Privacy Policy

Last Updated: January 29, 2025

1. Introduction

Total Building Maintenance ("TBM," "we," "us," or "our") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services.

2. Information We Collect

2.1 Personal Information You Provide

We collect information that you voluntarily provide to us, including:

• Contact Information: Name, email address, phone number, business name, mailing address
• Service Details: Facility type, square footage, cleaning frequency preferences, service location
• Photos: Images you upload during walkthrough proposals or service requests
• Communication Data: Messages, questions, or feedback you send us via contact forms, email, or chat
• Payment Information: Billing address and payment details (processed securely through third-party payment processors)

2.2 Automatically Collected Information

When you visit our website, we automatically collect certain information:

• Device Information: IP address, browser type, operating system, device identifiers
• Usage Data: Pages visited, time spent on pages, links clicked, referral URLs
• Cookies and Tracking: We use cookies and similar technologies (see Section 8)

3. How We Use Your Information

We use your information for the following purposes:

• Service Delivery: To provide commercial cleaning services, schedule appointments, and communicate about your service
• Quotes and Proposals: To generate accurate pricing estimates and customized cleaning proposals
• Customer Support: To respond to your inquiries, resolve issues, and provide technical assistance
• Business Operations: To process payments, maintain records, and manage our business
• Communication: To send service updates, appointment reminders, and important notices
• Marketing: To send promotional offers and newsletters (with your consent)
• Improvement: To analyze usage patterns and improve our website and services
• Legal Compliance: To comply with legal obligations and enforce our terms

4. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

4.1 Service Providers

We share information with trusted third-party service providers who assist us:

• Automation Platforms: N8N (workflow automation) for processing proposals and service requests
• Scheduling Tools: Calendly for appointment booking
• Email Services: Email service providers for communication
• Payment Processors: Secure payment processing services
• Cloud Storage: Hosting and data storage providers

4.2 Business Transfers

If TBM is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

4.3 Legal Requirements

We may disclose your information if required by law, court order, or to protect our rights, property, or safety.

5. Data Security

We implement appropriate technical and organizational measures to protect your information:

• Encrypted data transmission (HTTPS/SSL)
• Secure data storage with access controls
• Regular security assessments
• Employee training on data protection

Important: No method of transmission over the Internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

6. Data Retention

We retain your personal information for as long as necessary to:

• Provide you with services
• Comply with legal obligations (e.g., tax records, contracts)
• Resolve disputes and enforce agreements

Typically, we retain customer data for 7 years after the last service date or as required by law.

7. Your Privacy Rights

7.1 California Residents (CCPA)

If you are a California resident, you have the right to:

• Know: What personal information we collect, use, and share
• Delete: Request deletion of your personal information
• Opt-Out: Opt out of the sale of your information (we do not sell personal information)
• Non-Discrimination: Not be discriminated against for exercising your rights

7.2 European Residents (GDPR)

If you are in the European Economic Area, you have the right to:

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate information
• Erasure: Request deletion of your data
• Portability: Receive your data in a portable format
• Object: Object to processing of your data
• Withdraw Consent: Withdraw consent at any time

7.3 All Users

Regardless of location, you can:

• Update your information by contacting us
• Unsubscribe from marketing emails (link provided in each email)
• Disable cookies in your browser settings

8. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience:

Types of Cookies We Use:

• Essential Cookies: Required for website functionality (cannot be disabled)
• Analytics Cookies: Help us understand how visitors use our site
• Functional Cookies: Remember your preferences and settings
• Marketing Cookies: Track your activity for advertising purposes

Managing Cookies: You can control cookies through your browser settings. Note that disabling cookies may limit website functionality.

9. Third-Party Links

Our website may contain links to third-party websites (e.g., Calendly, social media). We are not responsible for the privacy practices of these sites. Please review their privacy policies before providing information.

10. Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If we learn we have collected information from a child, we will delete it promptly.

11. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last Updated" date. We encourage you to review this policy periodically.

13. Contact Us

14. Your Consent

By using our website and services, you consent to this Privacy Policy and our collection, use, and sharing of your information as described herein.