Terms & Conditions - Polar Bear Air Conditioning

By signing up for this recurring billing maintenance agreement, authorization is given for Polar Bear Air Conditioning T/A “Polar Bear Air Conditioning” and “Appliance Doctors” to debit my bank account using the debit/credit card details listed above on the specific billing day or the next business day each month (or each year) for the sole purpose of paying due service agreement fees. I understand that this authorization will remain in effect until I modify or cancel it in writing by contacting info@polarbear.ky.
All work shall be carried out in a professional manner per local code guidelines and manufacturers recommendations.
Maintenance visits are provided quarterly for air conditioning equipment and biannually for appliances provided the customer allows for scheduling when contacted via email or phone call.
If a customer is not contactable after three attempts to schedule a maintenance visit via phone call or email the visit will be skipped. After three months of no communication from the customer the service agreement will be automatically deactivated.
All payments towards past maintenance visits are non refundable.
In the event a monthly payment is declined, the agreement benefits including repair discounts will not be available until payment is made and maintenance visits will not be scheduled until payment information is updated.
Rates may vary for select commercial equipment at the sole discretion of Polar Bear Air Conditioning/Appliance Doctors.
Discounts received from this service agreement in the prior 12 months rolling from the date of cancellation by the customer shall be canceled retroactively and remitted to Polar Bear Air Conditioning/Appliance Doctors.
This service agreement does not extend or provide any further warranty beyond what is provided by the manufacturer or installing contractor’s original warranty. However, the manufacturer recommends regular maintenance performed by a qualified contractor and manufacturers require regular maintenance as part of their warranty conditions.
In person appointments may be recorded for training and quality purposes.
The customer is responsible to provide access to fresh water to the maintenance technician at the time of the visit for the purpose of washing outdoor equipment.
The customer agrees that Polar Bear Air Conditioning/Appliance Doctors will not be held responsible for mold development or mold detection of any kind.
The maintenance scope of work varies by equipment as specified below. The scope of work may change at any time without notice:
1. Central/Ducted System
  1. Thorough Evaluation of Entire System
  2. Record Cooling Effect of Equipment
  3. Chemically Treat Drain Lines
  4. Apply Drain Pan Tabs & Clean Pan As Needed
  5. Inspect Drainage and Test Float Switches a.k.a. ‘Ceiling Savers’
  6. Apply Sanitizer To Indoor Coil
  7. Wash Outdoor Coil
  8. Change or Clean Standard Filters
  9. Inspect Electrical Components
  10. Present Findings and Answer Questions
2. Mini-Split/Ductless System
  1. Thorough Evaluation of Entire System
  2. Record Cooling Effect of A/C System
  3. Clear Drain Lines
  4. Apply Drain Pan Tabs & Clean Pan As Needed
  5. Apply Sanitizer To Indoor Coil
  6. Wash Outdoor Coil
  7. Change or Clean Standard Filters
  8. Inspect Electrical Components
  9. Present Findings and Answer Questions
3. Whole Home Dehumidifier
  1. Change or Clean Standard Filters
  2. Observe & Record Operation of System Fan and Compressor
  3. Clear Drain Lines
  4. Apply Drain Pan Tabs & Clean Pan As Needed
  5. Disassemble System and Sanitize Heat Exchanger as Needed
  6. Sanitize and Wipe Down Cabinet
  7. Inspect Electrical Components
  8. Present Findings and Answer Questions

Whole Home Energy Recovery Ventilator
1. Disassemble Unit, Remove and Wash Filter (quarterly)
2. Observe & Record Operation of System (quarterly)
3. Remove Exchanger Core and Clean (annually)
4. Remove Blower Wheel and Clean (annually)
5. Adjust Belt Alignment and Lubricate as Needed
6. Replace Belt as Needed (not included)
7. Inspect Electrical Components
8. Present Findings and Answer Questions
VRF/Multi-Split System
1. Clean & Record Cooling Effect of A/C System
2. Clear Drain Lines
3. Apply Drain Pan Tabs & Clean Pan As Needed
4. Apply Sanitizer To Indoor Coil
5. Wash Outdoor Coil As Needed
6. Change or Clean Standard Filters
7. Inspect Electrical Components
8. Present Findings and Answer Questions
Domestic Appliances
1. Refrigerator Operation And Cleaning Of Condenser Coil
2. Inspect Water, Power, & Drain Connections on All Appliance
3. Ventilation Checks On Dryer And Stove Venting
4. Checking Safety And Limits Of All Appliances
5. Clean Dryer Lint Trap And Check Drive Belt
6. Check Garbage Disposal And Perform Clean Out
7. Inspect Electrical Components
8. Present Findings and Answer Questions

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