Terms & Communications Policy

Last updated: June 25, 2025

At HVAC Parts & Supply, we value transparency and trust when communicating with our customers and vendors. This Terms & Communications Policy outlines how we use phone numbers and email addresses to provide essential account-related updates, facilitate customer service, and deliver information regarding orders, quotes, and promotions.

1. How We Communicate

You may receive communications from HVAC Parts & Supply via email, SMS text message, or phone call for the following purposes:

For Customers

  • Quotes, invoices, and order confirmations

  • Product availability updates

  • Payment reminders (e.g., outstanding balances or overdue invoices)

  • Appointment scheduling or pickup readiness

  • Customer service inquiries and follow-up

  • Two-factor authentication (2FA) or verification (future rollout)

  • Promotional messages (only if you opted in)

For Vendors

  • Purchase order requests and confirmations

  • Delivery and billing coordination

  • Payment inquiries or remittance discussions

All emails will come from staff or department addresses under the @hvacps.com domain (e.g., support@hvacps.com, payables@hvacps.com, m.tran@hvacps.com). Phone communications may originate from our main store number (281-530-4822) or authorized employee lines.

2. How We Collect Communication Consent

You give consent for communication through one or more of the following:

  • Filling out our business account creation form (physical or online)

  • Submitting a request via our website's Contact Page

  • Providing your email or phone number during service interaction or product inquiry

Our website contact forms include a consent checkbox with the following notice:

"I agree to receive emails and text messages from HVAC Parts & Supply regarding my inquiry, order updates, and promotional offers. Message and data rates may apply. I can opt out at any time."

3. SMS Communications

All SMS communications are currently manual and staff-initiated, with limited use for:

  • Customer service replies

  • Quick quote confirmations or stock checks

  • Payment follow-up requests (e.g., "Please call us at 281-530-4822 to complete your balance.")

We do not request or accept payment information via SMS. If SMS-based secure payment links are added in the future, they will only be sent upon customer request.

4. Email Communications

Emails may include:

  • Order documentation (quotes, invoices, order confirmations)

  • Payment reminders or balance notices

  • Product details or catalog links

  • Occasional promotional offers (maximum: 1–2 emails per month)

You may opt out of promotional emails at any time using the unsubscribe link or by emailing support@hvacps.com.

5. Message Frequency

  • Promotional messages: No more than 1 text and 1–2 emails per month (only if opted in)

  • Transactional and service-related messages: Varies based on customer activity

  • Vendors will only be contacted as needed based on account or purchase order status

6. Opt-Out Instructions

You may opt out of communications at any time:

  • SMS: Reply STOP to any text message

  • Email: Click “unsubscribe” at the bottom of marketing emails or contact us directly

  • Phone: Call us at (281) 530-4822 to request removal

Opting out of promotional communications will not prevent you from receiving account-critical messages (e.g., invoices, order updates).

7. Data Privacy & Compliance

We do not sell, rent, or lease customer or vendor contact information. SMS and email consent is never shared with third parties or affiliates for marketing purposes.

Please refer to our Privacy Policy for more details on how we protect your data.

8. Questions or Changes

If you have any questions about this policy, or would like to update your communication preferences, please contact us:

HVAC Parts & Supply
11190 Beechnut Street, STE B1
Houston, Texas 77072
📧 Email: support@hvacps.com
📞 Phone: (281) 530-4822