PRIVACY POLICY

Permit & Rebate Hub

Last updated: January 02, 2026

This Privacy Policy explains what information we collect, how we use it, how we store it, and how you can request access or deletion.

By using our website or services, you agree to this Policy

1. Who we are

“Permit & Rebate Hub” (“we,” “us,” or “our”) provides filing services for permits and rebates related to HVAC, energy, and similar projects. We collect and use personal information only as needed to provide these services and run our business.

2. What this policy covers

This policy applies to:

  • Our website and online forms

  • Email and document uploads you send to us

  • Information we receive from contractors on your behalf

It does not cover how cities, counties, utilities, or contractors use your information. They each have their own policies.

3. What data we collect

We only collect information that we need to:

  • Review your project

  • File permits and rebates

  • Communicate with you

  • Keep records and comply with the law

3.1 Information you provide directly

When you use our forms or email us, we may collect:

  • Contact details:

    • Name

    • Email address

    • Phone number

    • Project/property address

  • Project details:

    • Type of equipment installed

    • Installation date

    • Contractor name

  • Documents and images:

    • Contractor invoice

    • AHRI certificates

    • Model and serial numbers

    • Job photos (before/after)

    • Utility bills or screenshots

    • Title-24 or other energy reports

    • Permits, approvals, or notices from cities/utilities

  • Communication:

    • Emails and messages you send us

    • Notes from calls or follow-ups

3.2 Information we receive from contractors

If a contractor works with us on your behalf, we may receive:

  • Your name and contact information

  • Project address

  • Invoices and job documentation

  • Photos and equipment details

We treat this information the same way as information you send directly.

3.3 Website and technical data

When you visit our website, basic technical information may be collected automatically, such as:

  • IP address

  • Browser type

  • Pages visited

  • Time and date of visits

We may also use cookies or similar tools to keep the site working properly and to understand basic usage. We do not use this data to build marketing profiles or sell it to third parties.

4. How we use your data

We use your data only for clear, limited purposes:

  1. To provide our services

    • Review your documents

    • Prepare and submit permit and rebate applications

    • Track statuses and manage follow-ups

  2. To communicate with you

    • Confirm intake

    • Request additional information

    • Provide status updates

    • Send final documents

  3. To work with contractors, cities, and utilities

    • Share necessary information to file on your behalf

    • Respond to correction or clarification requests

  4. To operate and improve our business

    • Maintain internal records (for example, past filings and communications) Improve our internal workflows and standard operating procedures

    • Improve workflows and internal SOPs

  5. To meet legal and compliance obligations

    • Keep records required by law or for accounting

    • Respond to lawful requests or legal processes

We do not sell your personal information.

5. How we store and protect your data

We store your information in secure digital systems designed for business use (such as encrypted cloud storage).

  • Client files are stored in organized folders with access limited to authorized team members.

  • We use secure storage and backup processes to prevent loss, as outlined in our internal Backup Schedule SOP.

  • We use reasonable administrative, technical, and organizational measures to protect against unauthorized access, loss, or misuse.

No system can be 100% secure, but we take security seriously and work to minimize risk.

6. How we share your data

We share your information only when necessary to provide our services or comply with the law.

We may share data with:

  1. Cities, counties, and permitting authorities

    • To file permits and respond to their questions.

  2. Utilities and rebate program administrators

    • To file rebates and respond to their requests.

  3. Contractors

    • To request corrected invoices, documents, or technical details.

  4. Service providers

    • For example: email, cloud storage, or form tools we use to collect, store, and manage your information.

    • These providers are used to support our operations and are not allowed to use your data for their own marketing.

  5. Legal and compliance reasons

    • If required by law, court order, or to protect our rights or the rights of others.

We do not sell your personal information to third parties.

7. How long we keep your data

We retain your data only as long as reasonably necessary for:

  • Completing your permit and/or rebate filings

  • Responding to follow-up questions or audits

  • Keeping records for legal, tax, and accounting purposes

  • Internal reporting and historical reference for past projects

After it is no longer needed for these purposes, we may:

  • Archive it in a restricted backup, or

  • Delete it, where feasible and appropriate

If you request deletion, see Section 9 below for how to contact us and what we can remove.

8. Your rights

Depending on where you live, you may have certain rights over your personal information, including:

  • The right to know what personal information we hold about you

  • The right to correct inaccurate information

  • The right to request deletion of your information (subject to legal/record keeping limits)

  • The right to ask how your data is used and shared

We will honor these rights to the extent required by applicable law and consistent with our legal, tax, and recordkeeping obligations.

9. How to request access or deletion

To request:

  • A copy of your data

  • A correction

  • Deletion of your data (where possible)

You can contact us at:

Email: support@permitandrebate.com

Please include:

  • Your full name

  • The project address

  • What you are requesting (access, correction, or deletion)

We may need to verify your identity before acting on your request.
Some information may need to be retained for legal, tax, fraud-prevention, or recordkeeping reasons even if you request deletion.

10. Children’s privacy

Our services are intended for adults and property owners, not children.

We do not knowingly collect personal information from anyone under 18. If you believe a minor has provided us with personal information, contact us and we will review situation and remove the data where appropriate.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time.

When we make changes, we will update the “Last updated” date.
If changes are significant, we may post a notice on our website.

If you continue using our website or services after we post changes, you are agreeing to the updated Policy.

12. Contact us

If you have questions about this Privacy Policy or how we handle your data, contact:

Email: support@permitandrebate.com