Terms of Service

1. Introduction and Acceptance

These Terms govern your access to and use of the website located at leadingcooling.com(the “Website”), interactions with our AI assistant (Olivia) via chat or phone, and your engagement of Leading Cooling and Heating, LLC (“Company,” “we,” “us,” or “our”) to perform heating, ventilation, and air conditioning (HVAC) services.

By accessing the Website, communicating with our AI assistant, scheduling an appointment, or signing a work order, you accept and agree to be bound by these Terms. If you do not agree to these Terms, you must cease using our Website and services.

2. Services Provided

We are an owner-operated, insured Louisiana HVAC contractor. We provide residential HVAC service, repair, maintenance and replacement, and the Leading Comfort Plan maintenance plan.

Our services are subject to technician availability, our service area (standard pricing within 25 miles of Lafayette, Louisiana; addresses beyond that carry a $49 zone fee, from which Leading Comfort Plan members are exempt), and our professional assessment of whether the requested work can be performed safely and in compliance with local building codes.

Subcontracted trades: Gas piping and new electrical circuits are performed by licensed subcontractors we coordinate.Such work is permitted and inspected under the subcontractor's license.

Refrigerant: We do not top off refrigerant. A leak search is required before any recharge.

3. Estimates, Pricing, and Written Quotes

4. Leading Comfort Plan Terms

The Leading Comfort Plan (the “Plan”) is a residential maintenance plan with a 12-month initial term.

• Pricing: $22/month per system, or $249/year prepaid for one system. Each additional system at the same service address is $15/month.
• Included: 2 maintenance visits per system per year (a spring cooling visit and a fall heating visit); standard rates after hours — no after-hours premium; and 10% off repairs. Members are offered the first open slot when they need service.
• Not included: parts, refrigerant, repairs. Repairs identified during a visit are quoted in writing with the member discount applied and require your approval.
• Term and Cancellation: 12-month initial term, then month to month. After the initial 12-month term the plan continues month to month and you can cancel any time with 30 days' notice. Prepaid annual plans are not refunded for the unused portion.
• Transfer: Transferable to a new owner if you sell the home. Plan benefits apply to the registered service address and covered equipment.
• Scheduling: Visits are scheduled by season and technician availability. We will make reasonable efforts to contact you to arrange each visit.
• Billing: No payment is collected on this Website. We call to complete enrollment and collect billing details through our invoicing system.
• Right to Modify:We reserve the right to modify the pricing, billing intervals, or terms of the Plan upon 30 days' written notice to active members, effective at the next renewal.

5. Appointments, Response, and Cancellations

When scheduling service, you select a two-hour arrival window from the openings shown on our online booking calendar; the window you select is held briefly while you complete the request and is confirmed when you submit it. Our technician will arrive within that window; we do not commit to a specific arrival time within it. Our response commitment for standard requests is that you hear from us no later than the next business day; Leading Comfort Plan members are offered the first open slot. We are not liable for delays caused by traffic, weather, parts availability, the extended complexity of prior jobs, or other factors outside our reasonable control.

Cancellation Policy:If you need to cancel or reschedule an appointment, please notify us as early as possible by phone or text so the window can be offered to another customer. Cancellations made with less than 24 hours' notice may be subject to a cancellation fee equal to the standard diagnostic fee.

We reserve the right to cancel or reschedule appointments at any time due to technician availability, inclement weather, safety concerns, or other conditions outside of our reasonable control.

6. AI Assistant — Limitation of Liability

Our Website and phone systems utilize an automated artificial intelligence assistant, named Olivia, to answer calls and chats, gather customer details, assist with initial triage, schedule appointments, and answer general FAQs. Calls are recorded and transcribed for service quality, as described in our Privacy Notice.

You acknowledge and agree that Olivia is an automated tool. Information, diagnostics, and pricing guidelines provided by Olivia are for general informational purposes only. Olivia cannot perform a physical system diagnosis. Leading Cooling and Heating, LLC is not liable for customer decisions, damages, or reliance placed upon automated information provided by our AI systems. All final decisions, diagnostic assessments, and binding pricing commitments are made exclusively on site by our human technicians.

7. Payment Terms

Payment for diagnostic fees, repairs, installations, and maintenance service is due in full immediately upon completion of the service, unless other terms have been agreed in writing in advance.

• Payments are made to the technician on site or through the secure pay link on your invoice. This Website does not collect or store payment card information.
• Accepted payment methods include cash, check, and major credit and debit cards.
• Returned checks or failed electronic payments are subject to the bank fees actually incurred.
• Unpaid balances remaining past the due date may be subject to interest charges, third-party collection agency proceedings, or mechanics' liens filed against the service address property. Customer shall be responsible for all collection costs, court costs, and reasonable attorney's fees incurred by us to recover outstanding balances to the maximum extent permitted by Louisiana law.

8. Warranty and Workmanship

We stand behind our work. Repairs performed by our technicians carry a 1-year parts and labor warranty from the date of service. Installations carry a 1-year labor warranty from the date of installation.

Manufacturer Warranties:Equipment, compressors, coils, and parts installed by us are covered by their respective manufacturer's parts warranties, which we register on your behalf. We do not extend or modify manufacturer warranty terms.

Warranty Exclusions: Our workmanship warranty is voided if the equipment has been tampered with, adjusted, repaired, or serviced by any party other than Leading Cooling and Heating, LLC, or if the system failure is caused by a failure of the customer to perform standard maintenance (such as changing filters regularly or keeping the outdoor coil clear of debris).

In the event of a warranty claim, our liability is strictly limited to re-performing the defective repair or refunding the cost of the original labor.

10. Indemnification

You agree to indemnify, defend, and hold harmless Leading Cooling and Heating, LLC, its members, managers, officers, employees, and independent contractors from and against any and all claims, liabilities, damages, losses, costs, or expenses (including reasonable attorney's fees) arising out of or in connection with your misuse of our Website, your provision of inaccurate or false service information, your failure to obtain required landlord or homeowner permissions for service, or your violation of these Terms.

12. Independent Contractor Status

You agree that no joint venture, partnership, employment, or agency relationship exists between you and Leading Cooling and Heating, LLC as a result of these Terms, use of the Website, or the performance of HVAC services.

13. Force Majeure

We shall not be liable for any delay or failure to perform our obligations under these Terms, including scheduling delays, parts shortages, or inability to perform service, resulting from causes outside our reasonable control.

Such causes include, but are not limited to: acts of God, severe weather, hurricanes, flooding, electrical grid outages, supply chain disruptions, parts unavailability, labor disputes, government orders, epidemics, or public health emergencies.

14. Modifications to Terms

We reserve the right to revise, update, or modify these Terms at any time. Any changes will be effective upon posting to this page with an updated “Last updated” date.

Your continued request for services or use of our Website following the posting of modifications constitutes your acceptance of the revised Terms.

16. Severability

If any provision of these Terms is held by a court of competent jurisdiction to be invalid, illegal, or unenforceable, such provision shall be modified to the minimum extent necessary to make it valid and enforceable, and the remaining provisions of these Terms shall remain in full force and effect.