Privacy Policy
HVAC SURPLUS
Privacy Policy
Effective Date: January 1, 2026
1. Introduction
HVAC Surplus ("we," "us," or "our") operates the website hvacsurplus.com (the "Site"). We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our Site and make purchases from us.
Please read this policy carefully. If you disagree with its terms, please discontinue use of the Site.
2. Information We Collect
We collect information you provide directly to us, including:
• Name and email address — provided when you create an account, place an order, or contact us
• Shipping and billing address — collected during checkout to fulfill your order
• Payment information — including credit/debit card details processed securely through our payment processor (we do not store full card numbers on our servers)
• Browsing and cookie data — automatically collected when you visit our Site, including IP address, browser type, pages visited, and referring URLs
3. How We Use Your Information
We use the information we collect to:
• Process and fulfill your orders, including sending order confirmations and shipping updates
• Communicate with you about your account or orders
• Send promotional emails and marketing communications (you may opt out at any time)
• Improve our Site, products, and customer experience
• Detect, prevent, and address fraud or other illegal activity
• Comply with applicable laws and legal obligations
4. Cookies and Tracking Technologies
We use cookies and similar tracking technologies to enhance your browsing experience, analyze Site traffic, and personalize content. Cookies are small data files stored on your device.
You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, some features of the Site may not function properly without cookies.
We may use third-party services such as Google Analytics that collect, monitor, and analyze Site usage data. These third parties have their own privacy policies governing their use of such information.
5. Sharing Your Information
We do not sell, trade, or rent your personal information to third parties. We may share your information with:
• Service providers — third-party vendors who assist us in operating the Site, processing payments, fulfilling orders, and sending communications (e.g., Shopify, shipping carriers, payment processors)
• Legal compliance — when required by law, court order, or government authority
• Business transfers — in connection with a merger, acquisition, or sale of all or a portion of our assets
All third-party service providers are contractually required to keep your information confidential and use it only for the purposes for which we disclose it to them.
6. Data Retention
We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Order and transaction records may be retained for up to seven (7) years for accounting and legal compliance purposes.
7. Data Security
We implement industry-standard security measures to protect your personal information, including SSL encryption on all pages, secure payment processing, and restricted access to personal data. However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security.
8. Your Rights
Depending on your location, you may have certain rights regarding your personal information, including:
• The right to access the personal information we hold about you
• The right to request correction of inaccurate information
• The right to request deletion of your personal information
• The right to opt out of marketing communications at any time by clicking 'unsubscribe' in any email or contacting us directly
To exercise any of these rights, please contact us using the information in Section 11 below.
9. Children's Privacy
Our Site is not directed to children under the age of 13. We do not knowingly collect personal information from children under 13. If you believe we have inadvertently collected such information, please contact us immediately and we will take steps to delete it.
10. Notice for Indiana Residents
As an Indiana-based business, we comply with applicable Indiana privacy laws. Indiana residents may have additional rights under the Indiana Consumer Data Protection Act (ICDPA), effective January 1, 2026, including the right to access, correct, delete, and obtain a copy of personal data we process about them.
To submit a privacy request as an Indiana resident, please contact us at the information provided in Section 11. We will respond to verified requests within 45 days, with the option to extend by an additional 45 days when reasonably necessary.
11. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:
HVAC Surplus
Email: info@hvacsurplus.com
Website: hvacsurplus.com
State of incorporation: Indiana, United States
12. Changes to This Policy
We reserve the right to update this Privacy Policy at any time. When we do, we will revise the Effective Date at the top of this page. We encourage you to review this policy periodically to stay informed about how we are protecting your information. Your continued use of the Site after any changes constitutes your acceptance of the updated policy.