Privacy Policy

Last updated: September 24, 2026

This Privacy Policy explains how HVAC: Label & Ledger ("the Application") handles Your information. Most of the Application works entirely on Your Device: nameplate scanning, equipment records, the service ledger and the pressure-temperature (P-T) charts. The one exception is AI Chat. When You use AI Chat, the content of Your conversation is sent through Our server to OpenAI so that an AI model can answer You. This policy explains exactly what is sent, why, and who receives it.

Summary

• Equipment records, service ledger entries, readings, notes and nameplate photos are stored only on Your Device.

• AI Chat is optional. Only when You use it are Your messages, and any nameplate photos or equipment records You include, sent through Our server to OpenAI to generate a reply.

• The Application asks for Your permission before any content is sent to OpenAI for the first time.

• AI Chat content is used only to answer You. It is not used for advertising, profiling or tracking, and it is not sold.

• No account or registration is required. The Application contains no third-party advertising, analytics or tracking SDKs.

Definitions

You means the individual using the Application.

Company (referred to as either "the Company", "We", "Us" or "Our") refers to the HVAC: Label & Ledger team.

Application or Service refers to the HVAC: Label & Ledger app.

Device means the iPhone, iPad or other device on which You use the Application.

AI Chat means the chat feature in the Application that answers Your questions using an AI model provided by OpenAI.

Personal Data means any information that relates to an identified or identifiable individual.

Camera and Photos

The Application asks for access to Your camera, and optionally Your photo library, only when You choose to capture or import a photo of an equipment nameplate or data label. The image is read on Your Device to extract details such as the manufacturer, model number, serial number, refrigerant type and electrical ratings, which are then saved to Your equipment records. Nameplate scanning does not upload the photo. A photo leaves Your Device only if You choose to include it in AI Chat, as described below. You can decline or revoke camera and photo access at any time in iOS Settings; the rest of the Application remains available.

Equipment Records and Service Ledger

Equipment records, service ledger entries, readings, notes and any customer or site details that You choose to enter are stored locally on Your Device. They are not uploaded to the Company, except for the parts You choose to include in AI Chat, as described below. If You export or share a record, it is sent only to the destination You select. Deleting a record, or deleting the Application, removes this data from Your Device.

Manufacturer Documents and Reference Data

When You look up a manual, specification sheet or other document for a unit, the Application sends the manufacturer name and model number to the relevant manufacturer or document source in order to retrieve it. These requests do not include Your name, contact details, customer information, job notes or photos. Pressure-temperature (P-T) charts and refrigerant reference data are built into the Application and work offline.

AI Chat

What information is sent when You use AI Chat?

Only the content of the conversation You start:

• The messages You type.

• Nameplate or data label photos You attach to the conversation.

• Equipment record and service ledger details You include in the conversation, such as manufacturer, model and serial number, refrigerant type, readings and notes. If a record You include contains customer or site details, those details are sent too, so please remove them first if they are not needed for Your question.

• Earlier messages in the same conversation, so that the AI can follow the context.

AI Chat does not send Your name, email address, phone number, contacts, location, advertising identifier, or any record or photo You have not included in the conversation. Like any internet request, Our server receives Your Device's IP address in order to send the reply back. It is used only for that purpose and to protect the service from abuse, and it is not passed to OpenAI.

For what purposes is this information used?

Solely to generate the AI reply to Your question, for example to read a nameplate, explain a reading, or help troubleshoot a unit. AI Chat content is not used by the Company for advertising, profiling, tracking, or any other purpose, and it is never sold.

Who receives it, and where is it stored?

AI Chat content is sent over an encrypted connection (HTTPS) to Our server, which forwards it to OpenAI, L.L.C., the provider of the AI model, and returns the reply to You. OpenAI is the only third party that receives AI Chat content.

Our server only relays AI Chat requests. It does not keep a copy of Your messages, photos or records after the reply has been delivered.

OpenAI processes this content on its servers, which may be located in the United States or other countries. Under OpenAI's API data usage policies, content submitted through its API is not used to train OpenAI's models, and may be retained by OpenAI for a limited period (currently up to 30 days) to detect abuse before it is deleted, unless OpenAI is required by law to keep it longer. OpenAI's handling of this data is described at https://openai.com/enterprise-privacy/ and https://openai.com/policies/privacy-policy/.

Your chat history is saved on Your Device so that You can read it again. You can delete conversations at any time in the Application.

Your permission and choices

Before AI Chat sends anything to OpenAI for the first time, the Application explains what will be shared and asks for Your permission. If You do not agree, nothing is sent and You can keep using every other feature of the Application. Using AI Chat is always optional. Please do not include personal information about Yourself or Your customers in AI Chat unless it is needed for Your question.

Information We Do Not Collect

The Application does not require an account. We do not collect Your name, email address, phone number, contacts, location or advertising identifier, and the Application does not track You across other companies' apps or websites.

If You have chosen in iOS Settings to share analytics with app developers, Apple may provide Us with anonymized crash reports and usage statistics. This sharing is controlled by Apple and by Your settings.

Purchases

If the Application offers subscriptions or in-app purchases, payments are processed by Apple through the App Store. We do not receive or store Your payment card details.

Information You Send Us

If You contact Us by email, We receive Your email address and the contents of Your message. We use them only to respond to Your request, and We keep them only as long as needed to do so. We do not share them with third parties except where required by law. You can ask Us to delete this correspondence at any time.

Disclosure Required by Law

We may disclose the limited information We hold, such as support emails, if required to do so by law or in response to valid requests by public authorities.

Security

Data stored by the Application is kept inside its sandboxed storage on Your Device and is protected by the security features of iOS. AI Chat requests are sent over encrypted connections. No method of transmission over the Internet is 100% secure, and anyone with access to Your unlocked Device may be able to view data stored in the Application, so please keep Your Device protected with a passcode.

Children's Privacy

Our Service does not address anyone under the age of 13. We do not knowingly collect personally identifiable information from anyone under the age of 13. If You are a parent or guardian and You believe Your child has sent Us Personal Data, please contact Us and We will delete it.

Links to Other Websites

Our Service may contain links to other websites that are not operated by Us. We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time. We will post the new Privacy Policy on this page and update the "Last updated" date at the top. Changes are effective when they are posted on this page.

Contact Us

If you have any questions about this Privacy Policy, You can contact us:

By email: 18710823806@163.com