Cowboy's Air Conditioning & Heating Inc. (“Cowboy's”, “we”, “us”) is a family-owned heating and air-conditioning contractor at 6510 Blanco Rd, San Antonio, TX 78216. This policy explains, in plain English, what information our website and our Scout tool collect, what we do with it, and the choices you have. We don't sell personal information. We use it to answer you, schedule the work, and run the business.
1. What we collect
What you give us
- Forms on this site — when you ask for a callback, a quote, a service visit, a Comfort Club membership, a Scout report, a job application or send a referral, we receive what you type: your name, phone number, email address, service address, the service you need, and anything you write in the message box.
- Referrals — if you refer a friend or neighbor we receive their name and phone number from you. Please only share details of someone who is happy to hear from us; we use them once, to reach out about the service you described.
- Job applications — your contact details, the position and experience level you select, and any resume link you paste.
- Calls, texts and email — what you tell us when you contact us, including the number you call or text from.
- Service records — when you become a customer, the normal records of the work: your address, equipment, invoices, warranties and payment history. These live in our field-service system (Housecall Pro), not on this website.
What is collected automatically
- Device and usage data — IP address, browser and device type, the pages you visit, how you got here and roughly how long you stay. Collected by our web server logs and by the analytics and advertising tags described in section 4.
- Weather and map requests — the homepage shows the current San Antonio temperature (from Open-Meteo) and a dispatch map (tiles from OpenStreetMap). Your browser requests those directly, so those services see your IP address. Nothing about you is sent with the request.
2. How we use it
- To call, text or email you back about the request you made, schedule the visit, and do the work.
- To send a Scout report you asked for, or a Comfort Club welcome once a real person has confirmed your membership by phone.
- To keep service records, warranties and invoices for your equipment.
- To measure which of our advertising actually brings people to us (section 4) and to improve the site.
- To consider you for a job you applied for.
- To comply with the law, our licensing obligations and manufacturer warranty programs.
We may send occasional service reminders or offers to existing customers by email or text. Every one of those tells you how to stop, and stopping never affects your service.
3. Calls & texts
The phone numbers on this site may be tracking numbers provided by CallRail that forward to our office. They let us see which page or ad a call came from. Calls to and from our office may be recorded or transcribed for training, quality and record-keeping; if you would rather not be recorded, tell the person who answers and we will note it.
Text messages: we only text you if you asked us to — by ticking the text-updates box on a form, texting us first, or telling us on the phone. Message frequency varies with your request; message and data rates may apply; reply STOP to stop and HELP for help. Full details are on our SMS Terms & Consent page. We do not share your text-message consent or mobile number with third parties or affiliates for their marketing.
4. Cookies & analytics
This site uses cookies and similar tags, mainly to understand how people find and use it and to measure advertising. They are:
- Google Tag Manager, Google Analytics and Google Ads — traffic measurement, conversion measurement (for example, that a form was sent) and remarketing. Google's practices are described at policies.google.com. You can opt out of personalised Google ads at adssettings.google.com.
- CallRail — call tracking and form tracking, so we know which page a call or form came from. CallRail privacy.
- YouTube — our “On Air” videos are embedded in privacy-enhanced mode (youtube-nocookie.com); YouTube sets cookies only once you press play.
- Our own settings — a small amount of browser storage remembers things like whether you have dismissed the cookie notice or which Scout unit you last looked at. It never leaves your device.
You can block or delete cookies in your browser settings; the site still works, though we will not be able to measure our advertising. We honor the cookie notice choice you make on this site. We do not currently respond to browser “Do Not Track” signals, because there is no agreed standard for them.
5. Scout
Scout lets you look at real Trane equipment at true size and place it in your yard using your phone's augmented-reality viewer. The camera view is handled entirely on your device by your phone's own AR feature (Apple Quick Look or Google Scene Viewer) — we never receive your camera images. If you ask for a Scout report, we receive the unit you picked, the link to it, and the contact details you type. If you save a record in the Scout app at scout.cowboysacdashboard.com, that record (the unit, your inputs and any contact details you add) is stored on our server under a short code so you can open it again, and it is emailed to our office so a Cowboy can follow up.
6. Who we share with
We share personal information only with the people and companies that help us do the work, and only what they need:
- Housecall Pro — our scheduling, dispatch, invoicing and customer-records system. “Book online” takes you to a Housecall Pro page; what you enter there is covered by their privacy policy as well as ours.
- Financing partners — Synchrony, Wisetack and Service Finance. When you apply for financing you deal directly with the lender on their site; we see only the decision and the amount approved, never your application.
- Equipment manufacturers — to register warranties in your name (for example, Trane).
- Service providers — web hosting, email (Microsoft 365), call tracking (CallRail), analytics and advertising (Google), and payment processing. They work under contract and may not use your information for anything else.
- Permits and inspections — the City of San Antonio or your municipality, where a permit is required for the work.
- When the law requires it — a subpoena, court order, or to protect our rights, our people or the public.
We do not sell personal information, and we do not share it with other businesses for their own marketing.
7. How long we keep it
Form submissions and emails are kept as long as needed to handle your request and then as part of normal business records. Customer service records, invoices and warranty registrations are kept for as long as you are a customer and for the period Texas law and our manufacturer programs require afterwards. Job applications are kept for up to one year unless you are hired. Analytics data is retained according to Google's settings (by default, 14 months).
8. Your choices
- See, fix or delete what we hold about you — email info@cowboysac.com or call (210) 495-7771. We will confirm who you are, then act within 45 days. We may need to keep records the law requires us to keep (invoices, permits, warranties).
- Stop marketing — reply STOP to any text, use the unsubscribe link in any email, or tell us. Service messages about work you booked are not marketing.
- Advertising cookies — use the cookie notice on this site, your browser settings, or Google's ad settings (section 4).
- Texas residents — the Texas Data Privacy and Security Act gives you the rights above, plus the right to appeal if we decline a request. To appeal, reply to our decision and say so; we answer appeals within 60 days. We will never treat you differently for exercising a privacy right.
9. Security
This site is served over HTTPS. Form submissions are emailed to our office over encrypted connections and handled by the people who need them. Customer records live in Housecall Pro, which controls access by account. No system is perfectly secure; if we learn of a breach affecting your information we will tell you as Texas law requires.
10. Children
This site is for adults arranging work on a home or business. We do not knowingly collect information from anyone under 18. If you believe a minor has sent us information, contact us and we will delete it.
11. Other sites
We link to Housecall Pro, our lenders, Trane, Google (reviews and maps), the BBB, KSAT, UTSA and our social media. Those sites have their own privacy policies; this one stops at our door.
12. Changes
When we change this policy we post the new version here with a new effective date. A material change that affects how we use information you already gave us will be flagged on this page and, where we can, by email.
13. Contact
Cowboy's Air Conditioning & Heating Inc.
6510 Blanco Rd, San Antonio, TX 78216
(210) 495-7771 · info@cowboysac.com
Texas Department of Licensing and Regulation license TACLB27173C