Data Usage Policy

This Data Usage Policy explains how Chiller Tech Support LLC (“Company,” “we,” “us,” or “our”) collects and uses the content you submit to our products — Diagnostic AI, Chiller Tech Take-Off, and Chiller Tech Investigator — to train and improve our AI systems. This Policy supplements our Privacy Policy and Terms of Service, which govern all use of the platform.

This Policy applies whether or not you have an account. All Services — including the Diagnostic AI assistant — are available to anonymous visitors, and we collect and may use content from anonymous interactions in the same way as content from registered users. Anonymous content is associated with technical identifiers such as IP address and timestamp rather than a name or email address.

1. What content we collect

Diagnostic AI:

Every message you send — including equipment descriptions, fault codes, error descriptions, and follow-up questions — along with the responses generated, your user ID (if signed in) or IP address (if anonymous), and a timestamp.

Chiller Tech Take-Off:

The project inputs you enter (tonnage, system type, location, etc.), the estimates generated, your user ID, and a timestamp. We do not collect full payment card details — those are handled exclusively by Square.

Chiller Tech Investigator:

The files you upload (photographs, inspection reports, field notes), the text prompts you submit with those files, the analysis outputs generated, your user ID, and a timestamp. Uploaded files may contain embedded metadata such as GPS coordinates or device information. Do not upload attorney-client privileged documents, work-product protected materials, or files subject to a protective order without proper authorization.

Emergency Technician:

Chat transcripts and session notes from support sessions may be stored and reviewed by authorized Chiller Tech Support LLC personnel for quality assurance and service improvement.

2. Why we collect this data

Our platform is continuously improved using real interactions submitted by users. This is what allows Diagnostic AI, Chiller Tech Take-Off, and Chiller Tech Investigator to deliver accurate, trade-specific, and contextually relevant outputs over time.

Specifically, we use interaction data to:

• Improve platform responses on HVAC, refrigeration, and electrical trade knowledge.
• Identify and correct inaccurate or misleading outputs.
• Expand the range of equipment, fault codes, and failure scenarios the platform can handle.
• Improve the precision of cost estimates generated by Chiller Tech Take-Off.
• Improve the accuracy and depth of analysis from Chiller Tech Investigator.
• Audit platform behavior for safety, accuracy, and compliance with our policies.

3. Who has access to this data

• Chiller Tech Support LLC personnel: engineering and platform development team members who build, improve, and evaluate our services. Access is limited to authorized individuals on a need-to-know basis, all bound by confidentiality obligations.
• Technology infrastructure providers: third-party service providers process your inputs to generate responses in real time. These providers operate under data processing agreements and are not permitted to use data submitted through our platform for their own purposes.
• Database and storage providers: Supabase stores interaction logs securely with row-level security and encryption at rest.

We do not sell interaction data. We do not share raw chat logs or uploaded files with third parties for their own commercial purposes.

4. Do not submit sensitive information

Because content from all Services may be reviewed by personnel and used for model training, please do not submit:

• Financial account numbers, government identification numbers, or passwords.
• Attorney-client privileged communications or attorney work-product.
• Documents subject to a protective order or confidentiality agreement that restricts disclosure.
• Personal health information or other sensitive personal data of third parties.
• Any data you would not want retained, reviewed, or used for service improvement purposes.

5. Your right to opt out

You have the right to opt out of having your interactions used for service improvement at any time.

How to opt out: Contact us via torquecms.io/contact with the subject “Data Opt-Out.” Include your email address, or for anonymous opt-out requests, your IP address and the approximate dates of the interactions you wish to exclude. We will process your request within 30 days and confirm when your opt-out flag has been set.

Scope of opt-out: Once recorded, all future interactions from your account (or IP address for anonymous users) will be excluded from training data exports. Interactions already incorporated into a trained model cannot be retroactively removed from that model, but will not appear in future training datasets.

Chiller Tech Investigator uploads: If you wish to ensure files you upload are not used for training, state this clearly in your opt-out request and include the case ID or upload date.

For registered users: write from the email address on your account and specify your request. For anonymous users, include the approximate date, time, and IP address so we can locate the relevant records.

6. Retention and security

Interaction logs are retained indefinitely by default to support ongoing AI model development and quality assurance. You may request deletion of your interaction history at any time by contacting us. Deletion from our logs does not affect any model already trained on that data before the deletion request was received.

We maintain technical and organizational security measures to protect content from unauthorized access, disclosure, or misuse. For full details see our Privacy Policy.

7. Changes to this Policy

Chiller Tech Support LLC may update this Data Usage Policy from time to time. Material changes will be communicated via a notice posted on the platform at least 14 days before the new policy takes effect. Continued use of the Services after the effective date constitutes acceptance of the updated Policy.

8. Contact

Questions about this Data Usage Policy or to submit an opt-out request, contact Chiller Tech Support LLC via torquecms.io/contact.