, business name, phone number, email address and password.
• Your units: the details you record for each air conditioner, such as location, brand, capacity, installation date and the unit ID on its sticker.
• Your service records: the work done on each visit, when it was done and which technician did it, along with any photos and customer signatures.
• Your customers: the names, addresses and contact numbers you enter.

Information collected automatically

• Basic technical data needed to run the app, such as IP address, browser type and the screens opened.
• Error logs when something goes wrong, so we can fix it.

We don't use advertising or third-party tracking tools, and we don't build advertising profiles from any of this information.

3. Your customers' data

Your customers' data belongs to you. When you add a customer, we store their details on your behalf and use them only to run the service for you. We don't contact your customers, market to them, or sell or share your customer list. If you leave, you can take it with you.

Your own account details, the information you give us to open and run your account, are covered by this policy.

4. How we use it

• To run the service: unit histories, service logs, reports and reminders.
• To manage your plan and billing, if you move to a paid plan.
• To help you when you contact us.
• To keep the service secure and prevent misuse.
• To meet our legal obligations.

We never sell personal data.

5. Where it is stored

Your data is stored on secure servers in Germany. Photos and files are kept in private cloud storage, and links to them expire after a short time.

6. Who else sees it

We share data only with the providers we need to run the service:

• Contabo, which hosts the application and its database.
• Cloudflare, which delivers the application and stores photos and files.

They may use the data only to provide their service to us. We may also disclose data where the law requires it, or to protect our rights or someone's safety.

7. How long we keep it

We keep your data while your account is open. When you close it, we delete your data within 30 days. If the law requires us to keep certain records for longer, we keep them only for as long as required.

8. Your rights

You can ask us to:

• Tell you what personal data we hold about you and give you a copy.
• Correct anything that is wrong or incomplete.
• Delete data we no longer need to keep.
• Stop using data you previously agreed we could use.

You can also download your units and each customer's service history as a spreadsheet from your account at any time, free of charge. If you're not happy with how we've handled your data, you can complain to the data protection authority in your country.

9. Security

All data is encrypted in transit, each business's data is kept separate, and access to our systems is limited to the people who need it. We also monitor for unusual activity. No system is perfectly secure, but if a breach ever affects your data, we will tell you and the relevant authorities as the law requires.

You can help too: keep your password private, and switch technicians off in your account when they leave your business.

10. Changes to this policy

If we make a change that affects you, we'll let you know in the app or by email before it takes effect. The date at the top of this page shows when it was last updated.