Terms of Service

Effective Date: January 1, 2026
Last Updated: April 15, 2026

These Terms of Service (“Terms”) govern your engagement with Salt Lake City Heating & Air Conditioning (“we,” “us,” “our,” or “the Company”), a licensed Utah HVAC contractor operating under Utah DOPL HVAC Contractor License #11567823-5501. By scheduling service, accepting a written quote, signing a work authorization, or otherwise engaging our services, you (“Customer” or “you”) agree to these Terms. Please read them carefully before signing any work authorization or making payment.

These Terms apply to all residential and commercial HVAC services performed within our service area: Salt Lake County (Salt Lake City, South Salt Lake, Murray, West Valley City, Sandy, Draper, Holladay, Millcreek, Cottonwood Heights, Riverton, South Jordan), and northern Utah communities including Ogden and Layton.

1. Services Provided

We provide the following residential and commercial HVAC services, performed by Utah DOPL licensed technicians holding EPA Section 608 refrigerant handling certification:

• Furnace installation, repair, and maintenance (gas, electric, and modulating-condensing)
• Air conditioning installation, repair, and maintenance
• Heat pump installation, repair, and maintenance (including cold-climate variable-capacity units)
• Boiler installation, repair, and maintenance (cast iron sectional, mod-con, hydronic)
• Indoor air quality systems (HRV, ERV, HEPA bypass, UV-C, humidification, MERV 13+ filtration)
• Ductless mini-split installation and service
• Duct cleaning, sealing, and modification
• Smart thermostat installation and configuration
• Refrigerant recovery, recharge, and refrigerant-line work (per 40 CFR Part 82 Subpart F)
• Gas line installation and modification (with appropriate plumbing trade coordination where required)
• Commercial rooftop unit (RTU) installation and service
• 24/7 emergency HVAC repair
• Annual maintenance plans (Comfort Care program)

2. Scope of Work

Every service engagement is governed by a written work authorization signed by the Customer that specifies:

1. Equipment to be installed or serviced (manufacturer, model number, serial number where applicable)
2. Itemized scope of labor and materials
3. Permit fees and the Authority Having Jurisdiction (AHJ) filing the permit
4. Total contract price, broken out by line item
5. Payment terms and schedule
6. Estimated start date and projected completion timeline
7. Manufacturer warranty terms and our workmanship warranty

Verbal estimates do not constitute a binding contract. Only written, signed work authorizations are binding on either party.

3. Quotes and Pricing

3.1 In-home assessments:

Free for system replacements and major projects. Diagnostic visits for repairs are charged at our published rate ($89 weekdays during business hours; $149 after-hours, weekends, or holidays). The diagnostic fee is credited back to the customer if the repair is authorized during the same visit.

3.2 Written quotes:

Delivered within 48 business hours of an in-home assessment. Quotes are valid for 30 days from the date issued. After 30 days, pricing may be revised based on changes in equipment cost, refrigerant cost, or labor scheduling.

3.3 Change orders:

If conditions encountered during installation require work beyond the original scope (asbestos abatement, hidden duct damage, electrical service inadequacy, code-required upgrades discovered on demolition, etc.), a written change order will be presented for your signature before additional work proceeds. No change orders are performed without your written authorization.

3.4 Itemization:

Every quote breaks out equipment, labor, permit fees, refrigerant by pound, electrical and venting modifications, warranty registration, and rebate processing fees as separate line items. We do not provide bundled “package pricing” that obscures component costs.

4. Payment Terms

4.1 Repair services:

Payment is due upon completion of work. We accept Visa, MasterCard, American Express, Discover, cash, and personal or business checks. Returned checks incur a $40 fee plus any bank charges.

4.2 Installation projects:

For installation projects exceeding $2,500: 50% deposit due upon signing the work authorization, balance due upon completion and successful AHJ inspection. For projects under $2,500: full payment due upon completion.

4.3 Financed projects:

If you finance through Synchrony Bank, Mountain America Credit Union, or Acuity Capital, the lender disburses funds directly to us upon receipt of the executed work authorization or upon completion (depending on the lender’s terms). Customer payment obligations to the lender are governed by the lender’s separate agreement.

4.4 Maintenance plan payments:

Comfort Care annual maintenance plans are billed in advance, either annually ($189 single payment) or in 12 monthly installments of $17.42/month (total $209). Monthly payments are processed via auto-pay on the credit card or ACH information you provide.

4.5 Late payments:

Invoices unpaid 30 days past the due date incur a finance charge of 1.5% per month (18% annual percentage rate) on the unpaid balance. Accounts more than 90 days past due may be referred to a third-party collection agency at our discretion, and you agree to pay reasonable attorney’s fees and collection costs.

4.6 Mechanic’s lien rights:

Pursuant to Utah Code Title 38 Chapter 1a, we reserve the right to file a Preliminary Notice and, if necessary, a mechanic’s lien against the property where work was performed to secure payment for materials and labor provided. We pursue lien rights only after good-faith collection efforts have failed.

5. Cancellation and Refund Policy

5.1 Right to cancel (residential, three-day rule):

Pursuant to FTC 16 CFR Part 429 and Utah Code § 70C-7-102, residential customers have the right to cancel any sale signed at their home (rather than at our office) within three business days of the contract date, with no penalty or obligation. Cancellation must be in writing and may be delivered by mail, email, or personal delivery to our Winchester Street office. We will refund any deposit paid within 10 business days of receiving the cancellation notice.

5.2 Cancellation after the three-day period:

If you cancel a project after the three-day rescission period but before any equipment has been ordered or work has begun, we refund 90% of any deposit paid (the 10% retention covers administrative costs of permit applications, equipment quotes, and project coordination).

5.3 Cancellation after equipment ordering:

Once equipment has been ordered from the manufacturer or distributor, cancellation may be subject to manufacturer restocking fees (typically 15-25% of equipment cost). We will provide a written breakdown of any restocking fees within 5 business days of your cancellation request.

5.4 Service appointment cancellations:

Customers may reschedule or cancel a scheduled service appointment with no fee if notice is given at least 24 hours before the appointment. Cancellations with less than 24 hours’ notice may incur a $89 dispatch fee (waived for Comfort Care plan members).

5.5 Our right to cancel:

We reserve the right to cancel a project before commencement if: (a) conditions are encountered that make the project unsafe or non-code-compliant in ways that cannot be remediated; (b) the customer materially misrepresents the project scope or conditions; (c) the work cannot be performed within applicable Utah DOPL licensing or our insurance coverage limits. In such cases, we refund any deposit paid less reasonable costs of work performed to date.

6. Warranties

6.1 Manufacturer warranties:

Equipment we install carries the manufacturer’s standard warranty, which we register on your behalf within 72 hours of commissioning. Typical residential warranty terms:

• Furnace heat exchangers: 10-20 years (limited lifetime on select Lennox and Trane models)
• Compressors: 10 years parts
• Other parts: 5-10 years
• Labor: 1-2 years standard, extendable to 10 years via manufacturer extended labor programs (additional cost)

Specific warranty terms vary by manufacturer (Carrier, Trane, Lennox, Rheem, Bryant, Goodman, American Standard, Mitsubishi Electric, Daikin, Bosch, Viessmann) and equipment model. The full warranty document is provided with every installation.

6.2 Our workmanship warranty:

We warrant our installation workmanship for 2 years from the date of commissioning. This covers labor to correct any defects in our installation work (improper venting, refrigerant line issues, control wiring errors, etc.) at no charge to the customer. The workmanship warranty does not cover equipment defects (covered by manufacturer warranty), customer-caused damage, or normal wear of consumable items (filters, batteries, etc.).

6.3 Repair warranty:

Parts we install during a repair are warranted per the parts manufacturer’s terms (typically 1-2 years). Our labor on repairs is warranted for 90 days from the date of service. If the same component fails within 90 days due to defect or improper installation, we will repair or replace it at no charge.

6.4 Warranty exclusions:

Warranties do not cover damage resulting from:

• Improper operation, neglect, or failure to perform recommended maintenance
• Damage from acts of God (flooding, lightning strike, wildfire smoke ingress)
• Modifications or repairs made by anyone other than us or a manufacturer-authorized servicer
• Operation outside the equipment’s design parameters (e.g., running an R-410A system on R-22 refrigerant)
• Voltage spikes or power quality issues from utility supply (we recommend whole-home surge protection)
• Consumable items: filters, batteries, fuses, light bulbs

6.5 Warranty claims process:

Submit warranty claims by calling (385) 300-1867 or emailing warranty@saltlakecityheatingairconditioning.xyz. Include your service address, equipment model and serial number, and a description of the issue. We respond within 1 business day to schedule diagnosis.

7. Permits and Code Compliance

7.1 Permit pulling:

We pull permits on every installation through the relevant Authority Having Jurisdiction (Salt Lake City Building Services, Murray Building Department, West Valley City, Sandy, Draper, Holladay, Millcreek, South Jordan, Riverton, Cottonwood Heights, Ogden City). Permit fees are itemized in your work authorization.

7.2 Code compliance:

All work is performed to the current International Mechanical Code (IMC), International Fuel Gas Code (IFGC), and Uniform Mechanical Code (UMC) as adopted by Utah, plus all local AHJ amendments. We do not perform unpermitted work.

7.3 Inspections:

Customer is responsible for providing reasonable access to the property for AHJ inspection. We schedule inspections directly with the AHJ. If an inspection identifies code violations from our work, we correct them at no cost. If inspection identifies pre-existing code violations not part of our scope, we provide a written description and quote for remediation as a separate change order.

8. Liability and Insurance

8.1 Our insurance:

General Liability through The Hartford: $2,000,000 aggregate, $1,000,000 per occurrence. Workers’ Compensation through Workers Compensation Fund of Utah. Commercial Auto $1,000,000 combined single limit. Utah HVAC contractor surety bond at the DOPL-required $50,000 minimum.

8.2 Limitation of liability:

EXCEPT FOR DAMAGES CAUSED BY OUR GROSS NEGLIGENCE OR WILLFUL MISCONDUCT, OUR TOTAL LIABILITY FOR ANY CLAIM ARISING FROM OR RELATED TO THE SERVICES SHALL NOT EXCEED THE TOTAL AMOUNT PAID BY THE CUSTOMER FOR THE SERVICES GIVING RISE TO THE CLAIM. WE ARE NOT LIABLE FOR CONSEQUENTIAL, INCIDENTAL, INDIRECT, OR PUNITIVE DAMAGES, INCLUDING LOST PROFITS, BUSINESS INTERRUPTION, OR LOSS OF DATA, REGARDLESS OF THE LEGAL THEORY ON WHICH THE CLAIM IS BASED.

8.3 Acts beyond our control:

We are not liable for delays or failures caused by events beyond our reasonable control, including: severe weather, supply chain disruptions, manufacturer recalls, utility outages, permit delays caused by the AHJ, customer-caused delays, or other force majeure events.

8.4 Pre-existing conditions:

We are not responsible for damage or failure of pre-existing systems, ductwork, electrical wiring, gas lines, or building structure unless directly caused by our negligence during the performance of our work. We document pre-existing conditions in writing before commencing work where conditions appear marginal.

9. Dispute Resolution

9.1 Good-faith resolution:

If you have a concern, complaint, or dispute, contact us first at (385) 300-1867 or info@saltlakecityheatingairconditioning.xyz. We commit to a good-faith effort to resolve any issue directly. Most issues are resolved within one or two phone conversations.

9.2 Mediation:

If direct discussion does not resolve a dispute within 30 days, both parties agree to attempt mediation through the Utah State Bar’s Alternative Dispute Resolution program or another mutually-agreed mediator before initiating arbitration or litigation. Mediation costs are split equally between the parties.

9.3 Binding arbitration:

Unresolved disputes after mediation shall be settled by binding arbitration administered by the American Arbitration Association (AAA) under its Construction Industry Arbitration Rules. Arbitration shall be conducted in Salt Lake County, Utah. Judgment on the award rendered by the arbitrator(s) may be entered in any court having jurisdiction.

9.4 Small claims exception:

Either party may bring an individual action in Utah small claims court for disputes within the small claims jurisdiction (currently $15,000 or less in Utah) instead of binding arbitration.

9.5 Class action waiver:

To the maximum extent permitted by law, both parties waive any right to participate in a class action lawsuit or class-wide arbitration against the other.

9.6 Governing law:

These Terms are governed by the laws of the State of Utah, without regard to its conflict-of-laws principles. Venue for any non-arbitrable dispute shall be in the state or federal courts located in Salt Lake County, Utah.

10. Site Access and Conduct

10.1 Customer responsibilities:

Customer agrees to provide reasonable access to the property, including utility shutoffs, attic access, basement access, and parking for service vehicles. Customer agrees to secure pets, valuables, and any fragile items in work areas before our arrival.

10.2 Hazardous conditions:

If asbestos, lead paint, mold, biohazards, or other hazardous conditions are discovered during work, we will stop work, document the condition, and discuss remediation options with the customer. Hazmat remediation is not included in our standard scope of work and is performed by separately-contracted licensed remediators (e.g., Utah-certified asbestos abatement firms).

10.3 Customer presence:

Customer presence is not required during routine service or installation but is recommended. If the customer is not present, an authorized adult representative (18+) must be present, or a written authorization for unattended work must be provided in advance.

10.4 Technician conduct:

Our technicians are W-2 employees (we use no 1099 subcontractors) who complete annual background checks and continuing education. If you have any concern about technician conduct, contact us immediately at (385) 300-1867 and the situation will be addressed promptly.

11. Intellectual Property

Materials provided to you (Manual J calculation results, equipment cut sheets, project photos, warranty documentation, maintenance reports) are licensed for your personal use related to the serviced property. You may not redistribute, modify, or use our materials for commercial purposes without written authorization. Photos we take during installation may be used in our marketing materials (gallery page, social media) in anonymized form — we do not publish customer names, addresses, or interior shots without explicit written consent.

12. Maintenance Plans (Comfort Care)

12.1 Plan term:

Comfort Care maintenance plans run on a 12-month term from the date of enrollment. Plans auto-renew annually unless cancelled in writing with at least 30 days notice before the renewal date.

12.2 Plan inclusions:

Two annual tune-ups (one spring AC tune-up, one fall furnace tune-up), 15% discount on parts and labor for any repairs performed during the plan term, priority dispatch on emergency calls, waiver of after-hours surcharge for emergency service, and one filter replacement per tune-up visit (1-inch fiberglass or pleated MERV 8 included; higher-MERV or specialty filters at customer cost).

12.3 Plan cancellation:

Customer may cancel a Comfort Care plan at any time with written notice. Pre-paid annual customers receive a pro-rated refund for unused months. Monthly auto-pay customers continue through the end of the current billing period after cancellation, then payments stop.

12.4 Plan transferability:

If you sell the property where the plan is registered, the plan is transferable to the new owner at no additional charge. Notify us within 30 days of property transfer.

13. Privacy

Our collection, use, and storage of your personal information is governed by our Privacy Policy, which is incorporated by reference into these Terms. By engaging our services, you acknowledge that you have read and accept our Privacy Policy.

14. Changes to These Terms

We may update these Terms from time to time. Material changes will be posted at this URL with a new “Last Updated” date. For active customers with ongoing service plans or pending installations, we will email notice of material changes at least 30 days before the changes take effect. Your continued engagement with our services after the effective date of an updated Terms constitutes acceptance.

15. Entire Agreement and Severability

These Terms, together with any signed work authorization, the manufacturer warranty documentation, and our Privacy Policy, constitute the entire agreement between you and Salt Lake City Heating & Air Conditioning regarding the services. If any provision of these Terms is held to be unenforceable by a court of competent jurisdiction, the remaining provisions remain in full force and effect.

16. Frequently Asked Questions About Our Terms

What’s the three-day cancellation right?

Under federal FTC regulation 16 CFR Part 429 and Utah Code § 70C-7-102, if you sign a contract at your home (rather than at our office), you have the right to cancel within three business days with no penalty. Cancellation must be in writing and may be sent by mail, email, or personal delivery to our Winchester Street office. We refund any deposit within 10 business days. This three-day right is a federal/state consumer protection that applies to most door-to-door and in-home sales.

What happens if I cancel after equipment has been ordered?

Manufacturer restocking fees (typically 15-25% of equipment cost) may apply if the equipment cannot be returned without penalty. We provide a written breakdown of any restocking fees within 5 business days of your cancellation request. Until equipment is ordered, you can cancel with only the 10% administrative retention. We confirm equipment ordering timing in writing so you know your cancellation window.

What’s covered under your workmanship warranty?

Our 2-year workmanship warranty covers labor to correct any defects in our installation work — improper venting, refrigerant line issues, control wiring errors, code violations from our work, etc. — at no charge. The workmanship warranty does not cover equipment defects (those are covered by the manufacturer warranty, which we register on your behalf within 72 hours of commissioning). It also doesn’t cover customer-caused damage or normal wear on consumables like filters and batteries.

What does dispute resolution involve?

If we can’t resolve a concern through direct discussion (most are resolved in one or two phone conversations), the next step is mediation through the Utah State Bar’s ADR program or another mutually-agreed mediator. If mediation doesn’t resolve the matter within 30 days, the dispute goes to binding arbitration administered by the American Arbitration Association under its Construction Industry Arbitration Rules. Arbitration is conducted in Salt Lake County. Either party can still bring an individual small claims action (currently up to $15,000 in Utah) instead of arbitration.

Do I need to be home during installation?

Not required, but recommended for the start of the job and the final walkthrough. If you’re not present, an authorized adult representative (18+) must be on-site, or a written authorization for unattended work must be provided in advance. We document the start condition of all work areas with photos, and the customer (or representative) signs off on completion. Our technicians are W-2 employees with annual background checks — no 1099 subcontractors enter your home.

Contact Us

For questions about these Terms of Service, contact us:

• Phone: (385) 300-1867
• Email: info@saltlakecityheatingairconditioning.xyz
• Mail: Salt Lake City Heating & Air Conditioning, 756 E Winchester St #322, Salt Lake City, UT 84107

Utah DOPL HVAC Contractor License: #11567823-5501
EPA Section 608 Universal (Lead Tech): #608U-2009-447129
BBB Accredited: A+ since November 2014