Privacy Policy

Effective Date: 05/26/26  |  Last Updated: 05/26/26

CAP HVAC (“we,” “us,” or “our”) operates the website located at caphvac.com (the “Site”) and supplies aftermarket replacement parts for commercial and industrial HVAC and refrigeration compressors. Protecting the personal information of the customers, contractors, distributors, and visitors who interact with our Site is a responsibility we take seriously.

This Privacy Policy explains what information we gather when you browse the Site, request a quote, register an account, place an order, or otherwise communicate with us; how that information is used and shared; the choices available to you regarding your data; and the steps we take to keep it secure. Please review this Policy carefully. By accessing or using the Site, you acknowledge that you have read and understood the practices described here.

We may revise this Policy from time to time to reflect changes in our business, technology, applicable law, or feedback from our customers. When we do, we will update the “Last Updated” date above and post the revised version on the Site. Material changes will be communicated through a clear notice on the Site or, where appropriate, by email. Your continued use of the Site following any revision constitutes acceptance of the updated Policy.

1. Scope of This Policy

This Policy applies to information collected through the Site and in connection with the products and services we provide. It does not apply to information collected by any third party, including any third-party website, application, or service that may be linked to or accessible from the Site. We encourage you to read the privacy policies of any third-party services you choose to use.

Our products and Site are intended for business and professional users – wholesalers, contractors, facilities operators, and similar customers – rather than for consumer retail use, and we do not knowingly market to or collect information from children under the age of 16.

2. Information We Collect

The categories and amount of information we collect depend on how you interact with the Site. In general, we collect three types of information: information you provide directly to us, information we collect automatically through your use of the Site, and information we receive from third-party sources.

2.1 Information You Provide Directly

You may choose to provide information when registering for an account, requesting a quote, placing an order, subscribing to our newsletter, completing a contact form, or otherwise corresponding with us. Depending on the activity, this may include:

• Your first and last name
• Company or organization name and job title
• Business mailing, billing, and shipping addresses
• Email address and telephone or fax number
• Account login credentials, including username and password
• Payment information, such as credit or debit card details, billing address, and bank account information for wire or ACH transactions (processed through our payment service providers)
• Purchase history, quote requests, product preferences, and order specifications
• The content of any messages, inquiries, or attachments you send to us, including emails to info@caphvac.com or sales@caphvac.com
• Any other information you voluntarily submit to us

2.2 Information Collected Automatically

When you visit the Site, certain information is collected automatically through cookies, server logs, and similar technologies. This information helps us operate, secure, and improve the Site. It may include:

• Your Internet Protocol (IP) address and approximate geographic location
• Device and browser characteristics, such as device type, operating system, browser type and version, screen resolution, and language settings
• Referring website or search terms that brought you to the Site
• Pages and product listings you view, time spent on each page, links you click, and navigation paths through the Site
• Date and time stamps of your activity, and session identifiers
• Information about items added to your cart or quote request, including incomplete or abandoned transactions

2.3 Information From Third Parties

We may also receive information about you from third parties, including our shipping carriers, payment processors, fraud-prevention providers, marketing partners, distributors who refer you to us, publicly available business directories, and analytics services. We use this information together with the information we collect directly so we can verify your account, fulfill orders accurately, and improve our outreach to commercial buyers.

3. Cookies and Similar Technologies

The Site uses cookies and comparable technologies (such as web beacons, pixels, local storage, and tags) to recognize your browser, remember your preferences, keep you signed in, hold items in your cart or quote, measure how visitors use the Site, and support our marketing efforts.

We generally use the following categories:

• Strictly necessary cookies – required for basic Site functionality such as login sessions, the shopping cart, and security. These cannot be turned off through our cookie controls.
• Performance and analytics cookies – help us understand how visitors interact with the Site so we can improve navigation, search, and product discovery. These may be set by analytics providers such as Google Analytics.
• Functional cookies – remember your preferences, such as language or region, and enable enhanced features.
• Advertising and targeting cookies – where used, allow us or our partners to measure the effectiveness of marketing campaigns and present advertisements that may be relevant to commercial buyers in our industry.

Most web browsers let you refuse new cookies, delete existing cookies, or alert you when cookies are placed on your device. If you disable cookies, some features of the Site – including the cart, checkout, and account login – may not function properly. Where required by law, we will request your consent through a cookie banner before placing non-essential cookies.

4. How We Use Your Information

We use the information we collect for the following business purposes:

• To operate the Site and our business – including processing quotes and orders, managing your account, providing customer support, sending order confirmations and shipping notices, and handling returns or warranty claims.
• To provide our products and services – including verifying eligibility for trade pricing or distributor accounts, communicating about your purchases, and coordinating with our manufacturing, logistics, and shipping partners.
• To improve our products, services, and Site – by analyzing usage trends, troubleshooting technical problems, conducting research and product development, and refining catalog organization, search, and filtering for parts.
• To communicate with you – responding to inquiries you send us, providing information you request, sending administrative notices about your account or our terms, and, where permitted, sending newsletters, promotions, and information about new parts, brands, or technical resources. You can opt out of marketing emails at any time.
• To protect our Site, customers, and business – including preventing and detecting fraud, unauthorized access, abuse, payment chargebacks, and other illegal or harmful activity, and enforcing our Terms and Conditions and other agreements.
• To comply with legal obligations – such as tax, accounting, export-control, anti-money-laundering, and recordkeeping requirements, and to respond to lawful requests from courts, regulators, and law-enforcement authorities.
• With your consent – for any other purpose disclosed to you at the time we collect the information or as you may later authorize.

5. How We Share Your Information

We do not sell your personal information for monetary consideration. We share information only as needed to run our business and as described below.

5.1 Service Providers

We share information with third-party service providers who perform services on our behalf, under contracts that require them to safeguard your information and use it only for the purposes we direct. Examples include payment processors and gateways, hosting and cloud-storage providers, email and customer-relationship platforms, e-commerce and order-management software, shipping carriers and freight forwarders, customs brokers, marketing and analytics providers, fraud-prevention services, and IT support and security vendors.

5.2 Business and Trade Partners

To deliver the parts you order, we may share information with our manufacturers, distributors, dealers, and other trade partners as necessary to manufacture, locate, package, ship, or warranty the parts you request.

5.3 Legal, Safety, and Compliance Disclosures

We may disclose information when we believe in good faith that doing so is necessary to: (a) comply with applicable law, regulation, subpoena, court order, or other legal process; (b) cooperate with law-enforcement, government, or regulatory investigations; (c) enforce our Terms and Conditions or other agreements; (d) detect, prevent, or address fraud, security, or technical issues; or (e) protect the rights, property, or safety of CAP HVAC, our customers, our employees, or others.

5.4 Corporate Transactions

If we are involved in a merger, acquisition, financing, reorganization, sale of all or a portion of our assets, bankruptcy, or similar corporate transaction, your information may be transferred to the acquiring or successor entity as part of that transaction. We will use reasonable efforts to ensure that the recipient honors the commitments made in this Policy.

5.5 With Your Consent or At Your Direction

We may share information for other purposes when you direct us to do so or have provided your consent.

6. Data Retention

We retain personal information for as long as needed to provide our products and services, maintain your account, comply with our legal and tax obligations, resolve disputes, and enforce our agreements. When information is no longer required, we will delete it or take reasonable steps to anonymize it. Specific retention periods vary based on the type of information, the purposes for which it was collected, and applicable legal requirements.

7. How We Protect Your Information

We maintain administrative, technical, and physical safeguards designed to protect the personal information we hold against unauthorized access, disclosure, alteration, loss, or destruction. These safeguards include encryption of payment-card information in transit using industry-standard protocols, access controls that limit employee and contractor access to information on a need-to-know basis, periodic review of our information-handling practices, and employee training on data protection and confidentiality.

No method of transmission over the internet or method of electronic storage is completely secure, however, and we cannot guarantee absolute security. You are responsible for keeping your account credentials confidential and for promptly notifying us of any suspected unauthorized use of your account.

8. Your Choices

You have several choices about how we use your information:

• Account information – you can review and update most account information by signing into your account on the Site or by contacting us at the addresses below.
• Marketing emails – every marketing email we send includes an unsubscribe link. You can also email us to opt out. Even if you unsubscribe from marketing messages, we may still send transactional and account-related communications, such as order confirmations and important notices about your account.
• Cookies – you can manage cookie preferences through your browser settings or, where available, through the cookie banner or preference center on the Site.
• Do Not Track – our Site does not currently respond to “Do Not Track” signals because no uniform industry standard for these signals has been adopted.

9. U.S. State Privacy Rights

Depending on the state in which you live, you may have additional rights regarding your personal information under laws such as the California Consumer Privacy Act, as amended by the California Privacy Rights Act (collectively, the “CCPA”), and similar laws in states including Virginia, Colorado, Connecticut, Utah, and others. Where they apply, these rights may include:

• The right to know or access the categories and specific pieces of personal information we have collected about you, the sources of that information, the purposes for collecting it, and the categories of third parties with whom we have shared it.
• The right to request correction of inaccurate personal information.
• The right to request deletion of personal information we have collected from you, subject to certain exceptions.
• The right to opt out of the “sale” or “sharing” of personal information, as those terms are defined under applicable state law. We do not sell personal information for monetary value; if our use of advertising or analytics cookies is treated as “sharing” under state law, you may opt out as described in our cookie banner.
• The right to limit the use and disclosure of sensitive personal information, where applicable.
• The right not to receive discriminatory treatment for exercising any of these rights.

To exercise any of these rights, please contact us using the information in the “Contact Us” section below. We will verify your request by asking you to confirm information we already have on file. You may also use an authorized agent to submit a request on your behalf, in which case we will require written authorization and verification of the agent’s identity.

10. Information for International Users

CAP HVAC is headquartered in the United States, and the information we collect is stored and processed in the United States and in other countries where our service providers operate. If you access the Site from outside the United States, you understand that your information will be transferred to, stored, and processed in the United States, where data-protection laws may differ from those of your country.

If you are located in the European Economic Area, the United Kingdom, or another jurisdiction whose laws afford specific data-protection rights, you may have additional rights, including the right to access, correct, restrict, or object to our processing of your personal data; the right to data portability; the right to withdraw consent where processing is based on consent; and the right to lodge a complaint with a supervisory authority. We process personal information based on one or more lawful grounds, including the performance of a contract with you, our legitimate business interests, compliance with legal obligations, and, where applicable, your consent. To exercise these rights, please contact us using the information below.

11. Third-Party Links and Services

The Site may contain links to third-party websites, services, plug-ins, or applications, including manufacturer reference materials, social-media platforms, and payment portals. We are not responsible for the privacy practices of these third parties, and this Policy does not apply to their handling of your information. We recommend that you review the privacy notices of any third party before sharing your information with them.

12. Children’s Privacy

The Site and our products are designed for commercial and industrial customers and are not directed to children. We do not knowingly collect personal information from individuals under the age of 16. If we learn that we have collected personal information from a child without verified parental consent, we will delete that information. If you believe a child has provided us with personal information, please contact us so we can take appropriate action.

13. Changes to This Policy

We may update this Privacy Policy from time to time. The version that applies to you is the one in effect on the date you use the Site. We encourage you to revisit this page periodically. The “Last Updated” date at the top of this Policy indicates when it was most recently changed.

14. Disclaimer

All manufacturer names, brand names, model numbers, symbols, and descriptions used on the Site are referenced solely for identification and compatibility purposes and remain the property of their respective owners. CAP HVAC is an independent supplier of aftermarket replacement parts. We are not affiliated with, authorized by, sponsored by, or otherwise connected to any original equipment manufacturer (OEM). Parts supplied by CAP HVAC are compatible replacements and are not original OEM parts.

15. Contact Us

If you have questions, comments, or requests concerning this Privacy Policy or our handling of your information, please contact us:

CAP HVAC

12901 Elmwood Ave

Cleveland, OH 44111, United States

Phone: +1-855-612-3405

Product inquiries: info@caphvac.com

Sales inquiries: sales@caphvac.com

We will acknowledge your request as soon as reasonably possible and respond within the timeframes required by applicable law.