Confidentiality

The first Estimate Process Call requires no customer files or system access. If a later review involves actual records, we agree on what can be viewed or shared, who can access it, and the purpose of the review first. A separate confidentiality agreement can be arranged before sensitive information is disclosed.

Paid engagement documents set out the records, locations, time period, authorized people and tools, responsibilities, and handling arrangements. The shop must have authority to share the information and instruct the work. Customer identifiers should be removed where they are unnecessary for the review. Passwords and unrelated customer financial documents should not be included in an estimate export.

Sharing records does not transfer the shop’s rights in them. Customer and estimate records, pricing, staff notes, reasons for decisions, and engagement findings are treated as confidential. We use them to perform the agreed work and meet related legal, security, and administrative obligations.

The Estimate Review Pilot examines a selected group of existing records. The Replacement Recovery Diagnostic adds a deeper process review and implementation specification. Neither includes customer outreach or system changes. A Recovery Build implements the approved specification. Managed Recovery Operations carries out only the responsibilities agreed in its separate scope.

Access to an estimate does not by itself authorize a call, text, or email to its customer. Before customer contact is included, the shop and Kopikat agree on the eligible records, permitted channels, who is represented, consent requirements, contact limits, stop rules, and escalation responsibilities. Customer requests to stop must be respected.

A missing reason remains unknown until supported by information. Silence is not permission to keep contacting someone, and an unsold estimate is not automatically an active opportunity.

Where included in the scope, we record responsibility for the next action and assign or report team credit using rules approved by the shop. Credit may be shared and may differ from responsibility for follow up. Access to staff details and credit reports is limited to the people authorized for that work.

The shop decides its compensation policies and resolves disputed credit. Our current service does not calculate or pay commissions, run payroll, or make employment decisions. Recorded credit describes the application of the shop’s rules; it does not establish that one person or activity caused a sale.

Access is limited to authorized people and tools needed for the engagement. Any additional provider handling client records needs to be covered by the agreed handling arrangements. Recording, transcription, or use of identifiable records in an AI tool must be addressed explicitly before that use, including the provider and purpose. Website booking does not authorize those uses of client records.

We do not sell client records, use them to market to the shop’s customers, or disclose identifiable records or findings to another HVAC business. Publication of a client name, testimonial, record, or identifiable result requires specific written permission covering what will be published. Permission for client work is not permission for broader research or publication. General methods can improve through experience while client information remains confidential.

Disclosure may be required by law. Any such disclosure is limited to what is required, with notice to the client where legally permitted. The engagement terms address security responsibilities and notification if client information is affected by an incident.

The shop controls the access it grants and can revoke it. Revocation may pause or prevent work that depends on that access. Before an engagement ends, the handover arrangement identifies the records and deliverables to return, any recurring operations to transfer or stop, and who will maintain the workflow afterwards.

Return or deletion timing for working copies is agreed in writing, including provider backups and any records that must be retained for legal, security, or dispute purposes. Retained information remains subject to confidentiality restrictions. Ending Kopikat’s work does not cancel the shop’s separate software subscriptions or their charges.

These commitments describe our approach. The signed engagement and any confidentiality or data handling agreement provide the specific obligations for the work. Changes to this page do not alter those signed terms. The privacy notice covers website visits, bookings, and business communications.

For a confidentiality question or to discuss an agreement before sharing records, contact inquiries@kopikat.io.