Privacy Notice
Last updated: November 4, 2026
This Privacy Notice explains what information Fleet Cooling collects through www.fleetcooling.com, how we use it, who we share it with, and the choices you have. Fleet Cooling is operated by S & S Cooling, Inc. ("Fleet Cooling", "we", "us").
1. Information we collect
Information you give us
- Account details: your name, email address, phone number, company name, and shipping and billing addresses. If you sign in with Google, Google shares your name and email address with us.
- Orders: the parts you order, delivery or pickup choice, addresses, contact details for guest orders, discount codes, and order history.
- Payment: card details go directly to our payment processor, Stripe. We do not see or store your full card number. We keep the last four digits and a payment reference. For purchase-order payment we keep your PO number and any PO document you upload.
- Business applications: your business type, estimated monthly spend, tax ID (optional), notes, and any document you upload.
- Tax exemption certificates: the certificate number, issuing state, expiry date and a copy of the certificate.
- Returns: the items, your reason, your description of the problem and any photos you upload.
- AI Parts Expert conversations: the messages you type and the answers you receive. See section 3.
- Contact form: your name, email address, subject and message.
- Other features: your saved favorites, cart, custom core build requests (including the measurements you enter), and the email address you give for back-in-stock alerts.
Information collected automatically
- Usage and analytics: the pages you visit (including the full web address, which can contain your search words), how you use the site, your browser and device type. When you are signed in, this is linked to your account, including your name and email address.
- Searches: the words, part numbers and vehicles you search for. Our search records include your account ID when you are signed in.
- VIN lookups: when you enter a VIN, we send only the part of it that describes the kind of vehicle (with the check digit and serial number hidden) to the US government's NHTSA vehicle database. We never send or store your full VIN.
- Security and abuse prevention: a bot check by Cloudflare Turnstile, and a code calculated from your browser's characteristics (such as browser type, language, time zone and screen size), which we use to limit abuse. We do not store your IP address in our database.
- Error reports: technical details when something goes wrong, such as the page, the error and your browser type. We work to remove search terms and other personal details from these reports.
2. How we use your information
- To run your account, process and deliver your orders, take payment, and handle returns, refunds and cancellations.
- To review business applications, purchase-order payment and tax exemption certificates, and to apply your pricing level.
- To answer your questions and help you find the right part, including through the AI Parts Expert.
- To send you emails about your account, orders, shipments, pickups, returns and any back-in-stock alerts you asked for. We do not send marketing newsletters.
- To understand how the site is used, fix problems and improve our catalog, search and the AI Parts Expert.
- To protect the site, our customers and us from fraud and abuse, and to meet our legal, tax and accounting duties.
3. The AI Parts Expert
- We store your conversation. If you are signed in, it is linked to your account and you can see it under Conversations in your account. If you start a conversation without signing in and then sign in, it moves to your account.
- Your messages, the conversation so far, and (if you are signed in) your first name are sent to an AI model provider through Vercel's AI Gateway to generate each answer.
- Our staff may read conversations to help you and to improve the service. When a conversation ends, a copy is emailed to our team, with your name and email address if you were signed in.
- When we turn on diagnostic tracing, conversations are also sent to Langfuse, a service that helps us review and improve AI answers.
- Please do not type payment card numbers or other sensitive personal information into the chat.
4. Who we share information with
We do not sell your personal information, and we do not share it for targeted advertising. We do not use advertising pixels or trackers. We share information only with the service providers that run parts of our website for us, and only for that purpose:
| Service provider | What it does for us | What it receives |
|---|---|---|
| Convex | Database, file storage and website backend | All the information described above, including uploaded files |
| Vercel | Website hosting | Website traffic |
| Clerk | Sign-in and account security | Name, email address, phone number, sign-in details |
| "Sign in with Google" (only if you use it) | Your sign-in request | |
| Stripe | Card payments | Your card details (entered directly into Stripe's form), order amount and order number |
| Resend | Sending our emails | Your name, email address and the content of each email (order, shipment, return and contact details) |
| PostHog | Website analytics and technical logs | Usage information; for signed-in users, account ID, name and email address |
| Sentry | Error monitoring | Technical error details |
| Typesense | Product search | The words you search for |
| OpenAI (through Typesense) | Matching searches by meaning, not just exact words | The words you search for |
| Vercel AI Gateway and the AI model provider it routes to | Generating AI Parts Expert answers | Your conversation and, if signed in, your first name |
| Langfuse (only when diagnostic tracing is on) | Reviewing AI Parts Expert answers | Your conversation, an account or session ID and, if signed in, your first name |
| Cloudflare | Bot protection (Turnstile) and analytics delivery | Bot-check information from your browser |
| NHTSA (US government) | Decoding VINs | The vehicle-type part of a VIN only |
We may also share information with carriers to deliver your order, with professional advisers, if the law requires it, to protect our rights or safety, or as part of a sale or reorganization of our business.
5. Cookies and browser storage
We use browser storage to keep your cart, your sign-in and your AI Parts Expert session, and for analytics. See our Cookie Notice for the full list. When your browser sends a Do Not Track or Global Privacy Control signal, neither our storefront nor our staff admin site starts PostHog's analytics script in that browser, so it sends PostHog no page views, events or account details, whether you are signed in or not. Separately, our servers keep operational logs of requests such as searches, including the search terms and, if you are signed in, your account ID, and those logs are stored with PostHog and Sentry whatever your browser sends.
6. How long we keep information
- Account, order, return and payment records: for as long as your account is open, and afterwards for as long as we need them for tax, accounting and legal purposes. In general, that is 7 years after your last order.
- AI Parts Expert conversations: kept until you ask us to delete them.
- A visitor's AI Parts Expert session expires after 24 hours. The conversation itself is kept as above.
- Unfinished checkout details: deleted within about a day.
- Our email-sending records: deleted after 7 days. Emails sent to our team (such as contact-form messages and conversation copies) are kept in our mailboxes.
- Uploaded documents (business applications, PO documents, tax certificates, return photos): with the record they belong to.
7. Your choices and rights
- See and update your information: sign in and go to your account to view and edit your profile, addresses, orders, returns and conversations.
- Delete your account: email us at sales@fleetcooling.com. We will delete or anonymize your information, except records we must keep for tax, accounting or legal reasons, such as past orders.
- Emails: we send only emails about your account and orders, plus any alerts you asked for. You can cancel a back-in-stock alert at any time.
- Analytics: you can block analytics by using your browser's privacy settings or an ad or tracker blocker, or turn on Do Not Track or Global Privacy Control. The site still works.
8. Security
We use service providers with strong security, encrypt information in transit, and limit who can see your information. No system is perfectly secure, so please keep your password private and tell us if you suspect a problem.
9. Children
Our website is for businesses and adults. We do not knowingly collect information from children under 13. If you think a child has given us information, contact us and we will delete it.
10. Where information is processed
We are based in the United States. Our service providers may process information in the United States and other countries where they operate.
11. Changes to this notice
We may update this notice. The date at the top shows when it last changed. If we make a significant change, we will show a notice on the website.
12. Contact us
Questions or requests about your information:
Fleet Cooling
827 SE 26th St
Oklahoma City, OK 73129
Phone: (833) 869-0211
Email: sales@fleetcooling.com