Privacy Policy.

Effective 6 April 2026 · Last updated 6 April 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 it.

1. Information we collect

When you use the App, we collect the following:

• 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 them for vehicle maintenance requests or a profile picture.

2. How we use your information

Your information is used solely for internal business operations:

• Managing employee pay sheets and job tracking
• Processing vehicle maintenance requests
• Tracking fuel card usage and expenses
• Running the Cowboy Points employee rewards programme
• 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 authorised administrators and business owners. We use API key authentication and session tokens to protect all communication between the App and our servers.

4. Data sharing

We do not sell, trade or share your personal information with any third party. Your data is used exclusively within Cowboys AC for business operations. The only exception is where 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. If you delete your account through the App your personal information is anonymised, though anonymised 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 concern

9. Account deletion

You can delete your account at any time through the App at Profile › Delete Account. Deletion anonymises 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 and will notify you of any significant change through the App. Continued use of the App after a change constitutes acceptance of the updated policy.

11. Contact us

Questions about this policy or our data practices:

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