Windy City Equipment — Privacy Policy

Last updated: 10/05/2025

Windy City Equipment, LLC (“WCE,” “we,” “us,” “our”) provides commercial HVAC, refrigeration, and food equipment services in Phoenix, Tucson, and Houston. This Privacy Policy explains how we collect, use, and share information when you visit our websites, HighLevel-powered pages and funnels, contact us, or use our services. It also contains our Mobile Terms for text messaging and our Voice Call practices.

How to contact us
customersupport@wcecommercial.com | (800) 972-3509
278 S. Hamilton Place, Gilbert, AZ 85233, USA

Information we collect

Website visitors and leads
Name, company, role/title (if provided), email, phone number, service location, form responses, IP address, device and usage data, cookie IDs, CRM tags, engagement scores.

Customers
Contact details, service-site details, purchase history, service notes, scheduling and dispatch details, PM reminders, invoices and collections records. Credit card authorization forms may be exchanged with Customer Support by email. Card processing is performed by our payment processor. We do not store full card numbers.

Documentation media
Photos, video, and written notes from service visits, including XOi content.

Calls and texts
Call and text metadata such as time, date, routing, opt-in and opt-out events. If we enable call recording, see “Call recording.”

Applicants and vendors
Handled primarily through third-party platforms such as iSolved for HR. Those providers’ terms apply in addition to this policy.

Sources
Forms on our main site (Gravity Forms), HighLevel pages, forms and chat, inbound and outbound calls and texts, email, referrals, tradeshow contact lists provided by you, current customer contacts, and analytics or advertising platforms you allow via cookies.

How we use information

Operations
Quoting, scheduling, dispatch, service updates, PM reminders, invoices and collections, customer support, account management.

Communications and marketing
Newsletters, educational content, promotions, offers, event invites, remarketing and retargeting, discovery calls.

Compliance and safety
Maintaining consent records for email, SMS and voice, managing Do-Not-Call requests, security monitoring, audits, and legal requirements.

Personalization and automation
Lead scoring, segmentation, audience building and lookalike audiences to deliver more relevant content.

We process information to provide requested services, based on your consent where required, to comply with law, and for our legitimate interests in running and improving our business.

Cookies, analytics and advertising

We use Google Analytics 4 and Google Tag Manager and advertising pixels from Google, Meta and LinkedIn to measure performance and run remarketing. Our websites display a cookie banner. You can adjust browser settings, use platform ad preferences, or opt out of interest-based ads via industry pages such as the NAI or DAA. Where feasible we honor browser-level signals such as Global Privacy Control.

We do not use session replay or heatmaps at this time. We do not sell or share your personal information with advertising partners for their own marketing.

Sharing information

We share information with service providers that help us operate, including website hosting, CRM and marketing platform services, email and SMS and voice delivery, analytics and ads, scheduling, document storage, payment processing, HR platforms such as iSolved, and XOi for service documentation. These providers may access information only to perform services for us and must protect it. We may also share information to comply with law, protect rights and safety, or in a business transfer.

Your choices and rights

You can request access, correction, deletion or a copy of your information and you can opt out of marketing at any time.
Email: use the unsubscribe link.
SMS: reply STOP.
Voice: ask to be added to our Do-Not-Call list.
Privacy requests: customersupport@wcecommercial.com.

We do not knowingly collect information from children under 13.

Data retention

We keep information only as long as reasonably necessary for the purposes above, then delete or de-identify it.

  • Leads that become inactive: 24 months from last activity

  • Customer account and service records: 7 years after last service

  • Email consent and unsubscribe logs: 4 years from last send

  • SMS consent logs and message metadata: 4 years from last message

  • Do-Not-Call list and voice consent logs: 4 years from last call

  • Call recordings if enabled: 12 months unless needed for training or disputes

  • XOi photos, videos and notes: 7 years or the term required by customer contract

  • Analytics event data: up to 26 months in GA4

If law requires longer retention, we keep only what is needed.

Security

We use technical and organizational measures to protect information, including multi-factor authentication and role-based access to our CRM limited to executives, marketing and CSR agents. No method of transmission or storage is perfectly secure.

Mobile Terms — SMS/Text messaging

If you opt in to receive text messages from WCE:

  • We collect your mobile number, consent status, timestamps and message logs to send service and marketing texts.

  • We do not sell or share mobile numbers or SMS consent data with third parties for their marketing.

  • Message frequency varies. Message and data rates may apply.

  • Opt out anytime by replying STOP. For help, reply HELP or contact customersupport@wcecommercial.com or (800) 972-3509.

  • Consent is not a condition of purchase.

  • Carriers are not liable for delayed or undelivered messages.

Voice calls and call recording

If you share your phone number with us in connection with an inquiry or service, we may call you by phone to respond and provide service-related updates. These calls are placed by a person (not an autodialer) and do not use artificial or prerecorded marketing voices. You may ask to be added to our Do-Not-Call list at any time. We honor the National Do-Not-Call Registry and permitted calling hours of 8 a.m. to 9 p.m. in your local time.

Call recording
We may record certain calls for quality and training; where recording is enabled we’ll notify you at the start of the call so you can opt out.

Third parties and links

Our site and funnels may link to other websites or services. Their privacy practices are governed by their own policies.

Changes to this policy

We may update this policy from time to time. The “Last updated” date reflects the latest version. Material changes will be posted here.

Contact

Questions about this policy or your information
customersupport@wcecommercial.com | (800) 972-3509

United States