Privacy Policy

What we collect

• Dealer applications. Company name, contact name, email, phone, business address, the trade information you enter on the form, and the date and time you submitted it.
• Dealer accounts. Your login email, a hashed password (never the password itself), and the times you sign in.
• Orders. Billing and shipping addresses, contact details, the items ordered, and the order and shipment records that follow.
• Site activity. The pages you view, when, and for how long, the product or search each page was about, your browser type, the page that sent you here, and your network address. Signed-in views are linked to your dealer account so our team can help with what you were looking at; anonymous views carry only a random identifier your browser keeps. Network addresses are removed after 90 days and activity records after a year. A signed-in dealer who looked at products and did not order may get one email about them, at most once every two weeks; it is turned off on the account page. We do not use third-party analytics or advertising trackers.
• Order support requests. What you enter on the order help form, including anything you attach to it.

Card details are handled by our payment processor and are not stored on our servers.

Why we collect it

To decide dealer applications, to show dealer pricing to the account it belongs to, to quote freight and fulfil orders, to handle warranty and freight-damage claims, and to contact you about the partnership, equipment, and projects you asked us about. We do not sell it, and we do not share it with anyone except the parties needed to complete your order -- our suppliers, the freight carrier handling your shipment, and our payment processor.

How long we keep it

Order and shipment records are kept for as long as the tax, warranty, and product-liability periods that apply to the equipment require. Dealer account records are kept while the account is open. A dealer application that is not approved is kept for two years and then deleted.

Contact and consent

The consent checkbox on the dealer signup form covers contact about dealer partnership, equipment, and project support. You can withdraw it at any time by emailing dealers@heatpumpranch.com, and we record the version of this policy that was in force when you gave it.

To see, correct, or delete what we hold about you, email dealers@heatpumpranch.com. We will answer within 30 days. Records we are required to keep for tax or warranty reasons are the one exception, and we will say so if that applies.