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MaxCool Solutions Privacy Policy

Effective Date: October 20, 2025

MaxCool Solutions (“we,” “us,” or “our”) is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, store, disclose, and protect information when you visit our website (www.maxcoolsolutions.com, including all subdomains and associated services, “the Site”), purchase our products, use our customer support, or interact with our digital tools (collectively, “our Services”). By accessing or using our Services, you agree to the terms of this Privacy Policy. We comply with applicable data protection laws, including the General Data Protection Regulation (GDPR) for users in the European Economic Area (EEA), the California Consumer Privacy Act (CCPA)/California Privacy Rights Act (CPRA) for users in California, and the Children’s Online Privacy Protection Act (COPPA) for minor users.

1. Information We Collect

We collect two types of information: Personal Information (information that identifies or can be associated with a specific individual) and Non-Personal Information (information that cannot be used to identify you).

1.1 Personal Information

We collect Personal Information only when you provide it voluntarily or when necessary to deliver our Services. This may include:

  • Account & Registration Information: When you create an account on the Site, we collect your full name, email address, phone number, and password (stored in encrypted form).
  • Order & Purchase Information: To process orders, we collect your shipping address, billing address, payment method details (e.g., credit card number—note: we do not store full credit card information; this is handled by our third-party payment processors), order history, and product preferences.
  • Customer Support Information: When you contact our support team (via live chat, email, phone, or contact form), we collect your name, email address, phone number, and details about your inquiry (e.g., order number, product issues, or feedback) to resolve your request.
  • Marketing Opt-In Information: If you sign up for our email newsletters, promotions, or product updates, we collect your email address and any preferences you share (e.g., favorite product categories).
  • Social Media & Third-Party Information: If you log in to the Site using a social media account (e.g., Facebook, Google), we may collect information from that platform (e.g., your name, email address) as permitted by your social media privacy settings.
1.2 Non-Personal Information

We automatically collect Non-Personal Information when you use the Site to improve our Services and user experience. This includes:

  • Device & Technical Information: Your IP address, browser type (e.g., Chrome, Safari), operating system (e.g., Windows, iOS), device model, screen resolution, and internet service provider (ISP).
  • Usage Data: Details about how you interact with the Site, such as pages visited, time spent on each page, links clicked, search queries, product views, and cart activity.
  • Cookie & Tracking Data: We use cookies (small text files stored on your device) and similar technologies (e.g., web beacons, pixels) to remember your preferences (e.g., language settings, saved items in your cart), analyze Site traffic, and personalize content. You can manage cookie settings through your browser (see Section 7 for more details).
2. How We Use Your Information

We use your information only for legitimate purposes that are disclosed in this Policy or communicated to you at the time of collection. These purposes include:

  • Deliver & Maintain Our Services: Process your orders, arrange shipping, send order confirmations and delivery updates, and manage your account.
  • Provide Customer Support: Respond to your inquiries, resolve issues (e.g., product defects, shipping delays), and follow up on feedback.
  • Personalize Your Experience: Recommend products based on your browsing and purchase history, customize Site content (e.g., showing relevant promotions), and remember your preferences (e.g., saved addresses).
  • Enhance & Improve the Site: Analyze usage data to identify trends, fix technical errors, optimize Site performance, and develop new features or products (e.g., improving search functionality based on common queries).
  • Send Marketing Communications: Share promotional content (e.g., sale alerts, new product launches) via email, SMS, or push notifications—only if you have opted in to receive these communications. You can unsubscribe at any time (see Section 6).
  • Ensure Security & Compliance: Detect and prevent fraud (e.g., unauthorized account access, payment scams), protect against cyber threats, and comply with applicable laws (e.g., tax regulations, data protection requirements).
  • Fulfill Legal Obligations: Respond to legal requests (e.g., subpoenas, court orders), enforce our Terms of Service, and resolve disputes.
3. How We Store & Protect Your Information

We take reasonable measures to protect your Personal Information from unauthorized access, use, or disclosure.

3.1 Storage
  • Location: Personal Information is stored on secure servers hosted by our third-party data providers (e.g., cloud storage services) in the United States. If you are located in the EEA or other regions with data localization laws, we ensure cross-border data transfers comply with applicable regulations (e.g., using Standard Contractual Clauses approved by the European Commission).
  • Retention: We store your Personal Information only for as long as necessary to fulfill the purposes outlined in this Policy, or as required by law. For example:
    • Account information is retained until you request account deletion.
    • Order history is retained for 7 years to comply with tax and legal obligations.
    • Marketing opt-in data is retained until you unsubscribe.
    • After retention periods expire, we securely delete or anonymize your information so it can no longer identify you.
3.2 Security Measures
  • Technical Protections: We use encryption (e.g., SSL/TLS for data transmitted between your device and the Site, AES-256 for stored data), firewalls, and access controls to restrict access to Personal Information.
  • Operational Protections: Only authorized employees (e.g., customer support, IT teams) have access to Personal Information, and they are required to complete privacy and security training.
  • Third-Party Oversight: We require our service providers (e.g., payment processors, shipping partners) to implement similar security measures and comply with this Policy.

Note: No method of data transmission or storage is 100% secure. While we take steps to protect your information, we cannot guarantee absolute security. You are responsible for keeping your account password confidential.

4. Sharing Your Information with Third Parties

We do not sell your Personal Information to third parties for marketing purposes. We may share your information with the following parties only to fulfill the purposes outlined in this Policy:

4.1 Service Providers

We work with trusted third-party vendors to support our Services. These include:

  • Payment Processors: Companies like Stripe, PayPal, or Square process payments and handle credit card information (we do not store full card details).
  • Shipping Partners: Carriers like UPS, FedEx, or USPS receive your shipping address to deliver orders.
  • Customer Support Tools: Platforms like Zendesk store support inquiries to help resolve your issues.
  • Analytics Providers: Tools like Google Analytics or Hotjar process usage data to improve the Site (see Section 7 for details on how to opt out of analytics tracking).
  • Marketing Platforms: Services like Mailchimp or Klaviyo send promotional emails—only if you have opted in.

All service providers are contractually required to use your information only as instructed by us and to maintain appropriate security measures.

4.2 Legal & Compliance Disclosures

We may share your information if:

  • Required by law (e.g., responding to a subpoena, court order, or government request).
  • Necessary to protect our rights, property, or safety, or the rights of others (e.g., investigating fraud, preventing harm).
  • Part of a business transaction (e.g., merger, acquisition, or sale of assets—we will notify you if your information is transferred and become subject to a new privacy policy).
4.3 With Your Consent

We may share your information with third parties if you explicitly consent (e.g., sharing your shipping address with a third-party installer for ceiling fan setup).

5. Your Privacy Rights

Depending on your location (e.g., EEA, California), you have certain rights regarding your Personal Information. To exercise these rights, contact us using the information in Section 10.

5.1 Rights Under GDPR (EEA Users)
  • Access: Request a copy of the Personal Information we hold about you.
  • Correction: Ask to update or correct inaccurate or incomplete information.
  • Erasure (“Right to be Forgotten”): Request deletion of your Personal Information (if we no longer need it for the purposes collected, or if you withdraw consent).
  • Restriction of Processing: Ask us to limit how we use your information (e.g., if you dispute the accuracy of the data).
  • Data Portability: Request your information in a structured, machine-readable format (e.g., CSV file) to transfer to another service provider.
  • Withdrawal of Consent: If you provided consent for a specific purpose (e.g., marketing), you can withdraw it at any time (this does not affect the lawfulness of processing before withdrawal).
  • Lodging a Complaint: File a complaint with your local data protection authority (e.g., ICO in the UK, CNIL in France).
5.2 Rights Under CCPA/CPRA (California Users)
  • Right to Know: Request details about the Personal Information we collect, use, or disclose about you.
  • Right to Delete: Request deletion of your Personal Information (subject to exceptions, e.g., legal retention requirements).
  • Right to Opt-Out of Sale/Sharing: We do not sell your information, but you can opt out of certain data sharing (e.g., with analytics providers) using the tools in Section 7.
  • Right to Non-Discrimination: We will not treat you unfairly for exercising your privacy rights (e.g., denying access to discounts).
5.3 Verification Process

To protect your information, we may ask you to verify your identity before fulfilling your request (e.g., confirming your email address or providing an order number). We will respond to your request within 30 days (or as required by law).

6. Marketing Communications

If you opt in to receive marketing emails, SMS, or push notifications, we will send you updates about sales, new products, and exclusive offers. You can unsubscribe at any time by:

  • Clicking the “Unsubscribe” link at the bottom of marketing emails.
  • Replying “STOP” to SMS messages.
  • Adjusting notification settings in your account or device.

Unsubscribing will not affect non-marketing communications (e.g., order confirmations, support updates).

7.1 Types of Cookies

We use cookies to improve your experience on the Site. Cookies are categorized as follows:

7.1 Types of Cookies
  • Necessary Cookies: Essential for the Site to function (e.g., remembering items in your cart, enabling login). These cannot be disabled.
  • Functional Cookies: Remember your preferences (e.g., language, currency) to personalize your experience.
  • Analytics Cookies: Track how you use the Site to improve performance (e.g., which pages are most visited). We use Google Analytics for this purpose—you can opt out by installing the Google Analytics Opt-Out Browser Add-on.
  • Marketing Cookies: Used to deliver targeted ads (e.g., showing fan promotions on other websites). We do not use these without your consent.
7.2 Managing Cookies

You can control cookies through your browser settings:

  • Chrome: Settings > Privacy and security > Cookies and other site data.
  • Safari: Preferences > Privacy > Manage Website Data.
  • Firefox: Settings > Privacy & Security > Cookies and Site Data.

Disabling non-necessary cookies may affect Site functionality (e.g., you may need to re-enter your shipping address for each order).

8. Children’s Privacy

Our Services are not intended for children under 13 (or under 16 in the EEA). We do not knowingly collect Personal Information from children. If we learn we have collected information from a child without parental consent, we will delete it immediately. Parents or guardians who believe their child has provided information to us can contact us to request deletion.

9. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in laws, our business practices, or the Services. When we make changes:

  • We will revise the “Effective Date” at the top of the Policy.
  • For material changes (e.g., new ways of collecting information, significant changes to how we use data), we will notify you via email (if you have an account) or a prominent notice on the Site at least 7 days before the changes take effect.

We encourage you to review this Policy regularly to stay informed about how we protect your information.

10. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your Personal Information, contact us at:

  • Email: jlana55531@gmail.com

For EEA users, our Data Protection Officer (DPO) can be reached at jlana55531@gmail.com. For California users, questions about CCPA/CPRA rights can be directed to jlana55531@gmail.com with “California Privacy Request” in the subject line.