Privacy Policy

Cool Route is HVAC-first field service software for HVAC company owners and operators. This policy explains how we handle information you submit on coolroute.app (marketing and waitlist) and app.coolroute.app (the product). We do not sell your data.

This page starts from the waitlist policy published on coolroute.app (August 22, 2026) and extends the same rules to product accounts so signup on the app is covered by the same document.

Who this applies to

This policy covers visitors to our marketing site, people who join the Cool Route waitlist, and people who create a Cool Route product account (owners, technicians, and other users invited by a shop).

What we collect

If you join the waitlist on coolroute.app, we collect the fields you choose to submit:

• Email address (required), so we can contact you about launch and early access
• Company name
• Approximate number of technicians
• Role (owner, operations, dispatcher, or other), if you provide it

If you create a product account on app.coolroute.app, we collect what you (or your shop) enter to run the service:

• Your name, company name, and email (and phone, if you add one)
• A password, stored as a hash — we cannot read the original
• Shop operations data you choose to store: customers, jobs, notes, photos, estimates, invoices, inventory, routes, and team invites
• Job notes you type or dictate. If you use the microphone on a job, dictation is handled by your browser’s speech service; we store the resulting text, not a voice recording
• Billing identifiers from our payment processor (customer and subscription IDs). Card numbers stay with the processor; we never store full card numbers

We also receive standard server logs that our host may process (for example IP address, browser type, and the page requested) to operate and secure the site.

What we do not collect

The waitlist form does not ask for payment details, Social Security numbers, or customer lists. The product does not store card numbers. We do not run advertising pixels or a third-party analytics suite on these sites today. Fonts are hosted with the app; we do not load fonts from Google or other third parties.

Why we collect it

Waitlist information is used only to:

• Confirm you asked to hear from Cool Route
• Email you about launch, early access, and related product news
• Understand shop size and role so we can talk to HVAC owners in a useful way

Product account information is used only to provide the field-service app: sign you in, isolate each shop’s data, send transactional email (for example signup confirmation, invites, and invoices you mark sent), process subscription billing through a payment processor, and store job photos you upload.

We do not sell waitlist or product data, rent it, or use it to send unrelated marketing. We do not use it to train public AI models.

Microphone and job notes

On a job, you can dictate a note using your device microphone. We store the text of the note with the job. We do not keep a recording of your voice.

Dictation is handled by your browser’s speech service. Audio is processed by that service so the transcript can be inserted into the note. You can always type instead, or use your device’s own keyboard dictation.

How it is stored

We store waitlist and product information only so we can operate Cool Route. Access is limited to people operating Cool Route. Records are kept with encryption in transit. Production product data lives on our hosting provider’s volumes; job photos are stored in object storage we control.

Cookies

The marketing site does not set its own tracking cookies. Our hosting provider may set cookies that are strictly necessary to deliver the site or process a form submission.

The product app sets session cookies so you can stay signed in. Those cookies are required to use the dashboard. You can block cookies in your browser; signup, login, and waitlist forms may then fail.

How long we keep it

We keep waitlist records until we have contacted you about launch, you ask us to delete them, or we no longer need them for the waitlist — whichever comes first.

We keep product account and shop data while the account is active and for a reasonable period after cancellation so you can export or we can resolve billing questions. You can ask us to delete a product account by emailing hello@coolroute.app.

Your choices

Emails we send about the waitlist will include an unsubscribe link. Use that link to stop waitlist and launch messages. You can also ask us to delete your waitlist entry by emailing hello@coolroute.app or by replying to any email we send.

Product accounts can be closed by the shop owner. Transactional mail (password reset, invites, invoices you send) is part of running the app, not waitlist marketing.

Children

Cool Route is a business product for HVAC companies. These sites are not directed at children under 16, and we do not knowingly collect waitlist or account information from them.

Changes

If we change this policy, we will update the date above. Continued use of the site or product after a change means you should review the new terms.

Contact

Questions about this policy, waitlist deletion, or product account deletion: hello@coolroute.app.

Related

See our Terms of Use. Marketing waitlist: coolroute.app/privacy. To create a product account, go to signup.