Effective Date: April 6, 2026

Last Updated: April 6, 2026

Cowboys Air Conditioning & Heating (“Cowboys AC,” “we,” “us,” or “our”) operates the Cowboys AC Employee App (the “App”). This Privacy Policy explains how we collect, use, and protect your personal information when you use our App.

1. Information We Collect

When you use the App, we collect the following information:

• Account Information: Name, email address, employee role, and department
• Work Data: Pay sheet submissions, job assignments, vehicle maintenance requests, and fuel entries
• Device Information: Device type and operating system (for app compatibility)
• Photos: Only when you choose to upload photos for vehicle maintenance requests or profile pictures

2. How We Use Your Information

We use your information solely for internal business operations:

• Managing employee pay sheets and job tracking
• Processing vehicle maintenance requests
• Tracking fuel card usage and expenses
• Facilitating the Cowboy Points employee rewards program
• Sending work-related notifications
• Administering employee accounts and access roles

3. Data Storage & Security

Your data is stored on secure servers hosted by GoDaddy with SSL encryption for all data in transit. Access to employee data is restricted to authorized administrators and business owners. We use API key authentication and session tokens to protect all communications between the App and our servers.

4. Data Sharing

We do not sell, trade, or share your personal information with any third parties. Your data is used exclusively within Cowboys AC for business operations. The only exception is if required by law or legal process.

5. Biometric Data

The App supports Face ID and Touch ID for convenient sign-in. Biometric data is processed entirely on your device by Apple’s authentication framework. We never receive, store, or have access to your biometric data.

6. Camera & Photo Access

The App requests camera and photo library access only for vehicle maintenance photo uploads and profile pictures. Photos are uploaded only when you explicitly choose to do so. We do not access your camera or photos for any other purpose.

7. Data Retention

We retain your account data for as long as you are an employee of Cowboys AC. Pay sheet and job records may be retained for business and tax compliance purposes. If you delete your account through the App, your personal information is anonymized, though anonymized work records may be retained for audit purposes.

8. Your Rights

You have the right to:

• Access your personal data through the App
• Request correction of inaccurate information
• Delete your account and personal data through the App’s profile settings
• Contact us with any privacy concerns

9. Account Deletion

You can delete your account at any time through the App by going to Profile > Delete Account. Account deletion will anonymize your personal information. This action is permanent and cannot be undone.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes through the App. Continued use of the App after changes constitutes acceptance of the updated policy.

11. Contact Us

If you have any questions about this Privacy Policy or our data practices, contact us at:

Cowboys Air Conditioning & Heating
San Antonio, Texas
Email: michael@cowboysac.com