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PRIVACY POLICY

HVAC Office Solutions LLC dba Mainstreet MEP™

Effective Date: February 20, 2026

This Privacy Policy describes how myhvacoffice.com and mainstreetmep.com (collectively, the “Website”), owned and operated by HVAC Office Solutions LLC dba Mainstreet MEP™ (“Company,” “we,” “our,” or “us”), collects, uses, stores, processes, transmits, and discloses your information.

By using the Website or any of our programs, software, reports, products, portals, integrations, or services (collectively, the “Services”), you consent to the terms of this Privacy Policy.

1. Geographic Restrictions

Our Website, software, and Services are intended solely for users physically located within the United States of America.

We do not knowingly provide Services to individuals located outside the United States. If you access or use the Website or Services from outside the U.S., you do so at your own initiative and risk and are responsible for compliance with local laws. We reserve the right to suspend or terminate access if we determine Services are being accessed from outside U.S. jurisdiction.

By using this Website or any associated Services, you represent that you are physically located within the United States.

2. Information We Collect

We collect information when you register, subscribe, connect integrations, complete assessments, purchase products, communicate with us, or otherwise interact with the Services.

This may include:

A. Personal Information

  • Name

  • Email address

  • Phone number

  • Business title

  • Account credentials

  • Billing information

  • Payment details

B. Corporate Information

  • Business name

  • Entity structure

  • Industry classification

  • Firmographic data

  • Business contact details

C. Financial and Transactional Data

When you authorize integrations (including but not limited to QuickBooks Online), we may access financial and transactional data necessary to generate reports and dashboards. This may include:

  • Chart of accounts

  • General ledger data

  • Revenue and expense records

  • Balance sheets

  • Accounts receivable and payable

  • Customer and vendor records

  • Transaction history

We access only the information reasonably necessary to provide the Services you request.

D. Assessment Data

Responses submitted through third-party assessment tools, including but not limited to the Value Builder System.

E. Usage Information

  • Browser type

  • IP address

  • Device information

  • Pages visited

  • Portal access logs

  • Session activity

F. Delivery and Communication Data

  • Email addresses used to receive reports

  • Messages or emails sent to us

3. How We Use the Information

Your information may be used to:

  • Operate and manage our Services

  • Generate business reports, dashboards, and assessments

  • Deliver reports via secure portal or email

  • Process subscriptions and billing

  • Communicate regarding services, updates, billing, and support

  • Improve functionality and performance

  • Maintain system integrity and security

  • Fulfill legal or compliance obligations

  • Enforce our Terms of Service

All reports are delivered to the email address you provide or made available in a secure portal. You are solely responsible for safeguarding your email account, login credentials, and internal access controls.

We do not sell personal, corporate, or financial data.

4. How We Share Information

We do not sell or rent your personal, corporate, or financial information. We do not share your financial or personal data with third parties for marketing or advertising purposes.

We may share information only in the following circumstances:

A. Service Providers

We may share data with third-party vendors strictly for purposes of delivering our Services, including:

  • Payment processors

  • Cloud hosting providers

  • Security and infrastructure providers

  • Analytics services

  • Software integration partners

All vendors are required to handle data in a manner consistent with applicable law and contractual confidentiality obligations.

B. Legal Requirements

We may disclose information if required by:

  • Court order

  • Subpoena

  • Regulatory authority

  • Law enforcement request

C. Business Transfers

In the event of a merger, acquisition, restructuring, or sale of assets, information may be transferred as part of that transaction.

5. Data Collection, Transmission, and Processing

When you authorize software integrations (e.g., QuickBooks Online), our systems extract corporate and financial data necessary to generate reports and dashboards.

Your data may be transmitted securely between connected systems and internal infrastructure via automated processes. You agree to such transmission and processing as part of your use of the Services.

We rely on the security practices of third-party integration providers and are not responsible for security failures within their systems.

6. Delivery of Reports and Access to Results

  • If you subscribe to report generation, reports will be emailed to the address you provide and/or made available through a secure online portal depending on your plan.

  • If you complete an assessment, we store and process that data to generate insights and results.

You are solely responsible for safeguarding:

  • Login credentials

  • Email account access

  • Downloaded files

  • Internal distribution within your organization

We do not and cannot guarantee security once reports leave our controlled systems.

7. Use of Cookies and Tracking Technologies

We use limited cookies and analytics tools to:

  • Recognize repeat visitors

  • Maintain session functionality

  • Analyze site performance

  • Improve user experience

You may opt out of non-essential cookies through browser settings. Essential cookies required for functionality cannot be disabled without affecting site operation.

8. Data Security, Liability Limitations, and Dispute Resolution

A. Security Measures and Disclaimer

HVAC Office Solutions LLC dba Mainstreet MEP™ uses commercially reasonable administrative, technical, and physical safeguards consistent with applicable U.S. standards to help protect your data.

However:

  • No method of transmission or storage is completely secure.

  • Breaches may occur despite preventative efforts.

  • Email transmission occurs across systems outside our control.

You acknowledge and accept the inherent risks of electronic data transmission. To the maximum extent permitted by law, Company disclaims liability for unauthorized access, interception, system intrusion, breach, loss, or misuse of data resulting from circumstances beyond Company’s reasonable control.

B. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, COMPANY SHALL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, CONSEQUENTIAL, PUNITIVE, OR SPECIAL DAMAGES ARISING FROM DATA PROCESSING, STORAGE, TRANSMISSION, OR SECURITY INCIDENTS.

Company’s total cumulative liability relating to this Privacy Policy shall not exceed the total fees paid by you in the three (3) months immediately preceding the claim. Any claim must be brought within one (1) year from the date it first arose.

C. Dispute Resolution

Before initiating arbitration, the parties agree to attempt good-faith resolution. If unresolved after thirty (30) days, the parties agree to non-binding mediation administered by the American Arbitration Association (AAA) in Rogers County, Oklahoma.

If mediation fails, disputes shall be resolved exclusively through binding arbitration administered by AAA under its Commercial Arbitration Rules. Arbitration shall occur in Rogers County, Oklahoma and be governed by the Federal Arbitration Act and the laws of the State of Oklahoma.

You waive:

  • The right to a jury trial

  • The right to participate in class or representative actions

D. Indemnification

You agree to indemnify and hold harmless HVAC Office Solutions LLC dba Mainstreet MEP™, its affiliates, officers, employees, contractors, and service providers from claims arising from:

  • Your breach of this Privacy Policy

  • Misuse of reports or credentials

  • Unauthorized sharing of data

  • Claims relating to data delivery, processing, or storage

If Company prevails in enforcing this Privacy Policy, Company shall be entitled to recover reasonable attorneys’ fees and enforcement costs.

9. Children’s Privacy

Our Services are not intended for individuals under 18 years of age. We do not knowingly collect data from minors. If we become aware of such data, it will be deleted.

10. Data Retention

We retain information:

  • For the duration of your account or subscription

  • As necessary to provide Services

  • To comply with legal obligations

  • To enforce contractual rights

  • To protect intellectual property

Certain financial and transactional records may be retained for audit and compliance purposes.

11. Changes to This Policy

We may update this Privacy Policy at any time. Updates will be posted with a revised Effective Date. Continued use of the Services constitutes acceptance of the updated policy.

12. Contact Us

HVAC Office Solutions LLC dba Mainstreet MEP™

13315 E 112th Street North, Third Floor

Owasso, OK 74055

info @ mainstreetmep.com

918-398-4284

By using our Services, you acknowledge that you have read, understood, and agreed to this Privacy Policy.