Privacy Policy

Version 1.1 · last updated October 14, 2026

1. Who we are

Oakline Home Services LLC dba Oakline Heating & Air is responsible for the personal information collected when you schedule, receive or inquire about heating services through this website or by phone. Ohio limited liability company, registration 45-1278390, principal address 2416 Sawmill Road, Suite D, Columbus, OH 43235, United States. Contact: [email protected] or +1 (614) 555-0138. Privacy questions are handled by our designated privacy contact at the same email address.

2. What we collect

Customers and inquirers: name, service address, phone number, email address, and appointment details — equipment brand and model, fault description, access notes and preferred windows. Payment information: card payments are processed by our payment processor; card numbers never touch our systems and are never seen or stored by us. Service records: invoice numbers, parts installed and visit notes, kept so we can honor the one-year warranty and support manufacturer warranty claims. Website visitors: no analytics or advertising cookies are set; only your cookie-banner choice is stored, as described in the Cookie Policy. Call recordings: calls to the scheduling line may be recorded for quality; recordings are retained for 90 days and then deleted.

3. Purposes and legal bases

Location display. When a page loads, your browser queries a public IP-to-city lookup service to display the name of your city on this website (for example, in headings about local service availability). Your IP address is processed by that service solely for this lookup, the resolved city name is held only in your browser's session storage for the duration of your visit, and we never see or store the IP address ourselves. This is functional information — equivalent to a weather site showing your town — not tracking, and it can be blocked without affecting anything else on the site.

We do not send marketing communications to people who have not asked for them, we do not buy contact lists, and we do not profile customers for advertising. Text message consent, where given, is limited to appointment logistics — never marketing.

4. Retention

Invoices and accounting records: 7 years (tax and audit requirements). Service and warranty records: 6 years, so warranty claims and disputes can be verified. Inquiries that do not become jobs: 12 months, then deleted. Call recordings: 90 days. Cookie-banner choice: 12 months. Payment card data: never held by us at all.

5. Sharing and service providers

We do not sell personal information — and we do not “share” it for cross-context behavioral advertising as that term is used in state privacy statutes. We disclose information only to those who need it to deliver a service, under written contracts where they act on our behalf: the payment processor (card processing), our phone/SMS provider (appointment confirmations), our invoicing software, and parts suppliers (where a part must be shipped directly to you). We may disclose information where the law requires — for example to a court or regulator — and will notify you where legally permitted. Data is processed in the United States; we do not transfer customer data internationally.

6. Security

Service records live in access-controlled systems with individual staff logins; paper job sheets are stored on-site and destroyed after scanning; company computers use full-disk encryption and automatic updates; staff complete privacy and safety training at onboarding. Payment data never enters our environment. No customer data is used to train automated systems or for any secondary purpose. Our scheduling systems are accessed over encrypted connections, and vendor access is limited by contract to the minimum needed to run the service.

7. Your rights

Depending on your state of residence, you may have rights to know what personal information we hold about you, to access, correct or delete it, to opt out of certain sharing or sales (we do neither), and to non-discrimination for exercising rights — as provided by the California Consumer Privacy Act as amended, the Virginia Consumer Data Protection Act, the Colorado Privacy Act, the Connecticut Data Privacy Act, the Ohio Personal Privacy Act when effective, and other applicable state laws. To exercise any right, email [email protected] with “privacy request” in the subject. We verify identity from your service history or a two-step check, and respond within the timeframe your state’s law requires (generally 30–45 days). There is no charge. If you are not satisfied with our response, you may complain to your state attorney general — in Ohio, the Attorney General’s consumer protection division handles such complaints.

8. Children

Our services are booked by adults, and this website is not directed to children under 13. We do not knowingly collect personal information from children; if you believe a child has provided us information, contact us and we will delete it.

9. Retention schedule — detail

10. Requests, incidents and contact

Requests go to [email protected] with “privacy request” in the subject. We maintain a written incident-response procedure: affected customers are notified without undue delay where state law requires it, and regulators are notified within the timelines applicable law sets. A summary of what we hold typically lives in your service history — every visit, part and invoice attached to your name and address — and you can request a copy of it free of charge at any time, usually delivered within days rather than the statutory maximum.

11. Automated decision-making

We make no decisions about you using solely automated processing that produces legal or similarly significant effects. Slot assignment is a human decision made by office staff; diagnosis of your equipment is performed by licensed technicians, not by algorithms that profile you.

12. Why we hold data at all

It is worth stating once, plainly: a heating company cannot operate without knowing who booked, where to drive, what equipment to service and how payment was made. Every category in section 2 exists because a job, an invoice, a warranty claim or the law requires it — nothing is collected “because analytics,” nothing is kept “just in case,” and nothing is shared because a partner might find it interesting. When a record reaches the end of its purpose it is deleted on the schedule in section 4 without anyone needing to ask. That is the entire design, and it is deliberately boring.

13. Changes and versions

Material changes are posted here with a new version date 30 days before taking effect; prior versions are available on request. Continued use of our services after the effective date constitutes acceptance, but nothing here reduces rights you already hold under applicable law.

14. Contact summary

Privacy requests: [email protected] · Ohio Attorney General consumer protection: ohioattorneygeneral.gov · Mail: 2416 Sawmill Road, Suite D, Columbus, OH 43235, United States. We answer privacy queries free of charge within the legal timeframe, and genuine complaints are escalated to a managing member when the first response does not resolve them.

15. In one sentence

We collect only what a heating service visit requires, keep it only as long as the job, the warranty or the law demands, never sell it, and you can see it, correct it or delete it any time by sending one email. That is the entire program — everything else on this page is the faithful legal translation, written in plain language, kept dated, and reviewed annually so you can hold us to it year after year.

16. Verification

If you want independent confirmation that this policy matches practice: your invoice lists every record category we created for your job, our office will show you your complete service history on request, and any discrepancy you find between this page and our actual behavior is treated as a reportable incident, not a shrug.