Privacy Policy
What personal information we collect, why we collect it, who sees it, and how you get it back or deleted.
RefrigiMart LLC respects your privacy. This policy explains what we collect when you visit refrigimart.com or place an order, what we do with it, and the choices you have. It applies to this website and to the customer support channels linked from it.
If you send documents for an order review through our official WhatsApp or another support channel, we use them only for that review and required recordkeeping. They are not sold or used for marketing.
1. Information we collect
| Category | Examples | Why we hold it |
|---|---|---|
| Identity & contact | Name, company, billing and delivery address, email, phone number | To take, verify, ship and support your order |
| Order data | Products, quantities, prices, order and tracking numbers | To fulfil the contract and handle returns |
| Order-review records | Documents or statements supplied through our official WhatsApp or customer support for required order review | Order approval and refrigerant-sales recordkeeping under 40 CFR § 82.154(c)(3) |
| Payment data | Card type, last four digits, authorisation result | Our payment processor handles full card details — we never see or store the full number |
| Technical data | IP address, device and browser type, pages viewed, referring URL | Security, fraud prevention, and understanding how the site is used |
| Communications | Emails, contact form messages, call notes | To answer you and keep a record of what was agreed |
2. How we use it
We use personal information to process and deliver your order, complete required order reviews, take payment, provide support, handle returns and claims, meet legal and recordkeeping obligations, prevent fraud and misuse, and — where you have opted in — send you product and supply updates.
We do not sell personal information. We disclose order-review records only to staff and service providers who need them for order processing, or when a regulator makes a lawful request.
3. Our basis for processing
- Performance of a contract — order processing, delivery, support and returns.
- Legal obligation — required refrigerant-sales order review and three-year recordkeeping, hazmat shipping documentation, tax records.
- Legitimate interests — fraud prevention, site security, improving the store, and defending legal claims.
- Consent — marketing email and non-essential cookies. You can withdraw consent at any time.
4. Who we share it with
We share the minimum necessary with service providers who act on our instructions: our payment processor, our shipping carriers, our email and hosting providers, and our accountants. Each is bound by contract to protect it and to use it only for the service they provide to us.
WhatsApp is a Meta service. If you contact us or send order-review documents through WhatsApp, WhatsApp and Meta process the messages, files, phone number and related technical information under their own terms and privacy policies. We copy only the records needed for order review and required recordkeeping into access-controlled business records.
We may also disclose information where the law requires it — for example a lawful request from the EPA, the Department of Transportation, a tax authority or a court — or to establish or defend legal claims. If our business is sold or merged, customer records may transfer to the acquirer, who would remain bound by this policy.
5. Cookies and analytics
We use a small number of cookies and similar technologies:
- Strictly necessary — the cart, checkout session and security tokens. The site does not work without these.
- Preferences — remembering choices such as a dismissed banner.
- Analytics — aggregate statistics on how pages are used, so we can fix what is confusing.
Your browser settings let you block or delete cookies. Blocking strictly necessary cookies will break the cart. We honour Global Privacy Control signals where your browser sends them.
6. How long we keep it
| Record | Retained for | Reason |
|---|---|---|
| Refrigerant sales & order-review records | Three years from the date of sale | Required by 40 CFR § 82.154(c)(3) |
| Order and financial records | Seven years | Tax and accounting requirements |
| Hazmat shipping papers | Two years | Required by 49 CFR |
| Marketing contact data | Until you unsubscribe, then suppressed | So we do not email you again by accident |
| Support correspondence | Three years from last contact | Continuity and dispute resolution |
7. Your rights
Depending on where you live — including under the California Consumer Privacy Act as amended, and comparable state laws in Virginia, Colorado, Connecticut, Utah and elsewhere — you may have the right to:
- Know what personal information we hold about you and get a copy of it;
- Correct information that is inaccurate;
- Delete information, where we are not required to keep it;
- Opt out of the sale or sharing of personal information — we do neither, but the right stands;
- Not be discriminated against for exercising any of these rights.
To exercise a right, email support@refrigimart.com with “Privacy request” in the subject line. We will verify your identity against your order history and respond within 45 days. There is no charge.
What we cannot delete
Required refrigerant sales and order-review records inside the three-year retention window cannot be deleted on request. We will explain what was retained and why.
8. Security
The site runs over TLS. Order-review documents are stored with access limited to staff who process order reviews. Payment card data never touches our servers — it goes directly to our PCI-DSS compliant processor.
No system is perfectly secure. If a breach affects your personal information we will notify you and the relevant authorities as required by law, without undue delay.
9. Children
This site is not directed at anyone under 18. We do not knowingly collect information from children. If you believe a child has given us information, contact us and we will delete it.
10. Changes to this policy
We will post any changes here and update the date at the top. If a change materially affects how we use your information, we will tell you directly where we hold your contact details.
Questions about this policy
Write to support@refrigimart.com, call +1 (218) 318-9633 during Mon – Fri · 8:00 AM – 6:00 PM CST, or post to RefrigiMart LLC, 2140 Commerce Park Drive, Suite 300, Fort Worth, TX 76106, United States.