Privacy Policy — Rivic Heating & Air Conditioning

Effective Date: September 15, 2025
Last Updated: July 12, 2026

This Privacy Policy describes how Rivic Heating and Air Conditioning (“Rivic,” “we,” “us,” or “our”) collects, uses, discloses, and safeguards personal information provided by visitors to rivicheatingairconditioning.xyz (the “Site”) and customers who engage our services in Methuen, Lawrence, Andover, North Andover, Dracut, Haverhill, Salem NH, Pelham NH, and adjacent Merrimack Valley communities. Rivic is a Massachusetts Home Improvement Contractor (registration #HIC-191847) operating under Massachusetts Refrigeration Technician license #RT-24518 from 225 Broadway #306, Methuen, MA 01844. This policy is drafted to comply with the Massachusetts Standards for the Protection of Personal Information (201 CMR 17.00), Massachusetts General Laws Chapter 93H (data breach notification), the federal CAN-SPAM Act, the Telephone Consumer Protection Act (TCPA), the Children’s Online Privacy Protection Act (COPPA), and applicable provisions of the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA) for California residents visiting the Site.

1. Information We Collect

Rivic collects only the information necessary to schedule service, complete installations, process financing, file permits with municipal building departments, and administer the Mass Save rebate program. Categories collected include:

• Contact information: Name, service address, mailing address, telephone number, email address. Collected when you request an estimate, schedule service, apply for Mass Save rebates, or submit a form on the Site.
• Property information: Home age, square footage, existing HVAC equipment make and model, historic district status, and other data required for ACCA Manual J load calculations and Mass Save eligibility. Collected during site visits and consultations.
• Financial information: Payment method (check, ACH routing, credit card processor tokens). We do not store full credit-card numbers on our systems — card payments are processed through PCI DSS-compliant third-party processors (Stripe, Square, or similar) that hold the actual card data.
• Permitting information: Names of homeowners, property addresses, and licensed contractor information required by Methuen Building Department, Lawrence Inspectional Services, Andover Building Department, Salem NH Building Division, and other municipal authorities under 780 CMR (Massachusetts State Building Code) and applicable New Hampshire permitting statutes.
• Rebate application data: Utility account numbers, National Grid or Eversource billing addresses, income eligibility documentation (where required), and equipment specifications, transmitted to Mass Save through the program’s contractor portal.
• Website analytics data: IP address, browser type and version, operating system, referring URL, pages viewed, time spent on Site, and geographic location (approximated from IP). Collected automatically through Google Analytics 4 and applicable server logs.
• Communications: Call recordings when the emergency line at (351) 240-2627 is answered (with a spoken notice at the start of the call), text message threads for scheduling, and email correspondence.

2. How We Use Information

Personal information collected by Rivic is used exclusively for the following purposes:

• Delivering the HVAC services you requested (estimate, installation, repair, maintenance, emergency response).
• Preparing ACCA Manual J load calculations, Manual S equipment selection reports, and Manual D duct verification analyses.
• Filing permits with the appropriate municipal building department and coordinating inspection scheduling.
• Submitting Mass Save Whole-Home Heat Pump, Partial-Home Heat Pump, HEAT Loan, and MassCEC rebate applications on your behalf.
• Coordinating financing applications with Synchrony HOME, Wells Fargo Home Projects, Fortiva Home Improvement, or Mass Save participating lenders (Rockland Trust, Enterprise Bank, Reading Cooperative Bank, and others).
• Registering manufacturer warranties with Carrier, Trane, Lennox, Mitsubishi Electric, Weil-McLain, Buderus, Bosch, Daikin, and other equipment manufacturers.
• Sending service reminders and appointment confirmations via email or SMS — only to customers who have provided explicit prior consent.
• Complying with post-2018 gas code inspection documentation requirements under 527 CMR 5.00 as amended.
• Responding to inquiries and providing customer support.
• Complying with legal obligations including tax reporting, licensing board requests, and lawful subpoenas.

3. How We Share Information

Rivic does not sell, rent, or lease personal information to third parties for their independent marketing purposes. Personal information is shared only in the following contexts:

• Municipal building departments: Property address, homeowner name, contractor license information, and installation specifications transmitted to Methuen Building Department, Lawrence Inspectional Services, Andover Building Department, North Andover Building Department, Haverhill Building Department, Dracut Building Department, Salem NH Building Division, and Pelham NH Building Department for permit issuance and inspection scheduling.
• Mass Save program administrators: Customer name, service address, utility account information, and equipment specifications transmitted to the Mass Save contractor portal (jointly administered by National Grid, Eversource, Unitil, and program consultants) for rebate application processing.
• Participating lenders: When you apply for a Mass Save HEAT Loan or consumer HVAC financing, we transmit only the technical worksheet and equipment specifications to the participating lender. You submit your own financial information directly to the lender.
• Payment processors: Payment card data is transmitted directly to PCI DSS-compliant third-party processors (Stripe, Square, or similar). Rivic receives only the transaction confirmation and tokenized reference.
• Equipment manufacturers: Customer name, service address, and installation date transmitted for warranty registration to Carrier, Trane, Lennox, Rheem, Bryant, Goodman, American Standard, Mitsubishi Electric, Fujitsu, Bosch, Daikin, Weil-McLain, Buderus, Viessmann, Peerless, Burnham, and Slant/Fin as applicable.
• Service partners: Independent subcontractors (chimney reline specialists, electrical contractors, insulation contractors) engaged for specific project components receive only the property address, scope of subcontracted work, and homeowner contact information.
• Legal compliance: Personal information may be disclosed in response to lawful subpoenas, court orders, regulatory investigations by the Massachusetts Board of State Examiners of Refrigeration Technicians, or investigations by the Massachusetts Attorney General’s Office or the Federal Trade Commission.
• Business transfer: In the event of merger, acquisition, or asset transfer of Rivic Heating and Air Conditioning, customer records may be transferred to the successor entity, subject to the same privacy commitments described in this Policy.

4. Cookies, Analytics, and Tracking Technologies

The Site uses first-party and third-party cookies and comparable tracking technologies to improve user experience and analyze traffic patterns. Categories used:

• Strictly necessary cookies: Session cookies required for form submission and navigation. Cannot be disabled without breaking Site functionality.
• Analytics cookies: Google Analytics 4 tracking (client ID, session ID, page view counts, time on page, referrer). Data is retained for 14 months and then automatically deleted per Google Analytics data retention settings. IP addresses are anonymized before transmission to Google.
• Advertising cookies: Google Ads conversion tracking and Meta (Facebook) Pixel are deployed on the Site to measure the effectiveness of paid campaigns. These technologies collect anonymous conversion data (form submissions, phone-click events) tied to advertising sessions.
• Third-party embedded content: YouTube video embeds, Google Maps embeds, and Instagram feeds may set additional cookies subject to those platforms’ own privacy policies.

You can control cookie behavior through your browser settings. Chrome, Firefox, Safari, and Edge all support cookie blocking, site-specific blocking, and clearing on browser close. Blocking cookies may impair Site functionality. Rivic honors browser Do Not Track (DNT) signals and Global Privacy Control (GPC) signals for the purposes of the CCPA/CPRA opt-out for California residents.

5. Massachusetts Data Protection — 201 CMR 17.00 & M.G.L. c. 93H

Rivic maintains a Written Information Security Program (WISP) as required by 201 CMR 17.00 (Standards for the Protection of Personal Information of Residents of the Commonwealth). The WISP addresses administrative, technical, and physical safeguards for records containing personal information, including social security numbers, drivers’ license numbers, and financial account numbers as defined in the regulation.

In the event of a data breach affecting Massachusetts residents’ personal information, Rivic will notify affected individuals and the Massachusetts Attorney General’s Office and Office of Consumer Affairs and Business Regulation as required by M.G.L. c. 93H. Notification will describe the incident, categories of data involved, remediation steps, and available identity-theft protection resources.

6. TCPA & Communications Consent

By providing your telephone number, you consent to receive service-related calls and text messages from Rivic Heating and Air Conditioning at the number provided, including automated messages and calls from an automatic telephone dialing system for appointment confirmations, service reminders, and emergency response coordination. Consent is not a condition of purchase. Standard message and data rates may apply. You may opt out of text messages by replying STOP to any Rivic text message, or opt out of marketing calls by requesting to be added to our internal do-not-call list. Emergency and service-related communications remain active while an active work order or service contract is in place.

7. CAN-SPAM & Email Communications

Marketing emails sent by Rivic Heating and Air Conditioning comply with the federal CAN-SPAM Act (15 U.S.C. Chapter 103). Every marketing email includes a physical mailing address (225 Broadway #306, Methuen, MA 01844) and a functioning unsubscribe mechanism. Opt-out requests are processed within 10 business days as required by the Act. Transactional and service-related emails (appointment confirmations, invoices, warranty documentation) are not subject to opt-out under CAN-SPAM but will cease when your active service relationship with Rivic ends.

8. California Residents — CCPA/CPRA Rights

California residents visiting the Site have the following rights under the California Consumer Privacy Act as amended by the California Privacy Rights Act:

• Right to know: Request disclosure of the categories and specific pieces of personal information Rivic has collected about you in the preceding 12 months.
• Right to delete: Request deletion of personal information, subject to legal retention requirements (permit records, tax records, warranty documentation).
• Right to correct: Request correction of inaccurate personal information.
• Right to opt out of sale/sharing: Rivic does not sell personal information as defined by CCPA. Rivic does share analytics data with Google and Meta for advertising measurement, which qualifies as “sharing” under the CPRA. California residents may opt out via the “Do Not Sell or Share My Personal Information” link in the Site footer or by honoring the Global Privacy Control (GPC) browser signal.
• Right to limit use of sensitive personal information: Rivic does not process sensitive personal information as defined by CPRA.

To exercise any of these rights, email info@rivicheatingairconditioning.xyz or call (351) 240-2627 with “CCPA Request” in the subject line or opening statement. Verified requests are processed within 45 days as required by the statute.

9. Data Retention

Retention periods vary by data category:

• Service records and permit documentation: 10 years from date of service, per 780 CMR and MA Board of Building Regulations and Standards guidance for HVAC installation records.
• Warranty registration records: Duration of applicable manufacturer warranty period plus 3 years.
• Financial records: 7 years, per IRS and Massachusetts Department of Revenue tax record retention requirements.
• Mass Save rebate documentation: 7 years, per Mass Save program contractor participation agreement.
• Website analytics data: 14 months, per Google Analytics 4 default data retention.
• Marketing email lists: Until unsubscribe request is processed or the customer relationship becomes inactive for 3 or more years.
• Call recordings: 90 days, unless flagged for training or legal preservation.

10. Data Security

Rivic implements administrative, technical, and physical safeguards required by 201 CMR 17.00 including: role-based access control on customer databases, encryption at rest for personal information storage, encrypted transmission (TLS 1.2 or higher) for all Site form submissions and email communications, quarterly access-log review, and annual staff training on data-handling protocols. Physical paper files are stored in a locked office at the 225 Broadway location with restricted-access. No system is perfectly secure, and Rivic makes no guarantee that data will not be compromised in a breach event. In the event of a breach, notification under M.G.L. c. 93H procedures will occur.

11. Children’s Privacy — COPPA

The Site is directed at homeowners and property managers — not at children under 13. Rivic does not knowingly collect personal information from children under 13 in violation of the Children’s Online Privacy Protection Act (COPPA). If we become aware that personal information from a child under 13 has been collected, we will delete that information promptly. Parents or guardians concerned about a child’s information can contact info@rivicheatingairconditioning.xyz to request review and deletion.

12. International Users & GDPR

The Site is operated from Massachusetts, United States. Personal information collected is processed and stored in the United States. If you access the Site from the European Union, United Kingdom, or other jurisdictions with data-protection frameworks (GDPR, UK GDPR, PIPEDA, LGPD), you consent to the transfer of your personal information to the United States for the purposes described in this Policy. Rivic does not solicit European Union residents as customers and does not offer HVAC services outside the Merrimack Valley service area.

13. Changes to This Policy

Rivic may update this Privacy Policy periodically to reflect changes in our practices, applicable law, or program administration. Material changes will be posted on this page with an updated Effective Date at the top. Continued use of the Site after posting constitutes acceptance of the updated Policy. For material changes affecting how personal information is used or shared, Rivic will provide additional notice by email to affected customers.

Frequently Asked Questions

Does Rivic Heating and Air Conditioning sell my personal information?

No. Rivic does not sell, rent, or lease personal information to third parties for their independent marketing purposes. Rivic does share analytics data with Google (Analytics, Ads) and Meta (Facebook Pixel) for advertising performance measurement, which qualifies as “sharing” under the California Privacy Rights Act. California residents can opt out through the “Do Not Sell or Share My Personal Information” link in the Site footer or by honoring the Global Privacy Control (GPC) browser signal.

What Massachusetts law governs Rivic’s data handling?

Two primary statutes. The Massachusetts Standards for the Protection of Personal Information (201 CMR 17.00) requires a Written Information Security Program (WISP) covering administrative, technical, and physical safeguards for records containing personal information. Massachusetts General Laws Chapter 93H requires notification to affected individuals and the Attorney General’s Office in the event of a data breach affecting Massachusetts residents. Rivic maintains a documented WISP and follows the c. 93H notification procedures.

How long does Rivic keep my service records after installation?

10 years for service records and permit documentation, per 780 CMR (Massachusetts State Building Code) and Board of Building Regulations and Standards guidance for HVAC installation records. Warranty registration records are kept for the duration of the applicable manufacturer warranty period plus 3 additional years. Financial records are retained for 7 years per IRS and Massachusetts Department of Revenue tax record retention requirements.

Does the emergency line at (351) 240-2627 record calls?

Yes. Calls to the emergency line are recorded for quality assurance, training, and dispatch verification. A spoken notice at the start of every call informs the caller that the call is being recorded. Recordings are retained for 90 days and then automatically deleted, unless flagged for training or legal preservation. Recordings are not shared with third parties absent lawful subpoena or court order.

How do I request deletion of my personal information from Rivic’s records?

Email info@rivicheatingairconditioning.xyz with “Data Deletion Request” in the subject line, or call (351) 240-2627 during office hours (Monday through Saturday, 9 AM to 5 PM). Verified requests are processed within 45 days. Certain records — permit documentation required by 780 CMR, tax records required by IRS retention rules, and warranty registration records — cannot be deleted before the applicable statutory retention period expires.

Contact Rivic Heating and Air Conditioning — Privacy Requests

Privacy requests, data-access requests, deletion requests, and questions about this Policy can be submitted via the emergency line, email, or in person at the 225 Broadway office in central Methuen. Kathleen Brennan handles privacy-related correspondence during business hours.

• Emergency Line (24/7): (351) 240-2627
• Address: 225 Broadway #306, Methuen, MA 01844
• Email: info@rivicheatingairconditioning.xyz
• MA Refrigeration Technician License: #RT-24518
• MA Home Improvement Contractor: #HIC-191847
• EPA Section 608 Universal: #608U-2007-192874

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Office Hours

• Monday – Saturday: 9:00 AM – 5:00 PM
• Sunday: Closed
• Emergency Service: 24 hours a day, 7 days a week (emergency line always active)