Privacy Policy

1. Data We Collect

The App processes the following categories of data during normal use:

• Room scan data — 3D point clouds, meshes, room geometry, and measurements captured by your device's LiDAR sensor and Apple ARKit framework.
• Project information — Project names, addresses, map-selected locations, latitude/longitude coordinates, room names, building envelope details, equipment inputs, energy-modeling inputs, and other values you enter or confirm manually.
• Information about your customers — Details you choose to enter about the people and properties you work for, such as a homeowner's name, property and mailing addresses, email address, phone number, utility bills and fuel usage, and information entered into rebate or incentive forms.
• Newsletter signup (only if you opt in) — The email address you enter, an anonymous install identifier, and your subscription status (free, trial, or paid), used to send you the emails described in Section 6.
• Device orientation — Compass heading data used solely to determine wall orientation and related directional references.
• Cloud account information (only if you use Cloud Sync) — The email address and password you use to create a Cloud Sync account, and an account identifier assigned to it. Passwords are stored by our cloud provider in hashed form; we cannot see them.

2. How Data Is Stored

By default, scan data, project data, and reports are stored locally on your device only.

If you choose to sign in to Cloud Sync, a copy of your data is also stored in your private cloud account so you can open it on another device and in the web portal (see Section 3). If you never create a Cloud Sync account, nothing in this section changes: your projects stay on your device.

The App may use addresses, map-selected locations, coordinates, and environmental inputs to request related data such as weather information needed for modeling and projection features.

3. Cloud Sync & Web Portal (Optional)

Cloud Sync is optional and off until you create an account and sign in under Settings → Cloud Sync. When you are signed in, the App stores the following in your cloud account:

• Projects — the full project data you create or enter in the App, including rooms, measurements, floor plans, envelope details, equipment selections, fuel prices, and analysis settings.
• 3D scan files — the room scan models captured with your device.
• Reports and results — PDF reports and calculated results generated for your projects.
• Weather data — historical weather the App retrieved for your project locations.

Because projects can contain information about your customers (see Section 1), that information is stored in your cloud account along with the rest of the project, including in generated reports. Completed rebate and incentive forms stay on your device and are not uploaded. Photos you attach to projects are not stored in your cloud account.

Your data is stored with our cloud infrastructure provider, Supabase, and is protected by access rules so that only your signed-in account can read or change it. Data is sent over encrypted (HTTPS) connections.

You can view your synced projects, results, and reports on a computer through the ScanPlanHVAC web portal at scanplanhvac.com/portal, using the same email and password.

We do not sell your data, share it with other users, or use it for advertising. We access account data only as needed to operate, secure, and support the service, or when required by law.

4. Information You Enter About Others

ScanPlanHVAC is a professional tool, and you may enter personal information about your customers or other people while using it. We store and process that information only on your behalf and only to provide the App's features to you. We do not contact, market to, or sell information about the people in your projects.

You are responsible for having the right to collect and enter that information, for using it in line with the laws that apply to you, and for honoring any request from those people to access or delete it. You can edit or delete it in the App at any time; if you use Cloud Sync, deleting it in the App also removes it from your cloud account on the next sync.

5. AI-Assisted Features

Some optional features use artificial intelligence to read documents and images or to answer questions. When you choose to use one of these features, the content needed for that request is sent from the App to our server and then to our AI provider, OpenAI, to produce the result:

• Fuel and utility bill entry — text read from a bill photo or PDF on your device.
• Floor plan import — images of the floor plan pages you select.
• Heat loss report import — text from the load calculation report PDF you select.

These documents can contain personal information, such as a customer's name, address, or utility account details. Content is sent only when you start one of these features, is used only to return the result to you, and is not used to train AI models under our provider's API terms. Our AI provider may keep request data for a limited period for abuse monitoring as described in its policies. If you do not want a document processed this way, enter the information manually instead.

6. Newsletter & Subscription Emails (Optional)

The App may offer an optional email signup ("Keep me posted") on its What's New screen and after a purchase. Nothing is sent unless you enter your email address and tap the button; choosing "No thanks" has no effect on any feature.

If you subscribe, the App sends your email address, an anonymous install identifier, and your subscription status (free, trial, or paid) to our email service provider, Loops, so that we can send you product tips, feature announcements, and account emails such as a welcome message, a reminder before a free trial ends, a notice if a renewal payment fails, and occasional offers.

The install identifier is a random code the App keeps on your device. It is also attached to your App Store purchases so that Apple's subscription notifications (for example, a trial that is about to end) can be matched to your email address. On its own it does not identify you, and it is never shared with advertisers or data brokers.

You can unsubscribe at any time using the link in any email or by contacting support@scanplanhvac.com; we then stop emailing you and remove your address from Loops. We do not sell or rent email addresses and do not use them for third-party advertising.

7. Third-Party Services

The App may use third-party services such as Apple Maps and weather data providers to support address search, map display, location selection, energy modeling, system projections, and performance estimates.

These services may receive limited technical information necessary to process requests, such as search terms, selected addresses, selected coordinates, IP address, or basic device and network information. The App does not send user-generated room scans, project reports, or LiDAR models to these services.

The App does not use third-party analytics, advertising, or tracking services.

If you use Cloud Sync, your account and synced data are processed by Supabase as our cloud provider, as described in Section 3. If you subscribe to our emails, your email address and subscription status are processed by Loops, our email service provider, as described in Section 6.

8. Permissions

The App may request the following device permissions:

• Camera & LiDAR — Required to scan rooms and capture 3D measurements.

9. Data Retention & Deletion

You control the data stored on your device. You can delete projects, rooms, and related data within the App. Uninstalling the App will remove locally stored App data from your device, subject to your device and backup settings.

If you use Cloud Sync, your cloud data is kept while your account exists. Deleting a project in the App also removes its contents and reports from your cloud account the next time the App syncs; only a blank placeholder is kept so your other devices know the project was deleted. Signing out stops syncing and leaves your projects on the device.

You can permanently delete your cloud account at any time in the App under Settings → Cloud Sync → Delete Account. This removes your account and all of your synced projects, scan files, reports, and weather data from the cloud. Projects on your device are not affected. You can also request deletion by emailing support@scanplanhvac.com.

If you subscribed to our emails, your email address is kept until you unsubscribe or ask us to remove it, after which it is deleted from our systems and from Loops.

10. Children's Privacy

The App is not directed to children under the age of 13 and does not knowingly collect personal information from children.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with a revised effective date. Continued use of the App after an updated policy becomes effective constitutes acceptance of the revised policy.

12. Contact

If you have questions about this Privacy Policy, please contact:

support@scanplanhvac.com