Privacy Policy

Plain-language summary

On Time Heating & Cooling, LLC ("On Time," "we," "our," or "us") is a Wisconsin limited liability company that provides residential heating, cooling, indoor-air-quality, and related HVAC services in southeastern Wisconsin. This Privacy Policy explains what information we collect when you visit otheating.com or otherwise interact with our business, how we use it, who we share it with, and the rights and choices you have. It also includes our required disclosures under the California Consumer Privacy Act/California Privacy Rights Act ("CCPA/CPRA") and analogous laws in other U.S. states that grant privacy rights, our SMS/text consent terms under the federal Telephone Consumer Protection Act ("TCPA") and the carrier A2P 10DLC framework, and our cookie and AI-feature disclosures.

We do not sell your personal information. We do not knowingly collect information from children under 13. By using this site or contacting us, you accept this Policy; if you do not agree, please do not use the site or our services.

1. Who we are & how to reach us

Controller of your information: On Time Heating & Cooling, LLC, a Wisconsin limited liability company, principal place of business at 323 W Sunset Dr, Waukesha, WI 53189. For any privacy question, request, or complaint, contact us at [email protected] or call 262-671-8999. We aim to respond to verifiable privacy requests within 45 days, as required by law.

2. Information we collect

2.1 Information you give us directly

• Contact & identifiers: name, postal/service address, phone number, email, the home or building where service is requested, and the name of the property owner if different from the requester.
• Service request details: equipment make/model, age of system, symptoms, photos you choose to share, scheduling preferences, and any access notes (gate codes, pet warnings, etc.).
• Payment & financing information: billing address and payment information collected by our payment processor and, if you apply, the financing data collected by our financing partner (currently Wisetack). We do not store full card numbers on our systems; payments are tokenized by the processor.
• Communications: the content of calls, voicemails, texts, emails, chats, and form submissions you send us. Calls and chats may be recorded or logged for quality, training, dispatching, and dispute-resolution purposes; we will give the required notice where local law requires it.
• Membership & account data: your On The Dot Club enrollment status, service history, maintenance schedule, and any preferences you tell us.

2.2 Information collected automatically when you visit our site

• Device & usage data: IP address, approximate location derived from IP, device type, operating system, browser type and version, language, referring/exit pages, pages viewed, time on page, and similar log data.
• Cookies, pixels, and similar technologies (see §5).
• Click & call tracking on phone numbers and "Book Now" / form buttons so we can measure marketing effectiveness.

2.3 Information from third parties

• Booking / chat partners: when you schedule through our HouseCall Pro Online Booking widget or chat through the HouseCall Pro Chat Widget on our site, the information you submit there is provided to us and is also processed by HouseCall Pro under its own privacy policy.
• Review platforms & map providers: public review content and ratings (Google, Facebook, Yelp, Birdeye), and approximate location data when you use a map embed.
• Advertising & analytics partners: performance signals from Google Search and Local Services Ads, Meta (Facebook/Instagram), TikTok, and similar platforms when configured. Cortex Local (our marketing automation provider) may also provide GBP-related aggregate insights.
• Financing partner: if you apply for financing through Wisetack, they collect and process your application directly under their privacy policy; they may share an approval/denial status with us so we can complete the transaction.

3. How we use your information

• Provide, schedule, dispatch, and complete the HVAC services you request.
• Confirm appointments, communicate ETAs, and reach you on the day of service.
• Process payments, invoices, financing, and refunds where applicable.
• Run our On The Dot Club membership: schedule tune-ups, track member benefits, and maintain your service history.
• Respond to inquiries, send second-opinion follow-ups, and provide customer support.
• Send transactional and (if you opt in) promotional SMS, email, or postal mail — see §6.
• Operate, secure, and improve our website, including diagnosing problems and preventing fraud or abuse.
• Measure marketing effectiveness, model service-area demand, and (when configured) serve relevant advertising on third-party platforms; you can opt out of analytics and ad tracking as described in §5.
• Comply with our legal, tax, warranty, and contractual obligations.
• Defend our rights, the safety of our technicians and other customers, and the integrity of our systems.

4. How we share information

We do not sell or "share" (as those terms are defined in the CCPA/CPRA) your personal information for monetary or other valuable consideration.

We disclose information only to the categories of recipients below:

• Service providers acting on our behalf under written contracts that require confidentiality and use limited to our instructions — including our hosting and analytics vendors, payment processor, our financing partner (Wisetack) when you apply for financing, the HouseCall Pro online booking and chat platform, our SMS/A2P 10DLC messaging vendor (if configured), our CRM and ticketing platform, our email/SMS marketing platform (if you opt in), Google reCAPTCHA for bot prevention, and Cortex Local for marketing automation.
• Equipment manufacturers and warranty administrators, when we register your equipment or process a warranty claim on your behalf.
• Government and legal recipients when required by law, subpoena, court order, or to protect the rights, property, or safety of On Time, our customers, our technicians, or the public.
• Successors in interest in connection with a merger, acquisition, financing, reorganization, bankruptcy, or sale of all or part of our business.
• Aggregated or de-identified information that cannot reasonably be used to identify you.

5. Cookies, analytics, and online advertising

We use cookies and similar technologies to operate the site, remember preferences, measure traffic, and (when configured) attribute marketing performance and serve relevant ads. Categories we may use include strictly necessary, performance/analytics, functional, and targeting/advertising cookies. Where required by law (e.g., the EU/UK or U.S. states with universal opt-out mechanisms), non-essential cookies are loaded only after you provide consent or after we honor a recognized opt-out preference signal such as Global Privacy Control ("GPC").

You can control cookies through your browser settings and through the consent controls on our site (where shown). You can opt out of common advertising cookies via NAI, DAA, and EDAA, and you can opt out of Google Analytics via Google's opt-out browser add-on. Disabling some cookies may limit site functionality.

Do Not Track / Global Privacy Control: our site is configured to honor a valid GPC signal as an opt-out of "sale" and targeted advertising for users in states whose laws recognize that signal (e.g., California, Colorado, Connecticut, Texas, and others as adopted).

6. SMS / text-message terms (TCPA + A2P 10DLC consent)

When you give your phone number on a contact, booking, financing, or maintenance-plan form, or when you text us directly, you agree we may send you transactional text messages about your appointment, dispatch ETA, technician arrival, invoice, follow-up, or warranty claim. If you separately opt in to marketing texts (by checking a clearly labeled box or replying YES to an enrollment prompt), you also agree we may send you recurring promotional messages about specials, seasonal offers, and membership benefits.

• Frequency: message frequency varies; expect up to ~6 messages per month for marketing, plus appointment-related messages.
• Carrier disclaimer: "Msg & data rates may apply."
• Help & opt-out: reply HELP for help, or STOP to opt out of marketing messages at any time. You will receive a confirmation of your opt-out. Stopping marketing texts does not stop transactional texts about a job in progress, unless you also tell us to stop those.
• Carrier non-liability: wireless carriers are not liable for delayed or undelivered messages.
• Eligible numbers: our SMS program supports U.S. mobile carriers and is provisioned under the carrier A2P 10DLC framework. We do not share your mobile opt-in data with third parties for their own marketing.

Your consent to receive text messages is not required as a condition of any purchase. For SMS questions, contact us at [email protected] or 262-671-8999.

Your Privacy Choices — Your California Privacy Rights — Do Not Sell or Share My Personal Information

This section is your on-site Your Privacy Choices notice under the California Consumer Privacy Act as amended by the CPRA (Cal. Civ. Code §1798.100 et seq.) and analogous U.S. state privacy laws. It also explains how we honor Global Privacy Control ("GPC") and the cookie preference control on this site. Final wording remains subject to client/legal review.

On Time Heating & Cooling, LLC does not sell personal information for money. Some advertising and attribution tools — when Cortex Local or our marketing partners enable them — may constitute "sharing" for cross-context behavioral advertising under California law when advertising consent is enabled. Categories of personal information we may collect online through tools actually used on this site include:

• Identifiers & contact data you submit on forms or via phone/SMS (name, phone, email, service address).
• Internet / device activity from site analytics and tag management when configured (Google Analytics 4 and/or Google Tag Manager via Cortex Local), plus bot prevention via Google reCAPTCHA.
• Commercial / service records related to booking, dispatch, invoicing, and warranty work (including HouseCall Pro online booking and chat when you use those widgets).
• Financing application data collected only on Wisetack's hosted site when you choose to prequalify — we do not collect full payment-card numbers on our pages.

Depending on your state of residence, you may have the right to:

• Know / access what personal information we collect, use, and disclose, and request a copy (portability) in a usable format.
• Delete personal information, subject to exceptions (completed transactions, warranty, tax/accounting, and legally required records).
• Correct inaccurate personal information.
• Opt out of the "sale" or "sharing" of personal information for cross-context behavioral advertising, and of certain profiling.
• Limit use of sensitive personal information where applicable (we collect none beyond what is needed to provide HVAC service).
• Non-discrimination — we will not deny service, charge different prices, or provide a different level of service because you exercised a privacy right.
• Appeal a denial of a privacy request in states that require it (e.g., Virginia, Colorado, Connecticut).

California residents may designate an authorized agent to submit a request on their behalf, provided we can verify both the agent's authority and the consumer's identity. California's "Shine the Light" law (Civil Code §1798.83) permits residents to request information about disclosures of personal information to third parties for those parties' direct-marketing purposes; we do not make such disclosures.

How to opt out of sale/share and advertising cookies on this site. Use the Manage cookie preferences control (also linked in the site footer) and choose Decline to keep non-essential analytics and advertising cookies off. We also honor a valid Global Privacy Control (GPC) browser signal as an advertising opt-out of "sale"/targeted advertising without requiring another interaction. You may additionally opt out of common advertising cookies via NAI, DAA, and EDAA.

How to submit a know / delete / correct request. Email [email protected] with the subject line "Privacy Request" (or "Do Not Sell or Share My Personal Information") and tell us which right you are exercising and the state you reside in, or call 262-671-8999. We will verify your identity by matching information you provide against information we already have on file (we will not ask for new sensitive information solely to verify you). We respond within the timelines your state requires (typically 45 days, extendable once for an additional 45 days with notice). There is no fee for a verifiable request unless it is manifestly unfounded or excessive.

Business contact for privacy choices: On Time Heating & Cooling, LLC, 323 W Sunset Dr, Waukesha, WI 53189; [email protected]; 262-671-8999. Last updated July 30, 2026.

8. Children

Our website and services are intended for adults. We do not knowingly collect personal information from anyone under 13 years of age, in compliance with the Children's Online Privacy Protection Act ("COPPA"). If you believe a child under 13 has provided us with personal information, contact us and we will promptly delete it.

9. Data retention

We keep your personal information only as long as we have a legitimate business reason or a legal obligation to do so — for example, to complete the service you booked, honor warranties, comply with tax or accounting rules, defend against legal claims, or operate the On The Dot Club. When we no longer need it, we delete or de-identify it. Backups and log files may persist for a limited period under our standard retention schedule.

10. Payment Security

This website does not collect, transmit, or store credit card or bank account numbers. When you pay for service, payment is processed through our secure invoicing and payment providers (not via raw card fields on otheating.com). Financing applications offered through our Financing page are completed entirely on Wisetack's own secure website and are governed by Wisetack's privacy policy and terms — we never see or retain your full card or application details on our site.

11. Security

We use reasonable administrative, technical, and physical safeguards designed to protect the personal information we maintain — including access controls, encryption in transit (HTTPS), and vendor due diligence. No method of transmission over the Internet or method of electronic storage is 100% secure, however, and we cannot guarantee absolute security. Always use strong, unique passwords for any account you keep with our financing or booking partners and notify us promptly of suspected unauthorized access.

12. Third-party services and links

Our website integrates with third-party services (HouseCall Pro booking, HouseCall Pro chat, Wisetack financing, Google reCAPTCHA, Google Maps, payment processing, analytics, and similar providers) and may link to social-media platforms. We are not responsible for the privacy practices of those third parties; please review their policies before providing information to them.

13. AI features and automated content disclosure

Some content on our site (educational articles, FAQs, chat replies, estimator outputs) may be drafted, summarized, or assisted by artificial-intelligence tools, then reviewed and approved by our team. AI-generated content is intended for general information only, is not professional engineering or legal advice, and should not be relied on for safety, warranty, or compliance decisions. See our Terms & Conditions for the full AI & automated-content disclaimer.

14. Changes to this Privacy Policy

We may update this Policy from time to time to reflect changes to our services, technology, legal requirements, or other factors. When we make material changes, we will update the "Effective" and "Last updated" dates at the top, and — for material changes — provide additional notice through the website or a direct communication where required.

15. Contact us

Questions, requests, or complaints about this Policy or our privacy practices? Contact:

On Time Heating & Cooling, LLC
323 W Sunset Dr, Waukesha, WI 53189
Email: [email protected]
Phone: 262-671-8999

This Policy is governed by the laws of the State of Wisconsin, without regard to its conflict-of-laws principles. If you reside in another U.S. state, the additional rights granted by your state's law apply alongside this Policy.