Payment Policy

Cool Heat Direct LLC

Last Updated: 06.07.2026

Cool Heat Direct LLC (“we”, “us”, “our”) provides secure online payment options for purchases made through www.coolheatdirect.com. This Payment Policy explains how payments are accepted, processed, verified, and handled when you place an order with us.

By placing an order on our Website, you agree to the payment terms described in this Payment Policy.

1. Accepted Payment Methods

We accept the payment methods available at checkout, which may include:

Major credit cards
Major debit cards
Shop Pay
Shop Pay Installments, if available
Other payment methods shown at checkout

Available payment methods may vary depending on your location, order value, payment provider eligibility, and Shopify checkout availability.

2. Secure Payment Processing

Payments are processed securely through Shopify and its approved payment providers.

Cool Heat Direct LLC does not store full credit card numbers or full debit card numbers on our systems.

Payment details are handled by secure third-party payment processors using industry-standard security practices.

3. Payment Timing

Payment is typically authorized and/or captured at the time you place your order.

An order is not considered confirmed until payment has been successfully authorized or completed.

If payment is declined, incomplete, reversed, or flagged for review, we may be unable to process or ship the order.

4. Order Review & Verification

For customer protection and fraud prevention, some orders may be subject to additional review before processing or shipment.

We may contact you to verify information such as:

Billing details
Shipping details
Contact information
Payment authorization
Order details

If we are unable to verify required information, we may delay, cancel, or refund the order.

5. Billing Information

Customers are responsible for providing accurate billing information at checkout.

Billing information should match the payment method used.

Incorrect, incomplete, or mismatched billing information may result in payment delays, order review, or cancellation.

6. Pricing & Currency

All prices displayed on the Website are listed in U.S. dollars (USD) unless otherwise stated.

Prices are subject to change without notice.

The price charged for an order is the price shown at checkout at the time the order is placed, excluding any later adjustments, refunds, or corrections.

7. Sales Tax

Applicable sales tax may be calculated and collected at checkout based on:

Shipping address
Billing address
Product type
Applicable state or local tax rules
Shopify tax settings

Sales tax amounts may vary depending on the destination and applicable legal requirements.

8. Payment Authorization Holds

Some payment providers may place an authorization hold on your card or account when an order is attempted or placed.

If an order is not completed, declined, or cancelled, the authorization hold may take several business days to release, depending on your bank or payment provider.

Cool Heat Direct LLC does not control bank processing times for authorization holds.

9. Financing & Installment Payments

If Shop Pay Installments or another third-party financing option is available and selected at checkout, the financing provider is responsible for approval, payment terms, installment schedules, fees, and eligibility decisions.

Any financing agreement is between the customer and the financing provider.

Cool Heat Direct LLC does not approve financing applications and does not receive full credit application details.

Please review the financing provider’s terms and privacy policy before selecting an installment payment option.

10. Failed, Declined, or Reversed Payments

If a payment fails, is declined, is reversed, or cannot be verified, we may:

Contact you for updated payment information
Place the order on hold
Cancel the order
Issue a refund if funds were captured
Refuse shipment until payment is confirmed

We are not responsible for delays caused by failed or incomplete payments.

11. Chargebacks & Payment Disputes

If you believe there is an issue with your order or payment, please contact us first at support@coolheatdirect.com so we can review and help resolve the matter.

Filing a chargeback or payment dispute may delay resolution of your order, return, refund, or warranty-related request.

We reserve the right to provide order records, tracking information, delivery confirmations, customer communications, and other relevant documentation to the payment provider or bank during a dispute review.

12. Refunds

Approved refunds are processed back to the original payment method whenever possible.

Refund timing may vary depending on your bank, card issuer, or payment provider.

Please review our Refund Policy for full details about returns, cancellations, restocking fees, eligibility, and refund timelines.

13. Order Cancellations

If you need to cancel an order, contact us as soon as possible at support@coolheatdirect.com.

Orders may not be cancellable once processing, fulfillment, freight booking, or shipment preparation has started.

If an order has already shipped or entered fulfillment, cancellation may be treated as a return and may be subject to our Refund Policy.

14. Payment Security & Fraud Prevention

We reserve the right to refuse, cancel, or delay any order that appears suspicious, fraudulent, unauthorized, or inconsistent with our payment security standards.

This may include orders with:

Mismatched billing and shipping details
Unusual order activity
High-risk payment signals
Unverified customer information
Payment provider warnings

These checks help protect both customers and Cool Heat Direct LLC.

15. Contact Us

For payment-related questions, billing support, order payment issues, or refund-related questions, please contact:

Cool Heat Direct LLC
Phone: +1 (307) 429-3634
Email: support@coolheatdirect.com
Hours: Monday–Friday, 9:00 AM–6:00 PM ET

Business Address: Cool Heat Direct LLC, 30 N Gould St, Sheridan, WY 82801, United States