Privacy Policy

Effective date: July 9, 2026

Top Hat Maintenance Company ("Top Hat," "we," "us," or "our") respects your privacy. This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices you have. It applies to our website (tophatmaintenance.com), our staff portal, and any related applications or integrations we operate.

Information we collect

Information you give us

• Website inquiries. When you submit a quote or contact request, we collect your name, email address, phone number, company/property details, and any message you send.
• Staff portal data. Authorized Top Hat personnel sign in with their @tophatmaintenance.com Google Workspace accounts. Within the portal, we process business records your team enters — including client companies, points of contact, properties/buildings, work orders, schedules, notes, and photos.

Information from connected services (QuickBooks Online)

When an authorized administrator connects a QuickBooks Online company to our portal, we access that company's accounting data through Intuit's API in order to sync it with the portal. This may include customers, vendors, employees, items/services, invoices, estimates, payments, time activities, and related financial records. We access this data only to provide the features you enable (such as syncing customers, recording time, and creating invoices). We store an access/refresh token to maintain the connection; you can disconnect at any time from the portal, which revokes our ongoing access.

Information collected automatically

Like most websites and applications, we and our infrastructure providers collect basic technical information such as device/browser type, IP address, and usage logs to operate, secure, and improve our services.

How we use information

• Respond to inquiries and provide maintenance services and quotes.
• Operate, secure, and improve our staff portal.
• Sync data with QuickBooks Online where you have connected it (e.g., matching clients to customers, recording time, and creating invoices).
• Communicate with you about your account, services, or requests.
• Comply with legal obligations and enforce our terms.

How we share information

We do not sell your personal information. We share information only with:

• Service providers that power our platform, including Google (Firebase / Google Cloud) for hosting, database, authentication, and file storage.
• Intuit / QuickBooks, when you connect a QuickBooks Online company, solely to read and write the accounting data required for the features you use.
• Legal and safety recipients when required by law or to protect our rights, users, or the public.

How we protect information

We use industry-standard safeguards, including encryption in transit (HTTPS), access controls that restrict portal and data access to authorized @tophatmaintenance.com accounts, and secure storage of connection credentials. No method of transmission or storage is 100% secure, but we work to protect your information using reasonable measures.

Data retention

We retain information for as long as needed to provide our services, maintain business records, and comply with legal obligations. When you disconnect QuickBooks, we stop accessing your QuickBooks data and revoke stored tokens. You may request deletion of information we hold about you as described below.

Your choices and rights

You may request access to, correction of, or deletion of your personal information, and you may disconnect any QuickBooks connection at any time. To make a request, contact us at contact@tophatmaintenance.com.

Children's privacy

Our services are intended for businesses and are not directed to children under 13, and we do not knowingly collect information from them.

Changes to this policy

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.

Contact us

Top Hat Maintenance Company
San Antonio, TX
Email: contact@tophatmaintenance.com
Phone: (210) 421-5731