Privacy Policy
Effective Date: November 4th, 2025
Last Updated: November 4th, 2025
Industrial Refrigeration Pros ("Company," "we," "us," or "our") operates RefrigAgent.com and related services (the "Service"). This Privacy Policy explains how we collect, use, process, and protect your personal information when you use our Service.
By using our Service, you consent to the collection and use of information in accordance with this Privacy Policy. This Privacy Policy should be read in conjunction with our Terms of Service.
1. Data Collection Practices
We collect information you provide directly to us, information collected automatically, and information from third-party sources.
1.1 Information You Provide Directly
Personal Information:
- First and last name
- Email address (with validation)
- Phone number (supporting international formats)
- Job title and professional role
Company Information:
- Company name
- Industry classification
- Company size (employee count ranges: 1-50, 51-500, 501-1000, 1000+)
- Company website URL
Plant and Facility Information:
- Plant name and identification
- Plant descriptions and operational details
- Facility-specific technical information and interesting facts
Customer Relationship Data:
- Existing IR Pros customer status
- Service history and relationship details
- Previous project and engagement information
Account and Authentication Information:
- Account credentials and login information
- Security preferences and authentication settings
- Account recovery and verification data
Project and Technical Data:
- CAD files, drawings, and technical specifications you upload
- P&ID (Piping and Instrumentation Diagrams) data
- Project parameters and configuration settings
- Industrial refrigeration system specifications
- Comments, annotations, and project notes
- Collaboration data within projects
Communication Data:
- Customer support inquiries and correspondence
- Feedback, surveys, and testimonials
- Marketing communication preferences and consent status
- Communication history and interaction logs
Consent and Agreement Records:
- Terms of Service acceptance records
- Privacy Policy agreement status
- Marketing communication consent (opt-out model for emails: consent granted upon form submission, can be withdrawn at any time)
- Cookie consent (opt-in model: affirmative consent required via cookie banner for non-essential cookies)
1.2 Information We Collect Automatically
Technical Information:
- IP address and geolocation data
- Browser type, version, and language settings
- Device information (operating system, device type, screen resolution)
- Referring website and exit pages
- Date and time of access
Lead Enrichment Data:
- Third-party research data gathered about submitted leads
- Public profile information (LinkedIn, company websites, news articles)
- Business intelligence data from publicly available sources
- Lead scoring and qualification assessments
- Competitor relationship information derived from public sources
Usage Data:
- Pages visited and features used within the Service
- Time spent on different sections of the Service
- Click patterns and navigation behavior
- Search queries and tool usage patterns
- Performance metrics and error logs
Cookies and Tracking Technologies:
- Session cookies for authentication and preferences
- Analytics cookies to understand user behavior
- Marketing cookies for personalized content (with consent)
- Local storage data for application functionality
1.3 Information from Third Parties
We may receive information about you from:
- Business partners and referral sources
- Social media platforms (if you connect accounts)
- Data enrichment services for business contact information
- Integration partners and API connections
- Payment processors (for billing information)
1.4 Lead Intelligence Service
When you submit lead information through our Service, we use artificial intelligence to research and gather additional information about you and your company from publicly available sources. This enrichment process may collect:
Individual Professional Information:
- LinkedIn profiles and professional biographies
- Published articles, blog posts, and industry contributions
- Speaking engagements and conference appearances
- Professional social media presence
- News mentions and press releases
- Career history and educational background
Company Intelligence:
- Company websites and social media profiles
- Revenue estimates and employee counts from public sources
- Ownership structure and corporate relationships
- Recent news, press releases, and significant events
- Industry certifications and compliance records
- Competitive landscape and market positioning
Decision-Making Assessment:
- Analysis of purchasing authority and budget cycles
- Identification of key stakeholders and decision-makers
- Procurement process complexity assessments
This enrichment process is conducted using AI-powered research tools that search publicly available information sources. The resulting intelligence reports are used internally for sales qualification and may be shared with our sales and business development teams.
2. Storage and Security Measures
We implement comprehensive security measures to protect your data.
2.1 Data Storage Infrastructure
Primary Storage:
- Data is stored on secure cloud infrastructure with enterprise-grade security
- Primary servers located in United States data centers
- Backup systems maintain data redundancy across multiple geographic locations
- Database encryption at rest using AES-256 encryption standards
Third-Party Storage:
- Some data may be stored with cloud service providers (AWS, Google Cloud, Microsoft Azure)
- AI processing data may be temporarily stored with machine learning service providers
- File attachments and large datasets stored in secure object storage systems
2.2 Security Measures
Technical Safeguards:
- End-to-end encryption for data transmission (TLS 1.3)
- Multi-factor authentication for account access
- Regular security vulnerability assessments and penetration testing
- Automated monitoring for suspicious activities and security threats
- Secure API endpoints with rate limiting and authentication protocols
Administrative Safeguards:
- Background checks for employees with data access
- Regular security training for all personnel
- Incident response procedures and breach notification protocols
- Access controls limiting data access to authorized personnel only
- Regular review and updating of security policies and procedures
Physical Safeguards:
- Data centers with 24/7 physical security and access controls
- Environmental controls and redundant power systems
- Secure disposal of hardware containing sensitive data
2.3 Data Processing Security
AI and Machine Learning Processing:
- Secure API connections to third-party AI services
- Data anonymization where technically feasible
- Contractual data protection requirements with AI service providers
- Regular audits of third-party security practices
3. Data Retention Policies
We retain your data for specific periods based on the type of information and legal requirements.
3.1 Account Data Retention
Active Accounts:
- Account information retained while your account remains active
- Project data retained according to your account plan and usage
- Communication logs retained for customer service purposes (up to 3 years)
Inactive Accounts:
- Data retained for 12 months after last login for account recovery
- Automated deletion notices sent before permanent removal
- Critical business records may be retained longer for legal compliance
3.2 Project Data Retention
User-Generated Content:
- CAD files and technical drawings retained while account is active
- Project configurations and settings retained indefinitely unless deleted by user
- Collaboration data and comments retained with associated projects
System Logs and Analytics:
- Usage analytics data aggregated and retained for up to 24 months
- System performance logs retained for 6 months for troubleshooting
- Security logs retained for up to 7 years for compliance purposes
3.3 Special Retention Circumstances
Legal Requirements:
- Data may be retained longer to comply with legal obligations
- Litigation hold procedures may extend retention periods
- Regulatory compliance may require specific retention schedules
AI Training Data:
- Data used for AI model training may be retained indefinitely by third-party providers, as Industrial Refrigeration Pros does not control third-party retention policies
- We maintain contractual safeguards to minimize risk, but cannot guarantee complete data deletion from third-party AI training datasets
- Trained models may retain derived insights that cannot be easily removed
Business Records:
- Financial and billing information retained for 7 years
- Contract and legal documents retained according to business requirements
- Audit trails maintained for compliance and regulatory purposes
4. User Rights (Access, Rectification, Erasure)
4.1 Right to Access
You have the right to request information about:
- What personal data we hold about you
- How your data is being processed and used
- Who your data has been shared with
- How long we plan to retain your data
How to Exercise: Submit a written request to legal@irpros.com. We will respond within 30 days with the requested information in a portable format.
4.2 Right to Rectification
You have the right to:
- Correct inaccurate personal information
- Complete incomplete data records
- Update outdated information
How to Exercise: Log into your account to update most information directly, or contact support@irpros.com for assistance. Changes will be implemented within 10 business days.
4.3 Right to Erasure ("Right to be Forgotten")
You have the right to request deletion of your personal data when:
- The data is no longer necessary for the original purpose
- You withdraw consent and no other legal basis applies
- Your data has been unlawfully processed
- Deletion is required for legal compliance
Limitations: We may retain data when required by law, for legal claims, or when deletion would impair the functionality for other users.
How to Exercise: Submit a deletion request to legal@irpros.com. Account deletion will be processed within 30 days, though some data may persist in backups for up to 90 days.
Important Note About AI-Processed Data:
While we will delete your account data within the specified timeframe, content previously shared with third-party AI providers for model training may remain in their training datasets and trained models. The license granted for AI training purposes in our Terms of Service cannot be retroactively revoked for data already processed.
4.4 Right to Data Portability
You have the right to:
- Receive your personal data in a structured, machine-readable format
- Transfer your data to another service provider
- Request direct transfer where technically feasible
How to Exercise: Contact legal@irpros.com to request data export. Data will be provided in JSON, CSV, or other standard formats within 30 days.
4.5 Right to Object and Restrict Processing
You have the right to:
- Object to processing for direct marketing purposes
- Object to processing based on legitimate interests
- Restrict processing while accuracy or lawfulness is being verified
How to Exercise: Use account settings to modify marketing preferences, or contact legal@irpros.com for other restrictions.
4.6 Important Limitations
AI Training Data:
Once data has been used to train AI models, it may not be possible to remove insights derived from your data from trained models, even after account deletion.
Business Partner Data:
Data shared with business partners for service provision may be subject to their retention policies and may not be immediately removable.
5. Third-Party Data Sharing
5.1 AI and Machine Learning Providers
Current Providers:
- Google (Gemini AI, Cloud AI services)
- OpenAI (GPT models and APIs)
- Microsoft (Azure AI services)
- Anthropic (Claude AI for lead research and analysis)
- Other specialized AI/ML service providers as needed
Data Shared:
- Technical drawings and CAD files for analysis
- Project specifications and parameters
- User queries and interaction data
- System performance and usage metrics
- Lead contact information for enrichment research
- Company and facility details for intelligence gathering
- Public profile searches and business research queries
Purpose: To provide automated analysis, intelligent recommendations, content generation, and enhanced Service functionality. To conduct lead qualification and business intelligence research. To generate sales intelligence reports and lead scoring.
5.2 Technology and Infrastructure Partners
Cloud Service Providers:
- Amazon Web Services (AWS)
- Google Cloud Platform
- Microsoft Azure
- Cloudflare (CDN and security services)
Data Shared: All data types for storage, processing, and content delivery purposes.
5.3 Business and Integration Partners
Professional Service Providers:
- Industrial refrigeration consultants and engineers working for Industrial Refrigeration Pros
- Industry associations and standards organizations where necessary to provide contracted services or comply with industry standards
- Business partners who collaborate with us to enhance Service offerings
Data Shared: Project data and technical specifications as needed to provide integrated services, professional consultations, and enhanced functionality.
5.4 Analytics and Marketing Partners
Analytics Providers:
- Google Analytics
- Mixpanel or similar usage analytics
- Customer success and support platforms
Marketing Providers:
- Email marketing services (Mailchimp, SendGrid, etc.)
- Customer relationship management (CRM) systems
- Social media advertising platforms
Data Shared: Usage analytics, contact information, marketing interaction data, lead enrichment reports and intelligence assessments, lead scoring and qualification data.
5.5 Legal and Compliance Sharing
We may share data with:
- Law enforcement agencies when required by law
- Regulatory bodies for compliance purposes
- Legal counsel and advisors for business protection
- Auditors and compliance assessors
- Courts and legal proceedings as required
5.6 Business Transfer Scenarios
In the event of a merger, acquisition, or sale of assets, your data may be transferred to the acquiring entity. We will notify users of any such transfer and any changes to privacy practices. The acquiring entity will be bound by the same or stronger privacy commitments.
5.7 Data Sharing Safeguards
Contractual Protections:
- Data processing agreements with all third parties
- Privacy and security requirements in all contracts
- Regular audits and compliance monitoring
- Limitation of data use to specified purposes only
Technical Protections:
- Encrypted data transmission to all third parties
- Access controls and authentication requirements
- Data minimization principles applied to all sharing
- Regular security assessments of third-party partners
6. International Data Transfers
6.1 Cross-Border Transfers
Your data is primarily stored and processed in the United States, where our servers are located. However, some third-party service providers we rely on, such as Google, Microsoft, or OpenAI, may process data on servers located outside the United States. In those cases, we require appropriate safeguards (such as standard contractual clauses or equivalent protections) to ensure your data is handled securely and in compliance with applicable laws.
6.2 Transfer Safeguards
For data transfers outside your jurisdiction, we implement appropriate safeguards including:
- Standard contractual clauses approved by relevant authorities
- Adequacy decisions where available
- Certification schemes and codes of conduct
- Regular assessment of third-party country privacy protections
7. Cookies and Tracking Technologies
7.1 Types of Cookies We Use
Essential Cookies:
- Authentication and session management
- Security and fraud prevention
- Service functionality and preferences
Analytics Cookies:
- Usage statistics and performance monitoring
- User behavior analysis and Service improvement
- Error tracking and diagnostic information
Marketing Cookies (with consent):
- Personalized content and recommendations (after affirmative opt-in through the cookie banner)
- Advertising effectiveness measurement
- Social media integration features
7.2 Cookie Management
You can control cookies through:
- Browser settings and preferences
- Our cookie consent management tool
- Account settings for personalized features
- Third-party opt-out tools where available
8. Children's Privacy
Our Service is not intended for children under 13 in the United States (or under 16 where required by applicable law). We do not knowingly collect personal information from children under 13. If we discover that we have collected information from a child under 13, we will delete such information immediately.
9. Privacy Policy Updates
9.1 Notification of Changes
We may update this Privacy Policy periodically. We will notify you of significant changes by:
- Email notification to your registered address
- Prominent notice on our website
- In-app notifications within the Service
9.2 Continued Use
Continued use of the Service after privacy policy updates constitutes acceptance of the changes. If you disagree with updates, you may terminate your account.
10. California CCPA/CPRA Privacy Rights
Additional rights for California residents under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA)
10.1 Categories of Personal Information Collected
In the past 12 months, we have collected the following categories of personal information:
A. Identifiers
Name, email address, phone number, IP address, account ID
B. Personal Information Categories
Business contact information, professional qualifications, company details
C. Protected Classification Characteristics
None collected
D. Commercial Information
Project estimates, service usage data, transaction history
E. Biometric Information
None collected
F. Internet Activity
Website usage data, device information, browser type
G. Geolocation Data
IP-based location data
H. Sensory Data
None collected
I. Professional Information
Employment history, certifications, industry expertise
J. Education Information
Educational background, degrees, training
K. Inferences
Service preferences, project needs analysis
10.2 Sources of Personal Information
We obtain personal information from the following sources:
- Directly from you when you provide it to us
- Automatically when you use our services
- Third-party business partners and service providers
- Publicly available sources
- Lead intelligence and marketing services
10.3 Business Purposes for Collection
We collect personal information for the following business purposes:
- Providing and maintaining our services
- Processing transactions and managing accounts
- Communicating with you about our services
- Improving and developing our services
- Complying with legal obligations
- Protecting our rights and preventing fraud
10.4 Sale and Sharing of Personal Information
We do not sell personal information to third parties. However, we may share personal information with service providers who assist our business operations.
Service Providers We Share With:
- Cloud hosting providers (AWS, Azure)
- Analytics providers (Google Analytics)
- Customer support platforms
- Email service providers
- Payment processors
10.5 Your California Privacy Rights
As a California resident, you have the following rights under CCPA/CPRA:
Right to Know
Request information about the categories and specific pieces of personal information we have collected about you.
Submit Request →Right to Delete
Request deletion of your personal information, subject to certain exceptions.
Submit Request →Right to Non-Discrimination
You will not be discriminated against for exercising your CCPA rights.
10.6 Verification Process
To protect your privacy, we verify your identity before processing CCPA requests:
- Email verification from your registered account
- Phone verification for sensitive requests
- Additional verification for high-value accounts
- Response within 45 days as required by law
10.7 Authorized Agent
You may designate an authorized agent to make CCPA requests on your behalf. The agent must provide proof of authorization and we may require you to verify your identity directly.
10.8 Minors' Rights
We do not knowingly collect personal information from minors under 16 years of age without affirmative authorization. Parents may request deletion of their child's information.
11. Contact Information
11.1 Privacy Inquiries
For questions about this Privacy Policy or our data practices, contact us at:
Privacy Officer
Industrial Refrigeration Pros
Email: legal@irpros.com
Address: 539 W. Commerce Street #4090, Dallas TX 75208
Phone: (469) 461-4100
11.2 Data Protection Officer
For EU residents or GDPR-related inquiries, contact our Data Protection Officer at:
Email: legal@irpros.com
11.3 Response Times
We will respond to privacy inquiries within:
- 30 days for general privacy questions
- 30 days for data subject rights requests
- 72 hours for data breach notifications (where required)