Privacy Policy

1. Introduction

Total Mechanical Services ("Company," "we," "us," or "our") operates the website located at totalmechanical.com (the "Website"). This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you visit our Website or submit information through our online forms.

By accessing or using the Website, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access the Website.

2. Information We Collect

2.1 Information You Provide Directly

We collect information that you voluntarily provide when you:

• Submit a Request for Proposal or quote request
• Contact us via phone, email, or our website forms
• Request information about our services
• Apply for employment opportunities

This information may include:

• Contact Information: Name, email address, phone number, company name, job title
• Business Information: Company address, facility type, building size, equipment details
• Project Information: Project type, timeline, technical specifications, equipment lists, site plans
• Communication Records: Correspondence and notes from your interactions with us

2.2 Information Collected Automatically

When you visit our Website, we automatically collect certain information through our analytics and customer relationship management tools, including:

• Device Information: Browser type, operating system, device type, screen resolution
• Log Data: IP address, access times, pages viewed, referring URL
• Usage Information: Every page you visit on our Website, time spent on each page, session duration, and navigation patterns
• Traffic Source: How you arrived at our Website (direct, organic search, paid advertising, referral)
• Geographic Location: Approximate city and region based on your IP address
• Return Visit Identification: Whether you have previously visited our Website, tracked via persistent cookies

2.3 Marketing Attribution Data

When you arrive at our Website via marketing links (such as from advertisements, email campaigns, or partner websites), we automatically capture UTM parameters and similar tracking codes embedded in the URL. This information includes:

• Campaign Source: The platform or website that referred you (e.g., Google, LinkedIn)
• Campaign Medium: The marketing channel (e.g., paid search, email, social)
• Campaign Name: The specific marketing campaign or promotion
• Campaign Terms and Content: Search keywords and A/B test identifiers

This marketing attribution data is associated with any form submission you complete, allowing us to understand which marketing efforts led to your inquiry.

2.4 Cookies and Similar Technologies

Our Website uses cookies and similar tracking technologies to enhance your browsing experience and enable our analytics and customer relationship management systems. Cookies are small data files stored on your device.

Cookies We Use

How Cookies Link Your Activity

When you submit a form on our Website, the hubspotutk cookie value is transmitted along with your form submission. This allows us to associate your contact information with your complete browsing history on our Website, including:

• All pages you viewed before submitting the form
• How you originally found our Website (traffic source)
• Previous visits to our Website
• Time spent on specific pages

Your Cookie Choices

You can configure your browser to refuse cookies or alert you when cookies are being sent. However, if you disable cookies, some Website features may not function properly, and we will not be able to link your form submission to your browsing history. Disabling cookies does not prevent form submissions from being received.

3. How We Use Your Information

We use the information we collect to:

• Respond to your inquiries and provide requested services
• Prepare and deliver proposals, quotes, and estimates
• Schedule service calls, inspections, and maintenance visits
• Communicate with you about projects, services, and appointments
• Maintain records for warranty, compliance, and regulatory purposes
• Improve our Website and service offerings
• Send service-related communications (appointment reminders, service updates)
• Comply with legal obligations and protect our legal rights
• Process employment applications

4. Information Sharing and Disclosure

We do not sell, rent, or trade your personal information to third parties for marketing purposes. We may share your information in the following circumstances:

4.1 Service Providers

We share information with third-party vendors who perform services on our behalf. Our primary service providers include:

• HubSpot, Inc.: Provides website analytics, visitor tracking, form processing, and customer relationship management. HubSpot receives and processes contact information, browsing history, and form submissions. Data is stored in HubSpot's North America data centers.
• Vercel Inc.: Provides website hosting and content delivery.

These providers are contractually obligated to protect your information and use it only for the purposes for which it was disclosed. They may not use your information for their own marketing purposes.

4.2 Business Transfers

If we are involved in a merger, acquisition, financing, or sale of business assets, your information may be transferred as part of that transaction. We will provide notice before your information is transferred and becomes subject to a different privacy policy.

4.3 Legal Requirements

We may disclose your information if required to do so by law or in response to:

• Valid legal process (subpoenas, court orders, government requests)
• Protect our rights, privacy, safety, or property
• Enforce our Terms of Service
• Investigate potential violations of law or our policies
• Protect against legal liability

4.4 With Your Consent

We may share your information with third parties when you have given us explicit consent to do so.

5. Third-Party Services

Our Website utilizes the following third-party services:

5.1 HubSpot (Analytics and CRM)

We use HubSpot, Inc. for website analytics, visitor tracking, form processing, and customer relationship management. HubSpot collects and processes the following data on our behalf:

• Page views and navigation patterns
• Session duration and engagement metrics
• Device and browser information
• Approximate geographic location (based on IP address)
• Traffic source and marketing attribution data
• Form submission data and contact information
• Visitor identity tracking via cookies

When you submit a form, your contact information is stored in our HubSpot CRM and linked to your browsing history on our Website. This data is processed in HubSpot's North America data centers. HubSpot's privacy policy is available at legal.hubspot.com/privacy-policy.

5.2 Other Services

• Google Fonts: For typography. Google's privacy policy is available at policies.google.com/privacy
• Vercel: For website hosting. Vercel's privacy policy is available at vercel.com/legal/privacy-policy

These third-party services have their own privacy policies governing the collection and use of information. We encourage you to review these policies.

6. Data Security

We implement reasonable administrative, technical, and physical security measures designed to protect your information from unauthorized access, use, alteration, or destruction. These measures include:

• Secure Socket Layer (SSL) encryption for data transmission
• Access controls limiting employee access to personal information
• Regular security assessments and updates
• Secure data storage with industry-standard providers

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security. You acknowledge that you provide information at your own risk.

7. Data Retention

We retain your information for as long as necessary to fulfill the purposes for which it was collected, including:

• Providing requested services and maintaining customer relationships
• Complying with legal, regulatory, and contractual obligations
• Resolving disputes and enforcing agreements
• Maintaining warranty and service records

7.1 Analytics and Tracking Data Retention

Data collected through HubSpot, including page views, session data, and visitor tracking information, is retained in our HubSpot account for as long as we maintain an active business relationship with you or as required for our legitimate business interests in understanding Website usage and marketing effectiveness.

• Cookie Duration: The HubSpot visitor tracking cookie (hubspotutk) persists for 13 months from your last Website visit
• Contact Records: If you submit a form, your contact information and associated browsing history are retained in our CRM until you request deletion
• Anonymous Analytics: Aggregated, non-identifiable analytics data may be retained indefinitely

7.2 Business Records

Business records related to commercial HVAC services, including proposals, contracts, service records, and compliance documentation, may be retained for extended periods as required by industry regulations, insurance requirements, and applicable law.

8. Your Rights and Choices

You have the following rights regarding your information:

• Access: Request access to the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information, subject to legal retention requirements
• Opt-Out: Opt out of marketing communications at any time

8.1 Opting Out of Website Tracking

You can limit or prevent tracking on our Website through the following methods:

• Browser Cookie Settings: Configure your browser to block or delete cookies. This will prevent HubSpot from recognizing you as a returning visitor.
• Private/Incognito Browsing: Use your browser's private browsing mode to prevent cookies from persisting between sessions.
• Do Not Track: While we do not currently respond to browser "Do Not Track" signals, you can use the other methods described here to limit tracking.
• HubSpot Opt-Out: You may opt out of HubSpot's tracking by visiting HubSpot's privacy policy for opt-out instructions.

Please note that opting out of tracking does not prevent you from using our Website or submitting forms. However, we will not be able to link your form submission to your prior browsing activity.

8.2 Exercising Your Rights

To exercise your data access, correction, or deletion rights, please contact us using the information provided in Section 12. We will respond to your request within a reasonable timeframe and in accordance with applicable law. For deletion requests, we will remove your contact record from our HubSpot CRM and request that HubSpot delete associated tracking data.

9. Business-to-Business Communications

Total Mechanical Services operates exclusively in the commercial and industrial sector. Our Website and services are intended for business purposes only. Communications with business contacts, including facility managers, procurement officers, and other commercial representatives, are conducted in a business-to-business context.

If you provide contact information in your capacity as a representative of a business or organization, such information will be used for commercial communications related to our services.

10. Children's Privacy

Our Website is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a minor, please contact us immediately so we can delete such information.

11. Changes to This Privacy Policy

We reserve the right to update or modify this Privacy Policy at any time. Changes will be effective immediately upon posting the revised policy on the Website with an updated "Last Updated" date. Your continued use of the Website after any changes constitutes your acceptance of the revised Privacy Policy.

We encourage you to periodically review this page for the latest information on our privacy practices.

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

13. Governing Law

This Privacy Policy shall be governed by and construed in accordance with the laws of the State of Oklahoma, without regard to its conflict of law principles. Any disputes arising under or in connection with this Privacy Policy shall be subject to the exclusive jurisdiction of the state and federal courts located in Oklahoma County, Oklahoma.