Privacy Policy

1. Introduction

Extra Mile Mechanical, LLC (“Extra Mile Mechanical,” “we,” “us,” or “our”) is a woman-owned commercial HVAC and mechanical services contractor based in Camp Hill, Pennsylvania, proudly serving the Central Pennsylvania and greater Harrisburg region. We built our business on straight talk, honest work, and going the extra mile — and we bring that same commitment to how we handle your personal information.

This Privacy Policy explains what information we collect through our website at www.extramilemechanical.com (the “Site”), how we use it, who we share it with, and what choices you have. It also describes your rights under applicable Pennsylvania and federal law.

By using our Site, you agree to the practices described in this Privacy Policy. If you have questions at any point, we’re easy to reach — contact information is at the end of this document.

2. Information We Collect

We only collect information that helps us serve you better or operate our business. Here’s a breakdown of what that includes.

2a. Information You Provide Directly

When you interact with our Site by filling out a form or submitting an application, you provide us with information voluntarily. This includes:

• Contact Form Submissions: When you reach out to us through our website’s contact form, we collect your name, company name, email address, phone number, and the content of your message.
• Newsletter / Mailing List Sign-Up: If you sign up to receive our newsletter or email updates, we collect your email address. That’s it — nothing more is required to subscribe.
• Job and Career Applications: If you apply for a position with us through the Site, we collect your name, contact information (email, phone, address), employment history, and any other details you include in your résumé or application materials.

You are never required to provide personal information simply to browse our Site. Forms are only activated when you choose to engage with them.

2b. Information Collected Automatically

Like most websites, ours automatically collects certain technical data when you visit. This information is gathered using cookies and similar tracking technologies (explained further in Section 4) and may include:

• Pages visited and how you move through the Site
• Browser type and version (e.g., Chrome, Safari, Edge)
• Device type (e.g., desktop, tablet, smartphone)
• Referring URL — the page or search engine that brought you to our Site
• General geographic location (city or region level only — not your precise street address)
• Time spent on each page and other engagement metrics
• IP address (a numerical label assigned to your internet connection by your provider)

This automatically collected data does not, by itself, identify you as a specific individual. It helps us understand how visitors use our Site so we can improve the experience.

What We Do Not Collect: We do not operate an e-commerce store or process any payment card information through this Site. We do not collect Social Security numbers, financial account data, or government-issued ID numbers.

3. How We Use Your Information

We use the information we collect for specific, legitimate business purposes only. We do not use your data in ways that would surprise you or that aren’t described here.

• Responding to Your Inquiries: When you contact us through our website, we use your information to respond to your question, provide a quote, or follow up on a project discussion.
• Sending Newsletters and Updates: If you’ve signed up for our mailing list, we use your email address to send you company news, industry updates, or other content you requested. We only send these communications with your consent, and you can opt out at any time.
• Processing Job Applications: When you apply for a position with us, we use your application materials to evaluate your candidacy, communicate with you about the role, and make hiring decisions.
• Improving Our Website: We use aggregated, anonymized analytics data to understand which pages are most useful, identify technical problems, and enhance overall Site performance.
• Complying with Legal Obligations: We may use or retain information as required by applicable federal, state, or local law — including Pennsylvania’s data protection laws.
• Protecting Our Business: We may use information to detect and prevent fraud, unauthorized access, or other potentially harmful or illegal activity.

We will not use your information for automated decision-making that produces legal or similarly significant effects without your knowledge.

4. Cookies and Tracking Technologies

What Are Cookies?

Cookies are small text files that a website places on your device (computer, phone, or tablet) when you visit. They help the site remember certain information about your visit — like which pages you viewed — so the experience works smoothly. Cookies do not contain viruses or malware and cannot access other files on your device.

Types of Cookies We Use

Analytics Tools We Use

Our Site uses Google Analytics (or a similar analytics platform) to collect and analyze visitor data. Google Analytics uses cookies to generate reports about Site activity. The data collected is processed by Google and subject to Google’s own privacy policy, available at policies.google.com/privacy.

We do not use analytics data to build individual profiles or serve you targeted advertisements.

How to Opt Out of Cookies

You have several options for managing cookies:

• Browser Settings: Most web browsers allow you to refuse or delete cookies through their settings menus. Look for options under “Privacy,” “Security,” or “Site Settings.” Note that disabling cookies may affect the functionality of some websites, including ours.
• Google Analytics Opt-Out: You can prevent Google Analytics from collecting your data by installing the Google Analytics Opt-Out Browser Add-on, available at tools.google.com/dlpage/gaoptout.
• Do Not Track (DNT): Some browsers offer a “Do Not Track” signal. Our Site does not currently respond differently to DNT signals, as there is no universal standard for what that response should be. We are monitoring developments in this area.

5. How We Share Your Information

We do not sell your personal information. Period. We are not in the business of selling data, and we never have been.

We share information only in the limited circumstances described below, and only with parties who have agreed to treat your information with the same level of care we do.

Service Providers Who Help Us Operate the Site

We work with a small number of trusted third-party companies to keep our website and business communications running. These service providers may process your information on our behalf, but only for the specific purpose for which they were engaged. They are contractually required to keep your information confidential and to use it only as directed by us. These providers may include:

• Website Hosting Provider: The company that hosts and delivers our website.
• Email Marketing Platform: The service we use to manage our newsletter mailing list and send email communications (e.g., Mailchimp or similar). Your email address is shared with this platform only if you have opted in to receive our newsletter.
• Analytics Provider: Google Analytics or a comparable service used to collect and analyze anonymized website traffic data.
• Other Operational Service Providers: Any other vendors who assist with the technical operation of the Site, subject to confidentiality obligations.

Legal and Law Enforcement Disclosures

We may disclose your information if we are required to do so by law or in response to a valid legal process, such as a court order, subpoena, or government request. We may also disclose information when we believe in good faith that disclosure is necessary to protect the rights, property, or safety of Extra Mile Mechanical, our employees, customers, or the public.

Business Transfers

In the event that Extra Mile Mechanical, LLC is involved in a merger, acquisition, sale of assets, or similar business transaction, your personal information may be transferred as part of that transaction. If this occurs, we will notify you via email or a prominent notice on our Site, and the new controlling party will be required to honor the terms of this Privacy Policy.

No other sharing occurs without your explicit consent.

6. Data Retention

We hold on to your information only for as long as we actually need it. When a business purpose has been fulfilled and no legal requirement calls for continued retention, we securely delete or anonymize the data.

Here’s how that works in practice:

• Contact Form Inquiries: Messages submitted through our contact form are retained for a reasonable period following the close of the inquiry or project discussion — generally consistent with our standard business record-keeping practices.
• Newsletter Subscribers: Your email address remains on our mailing list until you unsubscribe. Every email we send includes a clear, one-click unsubscribe link. Once you unsubscribe, we remove you from active distribution promptly.
• Job Applications: Application materials for open positions are retained for the duration of the hiring process. Applications for positions that have been filled, or from candidates not selected, are retained for a period consistent with our standard employment record practices and applicable Pennsylvania employment law requirements.
• Analytics Data: Aggregated and anonymized analytics data may be retained for longer periods for trend analysis, but this data cannot reasonably be used to identify you as an individual.

If you have questions about how long specific data is retained, contact us at hq@extramilemechanical.com.

7. Data Security

Protecting the information you share with us is something we take seriously. We maintain reasonable and appropriate administrative, technical, and physical safeguards designed to protect your personal information from unauthorized access, use, disclosure, alteration, or destruction. These safeguards include:

• Secure, encrypted data transmission (HTTPS) on our website
• Access controls that limit who within our organization can view personal information
• Use of reputable, security-conscious third-party platforms for email and data storage
• Regular review of our data handling practices

Pennsylvania Breach Notification

Extra Mile Mechanical, LLC complies with Pennsylvania’s Breach of Personal Information Notification Act (BPINA), 73 P.S. §§ 2301–2329. In the unlikely event of a data breach that compromises your unencrypted personal information, we will notify affected Pennsylvania residents in a timely manner and in the form required by law. Notification will be provided via written notice, electronic notice, or substitute notice, as appropriate under the circumstances.

8. Your Privacy Rights

We believe you should have meaningful control over your personal information. Regardless of where you live, you can contact us at any time with questions or requests about your data. The following rights apply to you:

a. Right to Access

You may request a copy of the personal information we hold about you. We’ll tell you what we have, how we’re using it, and who we’ve shared it with.

b. Right to Correction

If you believe any information we hold about you is inaccurate or incomplete, you can ask us to correct it. We’ll update our records promptly upon verification.

c. Right to Deletion

You may request that we delete your personal information. We will honor that request unless we are required by law to retain the data, or we have a legitimate ongoing business need for it (such as an open project, pending job application, or legal obligation).

d. Right to Opt Out of Marketing Communications

You can opt out of our newsletter or marketing emails at any time by clicking the unsubscribe link included at the bottom of every email we send. You may also contact us directly to be removed. We will process your request promptly. Note that even after opting out of marketing emails, you may still receive transactional or administrative messages (e.g., a reply to a service inquiry you initiated).

e. Pennsylvania Consumer Data Privacy Act — Coming January 1, 2027

Pennsylvania’s Consumer Data Privacy Act (CDPA) was signed into law and takes effect on January 1, 2027. While Extra Mile Mechanical, LLC is likely below the thresholds that trigger mandatory compliance under the CDPA, we are committed to proactively aligning our practices with its consumer-friendly standards. When the law takes effect, Pennsylvania residents will have additional rights, including the right to opt out of certain profiling and targeted advertising. We will update this Privacy Policy to reflect those rights in advance of the effective date.

How to Exercise Your Rights

To make any privacy request listed above, contact us by email at hq@extramilemechanical.com or by mail at the address listed in Section 12. We will respond to your request within a reasonable time frame — generally within 30 days. We may need to verify your identity before fulfilling a request to ensure we’re responding to the right person.

We will not discriminate against you for exercising any of the rights described in this section.

9. Children’s Privacy

Our Site is designed for use by adults — specifically the building owners, property managers, facility directors, and business professionals who make up our client base. Our Site is not directed to children under the age of 13, and we do not knowingly collect personal information from anyone under 13.

If we become aware that we have inadvertently collected personal information from a child under the age of 13 without verifiable parental consent, we will take prompt steps to delete that information from our records. If you are a parent or guardian and believe your child has provided personal information to us, please contact us immediately at hq@extramilemechanical.com.

10. Third-Party Links

Our website may include links to external websites, such as industry associations, suppliers, partner organizations, or social media platforms. These sites are not operated or controlled by Extra Mile Mechanical, LLC, and this Privacy Policy does not apply to them.

We are not responsible for the privacy practices or content of any third-party websites. Before providing any personal information on a third-party site, we encourage you to review that site’s own privacy policy. The presence of a link on our Site does not constitute an endorsement of the linked site’s privacy practices.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our business practices, the services we offer, applicable law, or best practices in data privacy. When we make changes, we will post the updated policy on this page and update the “Last Updated” date at the top of the document.

For significant changes, we will make a reasonable effort to notify affected users — for example, by sending a notice to newsletter subscribers or posting a visible notice on our homepage.

Your continued use of our Site following the posting of any updated Privacy Policy constitutes your acceptance of those changes. We encourage you to review this page periodically to stay informed about how we handle your information.

12. Contact Us

Have a question about this Privacy Policy or want to make a privacy request? We’re straightforward people — just reach out. There’s no automated system standing between you and a real answer.

We typically respond to privacy inquiries within one to three business days. For formal privacy rights requests (access, deletion, correction), we will respond within 30 days.

This Privacy Policy was last updated on July 28, 2026, and is effective as of that date. Extra Mile Mechanical, LLC is a woman-owned small business registered in the Commonwealth of Pennsylvania. This policy is intended to comply with applicable Pennsylvania and federal law, including the Pennsylvania Breach of Personal Information Notification Act (BPINA) and the CAN-SPAM Act, and to anticipate the requirements of the Pennsylvania Consumer Data Privacy Act effective January 1, 2027.