Privacy Policy

Supreme Mechanical Solutions LLC
Effective Date: October 13, 2026

Supreme Mechanical Solutions LLC (“SMS,” “we,” “us,” or “our”) provides commercial HVAC, refrigeration, and kitchen equipment services in the Kansas City metro area. This Privacy Policy explains what information we collect, how we use it, and the choices you have. It covers our website at smsofkc.com, our internal business application SMS Service Hub (hub.smsofkc.com), and the services we provide to our customers (together, the “Services”).
By using our website or Services, you agree to this Privacy Policy. If you have questions, contact us using the information at the end of this policy.

1. Information We Collect

Information you give us:

  • Contact forms and service requests: your name, company name, job title, phone number, email address, service location or address, equipment type, urgency, and a description of the problem or request.
  • Customer business contact information: names, phone numbers, and email addresses of your business contacts, billing contacts, and billing and service addresses.
  • Job and site information: site locations and access instructions, equipment details (such as make, model, and serial number), service history, work orders, technician notes, and photos taken on the job.
  • Invoice and payment information: estimates, invoices, line items, amounts, due dates, payment status, payment dates, and account balances. When you pay by card or bank transfer, your full card or bank account details are handled by our payment processor under its own privacy policy. We do not ask you to submit full card or bank account numbers through our website forms.

Information collected automatically when you visit our website:

  • Analytics data: your IP address, browser type, device type, general location (such as city), pages you visit, the site that referred you, and how long you stay on each page.
  • Cookies and similar technologies: small files stored in your browser that help the website work and help us see how visitors use it. We may use analytics tools such as Google Analytics for this. You can block or delete cookies through your browser settings, but some parts of the site may not work properly if you do. Our website does not currently respond to browser “Do Not Track” signals.

Information from QuickBooks Online: see Section 3 below.

2. How We Use Information

We use the information we collect to:

  • Provide, schedule, dispatch, and perform HVAC, refrigeration, kitchen equipment, and related services.
  • Respond to service requests, including emergency calls.
  • Prepare estimates and invoices, record payments, and manage customer accounts.
  • Communicate with you about appointments, jobs, maintenance plans, invoices, and your questions.
  • Provide customer support.
  • Keep records of your equipment and service history so we can serve you better.
  • Operate, maintain, secure, and improve our website and SMS Service Hub.
  • Meet our legal, tax, and accounting obligations, and protect our rights and the safety of others.

3. QuickBooks Online and Intuit Data

SMS Service Hub (hub.smsofkc.com) is an internal application that SMS uses to run its own business. It connects to SMS’s QuickBooks Online account through Intuit’s API to sync customers, invoices, and payments. Here is how we handle that data:

  • Access only with authorization. SMS Service Hub accesses QuickBooks Online data only after an authorized SMS administrator grants permission through Intuit’s secure OAuth sign-in. SMS Service Hub never sees or stores Intuit passwords.
  • What we access. Customer records (names, business contact information, and billing and service addresses), invoices, payments and payment status, and related details needed for invoicing.
  • How we use it. Only to operate SMS’s own accounting and invoicing, such as keeping customer records in sync, creating and updating invoices, and matching payments to jobs.
  • Never sold. We do not sell, rent, or trade QuickBooks data, and we do not use it for advertising.
  • Limited sharing. We do not share QuickBooks data with anyone except service providers who help us host and operate SMS Service Hub (and who must keep it confidential and use it only for that purpose), or when required by law as described in Section 4.
  • Stored securely. QuickBooks data is transmitted over encrypted connections (HTTPS). Access tokens and synced data are kept in protected systems, and access is limited to authorized SMS personnel.
  • Disconnect anytime. The connection between SMS Service Hub and QuickBooks Online can be disconnected and access revoked at any time through QuickBooks Online’s connected apps settings, or by contacting us at sales@smsofkc.com. Once disconnected, SMS Service Hub stops accessing QuickBooks data.
  • Deletion on request. On request, we will delete QuickBooks data stored in SMS Service Hub, except for records we are required by law to keep (for example, for tax or accounting purposes). Data that remains inside QuickBooks Online itself is governed by Intuit’s own privacy policy.

4. How We Share Information

We share information only as described below:

  • Service providers: companies that help us run our business, such as website hosting, cloud hosting, email, analytics, accounting software (including Intuit QuickBooks), payment processing, and IT support. They may use the information only to provide services to us and must protect it.
  • To complete your job: equipment manufacturers, parts suppliers, or subcontractors when needed to perform your service (for example, to process a warranty claim or order parts).
  • Legal reasons: when we believe it is required by law, subpoena, or court order, or needed to protect the rights, property, or safety of SMS, our customers, or others.
  • Business transfers: if SMS is involved in a merger, sale, or transfer of all or part of its business, information may be transferred as part of that transaction, subject to this policy.
  • With your permission: in any other case where you ask us to or agree to it.

5. We Do Not Sell Personal Information

We do not sell your personal information. We do not rent or trade it to anyone for their own marketing.

6. Data Security

We use reasonable administrative, technical, and physical safeguards to protect information, including encrypted connections and access limited to people who need it to do their jobs. No website, app, or method of storage is 100% secure, so we cannot guarantee absolute security. If you believe your information has been compromised, please contact us right away.

7. Data Retention

We keep information only as long as we need it for the purposes described in this policy, for as long as you are a customer, and as needed to meet legal, tax, and accounting requirements or resolve disputes. When we no longer need it, we delete it or make it anonymous.

8. Your Choices and Rights

You may ask us to:

  • Tell you what personal information we have about you.
  • Correct information that is wrong or out of date.
  • Delete your information, subject to records we are legally required to keep.
  • Stop sending you non-essential emails or messages. (We will still contact you about active jobs, invoices, and your account.)

To make a request, email sales@smsofkc.com or call (913) 399-7711. We may need to confirm your identity before acting on a request. We will respond within a reasonable time. Depending on the state where you live, you may have additional privacy rights under that state’s law, and we will honor them as required. We will not treat you differently for making a privacy request.

9. Children’s Privacy

Our website and Services are meant for businesses and are not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has given us personal information, contact us and we will delete it.

10. Third-Party Links and Services

Our website and Services may link to or work with third-party websites and services, such as Intuit QuickBooks, payment processors, maps, or equipment manufacturers. We are not responsible for the privacy practices of those third parties. Please review their privacy policies.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will post the updated version on this page and change the Effective Date above. If we make significant changes, we may also give notice on our website or by email.

12. Contact Us

If you have questions or requests about this Privacy Policy or your information, contact us:
Supreme Mechanical Solutions LLC
PO Box 24113
Overland Park, KS 66283
Phone: (913) 399-7711
Email: sales@smsofkc.com