Terms of Use

Who these terms are with

HVACR Passport is operated by Chad Reeves, sole proprietor, trading as HVACR Passport (“we,” “us”). These terms govern your use of our websites, our web portals, and our mobile apps HVACR Passport (for homeowners) and HVACR Passport Contractor (for HVAC contractors and technicians) — together, the “platform.”

By creating an account or using the platform, you agree to these terms. If you are using the platform on behalf of a company, you confirm you are authorized to accept these terms for it.

Our Privacy Policy explains what we do with your information and forms part of these terms.

Your account

You must provide accurate registration information and keep it current. You are responsible for keeping your password confidential and for activity that happens under your account. Tell us promptly if you believe your account has been used without your permission.

Accounts are personal to you. Trade professionals register under an organization; your access reflects your role in that organization, and an administrator of your organization may change or revoke it.

You may delete your account at any time from Settings → Delete account in either mobile app, or from Settings in the web portal. What is removed and what is retained is described in the Privacy Policy.

What the platform is — and what it is not

The platform is a record-keeping system. Equipment records are contributed by the parties who handle the equipment: manufacturers record what they build, distributors and contractors record what they ship, receive, and install, and technicians record the service they perform.

We do not verify the accuracy of that information. We provide the system that stores it, timestamps it, and attributes it to the party who entered it. The audit trail records who recorded what and when; it does not make a claim that the underlying entry is correct.

We are not a party to warranties. Warranty terms are set by the equipment manufacturer. The platform displays warranty status calculated from recorded installation dates and manufacturer terms; it is a convenience, not a guarantee of coverage, and the manufacturer’s own determination governs.

The platform is not a substitute for professional judgment. AI-assisted diagnostics, where offered, generate suggestions from recorded equipment data. They are guidance for qualified technicians, not instructions, and must not be relied on in place of training, manufacturer documentation, or applicable code. HVAC work involves electricity, pressurized refrigerant, and combustion; a qualified professional is responsible for every decision made in the field.

Acceptable use

You agree not to:

• Access data belonging to another organization, homeowner, or manufacturer, or attempt to circumvent the platform’s access controls.
• Enter information you know to be false, particularly inspection results, commissioning readings, installation dates, or service records — other parties rely on these, and warranty decisions may follow from them.
• Share account credentials, or use another person’s account.
• Scrape, bulk-export, or resell platform data, or use it to build a competing dataset.
• Interfere with the platform’s operation, probe it for vulnerabilities without our written permission, or exceed documented rate limits.
• Use the platform to send unlawful, harassing, or misleading messages to other users.
• Use the platform in violation of any applicable law or regulation.

Tags, QR codes, and NFC labels identify specific physical equipment. Applying a tag to equipment other than the unit it was issued for misrepresents the record and is a breach of these terms.

Content you contribute

You keep ownership of the information you enter. You grant us the right to store, process, and display it as needed to operate the platform — including showing it to the other parties entitled to see it, as described in the Privacy Policy.

Because equipment records outlive individual accounts and ownership changes, records you contribute about a piece of equipment remain part of that equipment’s history after you stop using the platform, in de-identified form.

Shareable links and ownership transfer

Homeowners can generate temporary links that let someone without an account view a unit’s record, and can transfer a unit’s record to a new owner when a home is sold. You are responsible for who you share a link with and for confirming the identity of a transfer recipient. Links can be revoked at any time by the person who created them.

Availability

We aim to keep the platform available and reliable, but we do not promise uninterrupted service. We may modify, suspend, or discontinue features, and we perform maintenance that may make the platform temporarily unavailable.

Suspension and termination

We may suspend or terminate access that breaches these terms, that puts other users’ data at risk, or that we are legally required to stop. Where practical we will tell you why and give you a chance to correct the problem. You may stop using the platform and delete your account at any time.

Disclaimers and limits

To the fullest extent permitted by law, the platform is provided “as is,” without warranties of any kind, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the platform will be error-free or that recorded information is accurate or complete.

To the fullest extent permitted by law, we are not liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, lost data, or business interruption. Our total liability arising from or relating to the platform is limited to the greater of the amount you paid us in the twelve months before the claim, or one hundred US dollars.

Some jurisdictions do not allow certain exclusions or limitations, so parts of this section may not apply to you. Nothing here limits liability that cannot lawfully be limited.

Indemnity

If your use of the platform, or information you enter into it, leads to a claim against us by a third party, you agree to defend and indemnify us against that claim and its reasonable costs, except to the extent it arises from our own wrongdoing.

Changes to these terms

We may update these terms. If we make a material change we will update the “Last updated” date and, where required, notify you in the app or by email. Continuing to use the platform after a change means you accept the updated terms.

Governing law

These terms are governed by the laws of the United States and of the state in which the operator resides, without regard to conflict-of-laws rules. Disputes will be brought in the courts of that state, and you consent to their jurisdiction.

Contact

Chad Reeves, sole proprietor, trading as HVACR Passport
[email protected]