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 coordinator (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 receptionist, 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 immediately cease using our Website and services.

2. Services Provided

We provide residential and commercial HVAC installation, repair, inspection, maintenance, and the Leading Maintenance Plan membership program.

Our services are subject to technician availability, regional geographic service coverage (primarily Lafayette, Broussard, Youngsville, and surrounding communities in the Acadiana region of Louisiana), and our unilateral professional assessment of whether the requested work can be performed safely and in compliance with local building codes.

3. Estimates, Pricing, and Flat-Rate Policy

4. Leading Maintenance Plan Terms

The Leading Maintenance Plan (the “Plan”) is an annual preventative maintenance membership program billed on a month-to-month basis.

• Pricing: Plan membership is billed at $16/month for a single system, with discounted multi-unit rates applied for additional systems at the same property, consistent with our published rates.
• Benefits: Active members receive two precision tune-ups per system per year (scheduled during off-peak spring and fall seasons), waived trip/diagnostic fees, priority scheduling during high-demand months, and a 10% discount on standard flat-rate repairs.
• Month-to-Month Billing: Credit card or bank authorization details are collected for recurring monthly billing. No long-term commitment is required.
• Cancellation: Members may cancel their Plan membership at any time by providing [X days notice] written notice. If you cancel prior to receiving two tune-ups in a 12-month period, we reserve the right to charge standard rates for any discounted services or waived fees received.
• Scheduling: Tune-ups are scheduled at our discretion based on seasonality and technician availability. We will make reasonable efforts to contact you to arrange tune-up appointments.
• Non-Transferability: Plan benefits apply only to the registered service address and specified covered equipment and cannot be transferred to another property or owner.
• Right to Modify: We reserve the right to modify the pricing, billing intervals, or terms of the Plan upon [X days] written notice to active members.

5. Appointments and Cancellations

When scheduling service, you will be given an estimated appointment window. While we make every reasonable effort to arrive within that window, arrival times are estimates only. We do not guarantee exact arrival times and are not liable for delays caused by traffic, equipment transport, extended complexity of prior jobs, or other unforeseen factors.

Cancellation Policy: If you need to cancel or reschedule an appointment, you must provide at least [X hours] advance notice. Cancellations made with less than the required notice may be subject to a cancellation fee of [AMOUNT].

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

6. AI Receptionist — Limitation of Liability

Our Website and phone systems utilize an automated artificial intelligence assistant, named Olivia, to gather customer details, assist with initial triage, schedule appointments, and answer general FAQs.

You acknowledge and agree that Olivia is a machine-learning automated tool. Information, diagnostics, and pricing guidelines provided by Olivia are for general educational and organizational 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 all diagnostic fees, repairs, installations, and maintenance service is due in full immediately upon completion of the service on-site.

• Payments must be made directly to the technician.
• Accepted payment methods include: [LIST ACCEPTED PAYMENT METHODS] (e.g., cash, check, and major credit cards).
• Returned checks or failed electronic payments are subject to a processing fee of [AMOUNT].
• 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 Guarantee

We stand behind our technical work. We offer a [X days/months] workmanship warranty on repairs performed by our technicians, starting from the date of service.

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

Warranty Exclusions: Our workmanship warranty is strictly 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 immediately 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.