01 Introduction
TOP M Mechanical (referred to in this policy as "TOP M Mechanical," "we," "us," or "our") respects your privacy. This Privacy Policy explains what personal information we collect about you, how we use it, who we share it with, and the choices you have. It applies to our website at https://topm-mechanical.com/, to phone, text, and email communications with us, and to the HVAC and mechanical services we provide at your home or place of business.
By using our website or requesting service from us, you confirm that you have read and understood this policy. If you do not agree with how we handle personal information as described here, please do not use the website or submit information through it.
The short version: we collect the information we need to schedule and complete your service call, run our business, and stay in touch with you. We do not sell your personal information. We use industry-standard safeguards to keep it secure.
02 Information we collect
The information we collect depends on how you interact with us. We group it into the following categories.
Information you give us directly
- Contact details — your name, phone number, email address, and service address when you fill out our booking form, call us, or send us a message.
- Service request details — descriptions of the issue you're experiencing, equipment make and model, building or unit type, preferred appointment times, and any photos or files you choose to send.
- Payment information — when you pay for service, billing details and the last four digits of your card. Full card numbers are handled directly by our payment processor; we do not store them on our own systems.
- Communications — the content of emails, text messages, voicemails, chat messages, and other correspondence between you and our team.
Information we collect automatically
- Device and browser data — IP address, browser type and version, operating system, device type, and approximate location (typically city or region) derived from your IP.
- Usage data — pages viewed, time spent, links clicked, referring website, and the date and time of your visit.
- Cookies and similar technologies — small files stored on your device to keep the site working and help us understand traffic. See the Cookies section below.
Information from other sources
- Service partners — if you were referred to us by a property manager, general contractor, manufacturer, or warranty provider, we may receive your contact and job details from them.
- Public sources — business names, addresses, and similar publicly available information when we receive a commercial service request.
- Reviews and social platforms — if you publicly review us or interact with our profiles on platforms like Google, Yelp, or social media, we may see that information.
03 How we use your information
We use the information we collect for the following purposes:
- To schedule, dispatch, and complete the service you request.
- To prepare quotes, estimates, invoices, and warranty paperwork.
- To contact you about appointments, technician ETAs, follow-ups, and service-related questions, including by phone, SMS, and email.
- To process payments and keep accurate financial records.
- To provide customer support and respond to your inquiries.
- To operate, maintain, and improve our website and the services we offer.
- To send maintenance reminders, seasonal tune-up notices, and (where permitted) marketing communications that you can opt out of at any time.
- To detect and prevent fraud, abuse, and unauthorized access to our systems.
- To comply with legal obligations, including tax, licensing, and regulatory requirements.
- To establish, exercise, or defend legal claims when necessary.
04 Legal bases for processing
Where data protection laws such as the EU/UK GDPR apply to you, we rely on the following legal bases to process your personal information:
- Contract — to take steps at your request before entering a service agreement and to perform that agreement.
- Legitimate interests — to run, secure, and improve our business in a way that does not override your rights and freedoms.
- Consent — where required, for example for certain marketing communications or non-essential cookies. You can withdraw consent at any time.
- Legal obligation — to meet tax, accounting, licensing, health and safety, and other legal requirements.
07 How long we keep your information
We keep personal information only as long as we need it for the purposes described in this policy, including to provide our services, maintain accurate business records, resolve disputes, enforce our agreements, and meet our legal obligations.
- Customer and job records — typically kept for the duration of the customer relationship plus the period required by applicable tax, warranty, licensing, and statute-of-limitations rules.
- Marketing data — kept until you unsubscribe or ask us to delete it, plus a short period to honour your opt-out.
- Website analytics — generally retained in aggregated or de-identified form.
When information is no longer needed, we securely delete or de-identify it.
08 How we protect your data
We use reasonable administrative, technical, and physical safeguards designed to protect personal information against loss, theft, and unauthorized access, disclosure, or alteration. These include encrypted connections (HTTPS), restricted access to customer records, vetted third-party providers, and ongoing review of our security practices.
No method of transmission over the internet and no method of electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security. You also play a role: please use a strong, unique password if you ever create an account with us, and do not share confidential information over unsecured channels.
09 Your rights & choices
Depending on where you live, you may have some or all of the following rights regarding your personal information:
- Access — request a copy of the information we hold about you.
- Correction — ask us to fix information that is inaccurate or incomplete.
- Deletion — ask us to delete your information, subject to legal record-keeping requirements.
- Restriction or objection — ask us to limit how we process your information or object to certain uses.
- Portability — request your information in a structured, commonly used, machine-readable format.
- Withdraw consent — where we rely on consent, you can withdraw it at any time without affecting the lawfulness of prior processing.
- Opt out of marketing — unsubscribe at any time using the link in our marketing emails, by replying STOP to our SMS messages, or by contacting us directly.
- Complaint — lodge a complaint with your local data protection authority if you believe we have not handled your information properly.
To exercise any of these rights, contact us using the details at the bottom of this page. We may need to verify your identity before responding. We will not discriminate against you for exercising your rights.
California residents
If you are a California resident, the California Consumer Privacy Act (CCPA), as amended by the CPRA, gives you specific rights to know, delete, correct, and limit the use of your personal information, and to opt out of any "sale" or "sharing" of it. We do not sell personal information, and we do not share it for cross-context behavioural advertising in the way those terms are defined under California law. You can submit a request using the contact details below.
10 Children's privacy
Our website and services are intended for adults. We do not knowingly collect personal information from children under 13 (or the equivalent minimum age in your jurisdiction). If you believe a child has provided us with personal information, please contact us and we will delete it.
11 Third-party websites & services
Our website may contain links to other websites and services that we do not operate, such as manufacturer pages, review sites, or social media platforms. We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies before sharing information with them.
12 Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. When we make material changes, we will update the "Last updated" date at the top of this page and, where appropriate, notify you by email or through a notice on our website. Your continued use of the website or services after the changes take effect means you accept the updated policy.
Contact us
If you have questions about this Privacy Policy or how we handle your personal information, or if you want to exercise any of your rights, please reach out:
- Company: TOP M Mechanical
- Website: https://topm-mechanical.com/
- Phone: (929) 444-7868
- Email: info@topm-mechanical.com
We will do our best to respond within a reasonable time frame, and in any event within the time periods required by applicable law.