Effective date: July 21, 2026
This Privacy Policy describes how Top Hat Maintenance Company ("Top Hat," "we," "us," or "our") handles information in the Top Hat Maintenance mobile app (the "App").
The App is an internal work tool for Top Hat Maintenance employees. It is not a consumer product and is not available to the general public. Access requires a Top Hat Maintenance account issued by the company; accounts cannot be self-created in the App. Employees use the App to see the jobs assigned to them, record their work, and communicate with dispatch.
This policy covers the App specifically. Our general company and website policy is available at tophatmaintenance.com/privacy.
When an employee signs in, we process the name, email address, and role associated with the company account issued to them. Authentication is handled by Google Firebase Authentication. We do not collect personal social media profiles, contacts, or personal address books.
The App records the work an employee performs, including assigned jobs, client and property names and addresses, scheduled times, task checklists, job notes, status changes, and sign-off signatures. This is company business-record data entered in the course of employment.
Employees can take photos with the device camera, or save photos, to document job sites and completed work. Photos are used only to document work orders and are attached to the relevant job. The App accesses the camera only when an employee chooses to add a photo. The App does not read or browse the device's photo library.
The App uses device location for two work purposes:
Location is collected in connection with work activity, and is tied to the employee's account and the job being worked. Employees are prompted by iOS to grant location permission and can change or revoke that permission at any time in the device's Settings; some job-verification features will not work if permission is denied. Location data is not sold, not shared with advertisers, and not used to build advertising or behavioral profiles.
Messages an employee sends to or receives from dispatch or operations within the App are stored so the conversation and any safety or weather alerts remain available to both sides.
If an employee enables notifications, we store a device push token so the company can send job assignments, schedule changes, and safety or weather alerts. Notifications can be turned off in device Settings.
Our infrastructure providers collect basic technical information such as device type, app version, IP address, and service logs in order to operate, secure, and troubleshoot the App. The App does not include third-party advertising, advertising identifiers, or third-party marketing or tracking software.
We do not sell personal information, and we do not use it for advertising or third-party marketing. We share information only with:
Information is encrypted in transit using HTTPS/TLS and stored on access-controlled Google Cloud infrastructure. Access is limited to authorized Top Hat Maintenance personnel, and employees only see the jobs and records their role permits. No method of transmission or storage is completely secure, but we use reasonable, industry-standard safeguards.
Work orders, job photos, time records, and related business records are retained as long as needed for our operations, client obligations, payroll, tax, and legal recordkeeping requirements. When an employee leaves the company, their App access is disabled, and the work records they created are retained as company business records.
Employees may request access to, correction of, or deletion of the personal information we hold about them, including their App account. Because App accounts are created and managed by the company, account deletion is handled by request rather than in the App. To make a request, email contact@tophatmaintenance.com and we will respond within a reasonable time. Note that we may need to retain certain records to meet legal, payroll, and client obligations.
Employees can also control camera, location, and notification permissions at any time in the device's iOS Settings.
The App is a workplace tool intended for Top Hat Maintenance employees. It is not directed to children, and we do not knowingly collect information from children under 13.
We may update this Privacy Policy from time to time. We will revise the "Effective date" above when we do, and material changes will be reflected on this page.
Top Hat Maintenance Company
San Antonio, TX
Email: contact@tophatmaintenance.com
Phone: (210) 421-5731