Refund Policy

1. Overview

Rodriguez Climate Control LLC (“we,” “us,” or “our”) is committed to providing quality HVAC services and ensuring customer satisfaction. This Refund Policy explains our policies regarding service deposits, cancellations, refund eligibility, and the process for requesting a refund. We encourage all customers to read this policy carefully before scheduling service or authorizing work. If you have questions about this policy, please contact us at (940) 393-1221 or oscarrodriguez@rrclimcon.com before proceeding with a service request.

2. Service Deposits

For new HVAC system installations and major equipment replacement projects, Rodriguez Climate Control LLC may require a deposit before scheduling the installation date and ordering equipment. Our deposit policy is as follows:

• New system installations typically require a 50% deposit of the total project cost at the time of contract signing.
• Equipment special orders may require a deposit of up to 100% of the equipment cost.
• Deposits are applied toward the total cost of the project upon completion.
• Deposits are collected to cover the cost of ordering and reserving equipment on your behalf.
• Deposit amounts will be clearly stated in the written estimate and service agreement.
• Deposits may be paid by cash, check, or credit card.

3. Scheduling and Cancellation Policies

We understand that schedules change. Our cancellation policy is designed to be fair to both our customers and our technicians, who depend on scheduled appointments for their livelihood.

4. Refund Eligibility

Refunds may be available in the following circumstances:

• Deposit Cancellation (Equipment Not Yet Ordered): If you cancel a new installation project before we have ordered your equipment, your deposit may be refunded in full, less any administrative fees incurred.
• Deposit Cancellation (Equipment Already Ordered): If equipment has already been ordered on your behalf, we will refund your deposit less the actual cost of the equipment, restocking fees charged by the manufacturer or distributor, and any administrative costs.
• Service Not Performed: If we are unable to perform a scheduled service due to circumstances within our control, any pre-paid amounts will be refunded in full.
• Warranty Claim Refunds: If a repair fails within our 90-day labor warranty period and we are unable to correct the issue, a partial or full refund of the original repair labor cost may be issued at our discretion.
• Billing Errors: Refunds will be issued promptly for any verified billing errors or duplicate charges.

5. Non-Refundable Services and Charges

The following charges and services are generally non-refundable:

• Diagnostic fees — the cost of diagnosing your HVAC problem is non-refundable regardless of whether you proceed with the recommended repair.
• Completed repair labor — once a repair has been performed and the system is operating correctly, labor charges are non-refundable.
• Refrigerant — refrigerant that has been added to your system cannot be recovered and is non-refundable.
• Special-order parts — parts ordered specifically for your system that are not standard stock items are non-refundable once ordered.
• Trip charges for emergency service calls where the technician has been dispatched.
• Maintenance plan fees after the plan period has begun and service has been performed.
• Permits and inspection fees paid to local authorities on your behalf.

6. Completed Work and Installed Equipment

Once HVAC equipment has been installed and the system has been commissioned and tested, the installation is considered complete and the equipment cannot be returned or refunded. This policy exists because: (1) installed equipment becomes used equipment and cannot be resold as new; (2) installation involves labor costs that cannot be recovered; and (3) removal of installed equipment may damage your property or HVAC system. If you are dissatisfied with installed equipment or workmanship, please contact us immediately so we can address your concerns under our warranty and satisfaction policies.

7. Warranty Claims Process

If you believe a repair or installation does not meet the standards covered by our labor warranty, please contact us within the warranty period (90 days for repair labor). We will schedule a return visit to inspect the work at no charge. If we determine that the issue is covered under warranty, we will repair it at no additional cost. If the issue is determined to be a new or unrelated problem, normal service charges will apply. Equipment warranty claims must be submitted to the manufacturer in accordance with the manufacturer's warranty procedures; Rodriguez Climate Control LLC will assist you with this process.

8. Chargeback Policy

We strongly encourage customers to contact us directly to resolve any billing disputes before initiating a chargeback with their credit card company. Chargebacks initiated without first contacting us may result in the following: suspension of service relationship, referral of the disputed amount to a collection agency, and legal action to recover amounts owed plus collection costs and attorneys' fees. We are committed to resolving billing disputes fairly and quickly when customers communicate with us directly.

9. How to Request a Refund

To request a refund, please contact Rodriguez Climate Control LLC using one of the following methods:

When requesting a refund, please provide: your name and contact information, the date of service, the invoice or receipt number if available, the amount paid, and a description of the reason for your refund request.

10. Review Procedures and Timeline

Upon receiving your refund request, we will: acknowledge your request within 2 business days; review the service records, invoices, and any relevant documentation; contact you to discuss the situation if additional information is needed; and communicate our decision within 10 business days of receiving your request. Approved refunds will be processed within 5–7 business days and issued using the original payment method when possible. Credit card refunds may take an additional 3–5 business days to appear on your statement depending on your card issuer.

11. Exceptions and Special Circumstances

Rodriguez Climate Control LLC recognizes that exceptional circumstances occasionally arise. We will consider refund requests outside the standard policy on a case-by-case basis for situations such as: documented financial hardship, serious illness or death in the immediate family, natural disasters or severe weather events, or other extraordinary circumstances beyond the customer's control. Such requests should be submitted in writing with supporting documentation. Rodriguez Climate Control LLC's decision on exception requests is final.

12. Contact Information

For refund requests or questions about this policy, please contact: