Privacy Policy
Top Notch Network LLC | topnotch-cleaning.com | Last Updated: October 14, 2026
1. About This Policy
Top Notch Network LLC (“Top Notch,” “we,” “us,” or “our”) operates a marketplace at topnotch-cleaning.com that connects customers with independent housekeepers. This Privacy Policy explains what personal information we collect, how we use and disclose it, how long we keep it, and the choices and rights you have.
This Policy applies to:
– Visitors who browse our website;
– Prospective customers who request information or a quote, including through our ads and lead forms;
– Customers who book or receive cleaning services; and
– Providers, meaning independent housekeepers and cleaning businesses who apply to or perform services through our Platform, wherever they live.
We apply the same privacy rights to everyone, regardless of the state you live in. Where the law of your state gives you additional rights, we honor those as well.
This Policy is part of our Terms and Conditions. Capitalized terms not defined here have the meanings given in the Terms and Conditions. Alternative formats of this Policy are available for individuals with disabilities by contacting support@topnotchnetwork.com.
2. Personal Information We Collect
2.1 Information You Give Us
– Category: Identifiers and contact information; Examples: Name, email address, phone number, service address, mailing address, account username; Who: Customers, Providers
– Category: Home details; Examples: Number of rooms, cleaning instructions, access codes or entry instructions, information about pets; Who: Customers
– Category: Transaction information; Examples: Services booked, prices, tips, membership status, payment history, cancellations, refunds, and claims; Who: Customers, Providers
– Category: Communications; Examples: Messages sent through our CRM, emails, call recordings, support requests, reviews, and survey responses; Who: Customers, Providers
– Category: Photographs; Examples: Before-and-after photographs of homes, claim photographs, and Provider profile photographs; Who: Customers, Providers
– Category: Provider business information; Examples: Business name, business address, years of experience, services offered, equipment, service areas, availability, and certificates of insurance (required for all Providers); Who: Providers
– Category: Provider identity and tax information; Examples: Date of birth, Social Security number or taxpayer identification number, and tax forms; Who: Providers
– Category: Provider payment information; Examples: Bank account and routing numbers for direct deposit; Who: Providers
– Category: Background check information; Examples: Identity verification, prior addresses, aliases, and criminal history records, obtained with the Provider’s written authorization; Who: Providers
2.2 Payment Card Information
Top Notch does not store your full payment card number. Card payments are processed by our payment processor, Stripe, Inc., which provides us with a secure token, the card brand, the last four digits, and the expiration date. If you choose to give payment details by phone, our staff enter them directly into Stripe for the charges you authorize and do not write down or retain them. Card information taken by phone is destroyed immediately after it is entered.
2.3 Information Collected Automatically
When you visit our website, we and our partners automatically collect information such as your IP address, browser type, device type, operating system, pages viewed, time spent on pages, referring website, and how you reached our site (for example, through an ad or email). This information is collected using cookies, pixels, and similar technologies, including the Meta Pixel and Google advertising and analytics tags. See Section 9.
2.4 Location Information
We collect the service address you provide and may estimate your general location from your IP address. We do not track the precise GPS location of Customers or Providers.
2.5 Sensitive Personal Information
Some information we collect is considered “sensitive” under certain state laws:
– Provider Social Security numbers, taxpayer identification numbers, and bank account information;
– Account login credentials;
– Provider background check information; and
– The contents of messages, texts, and recorded calls between Customers and Providers through our CRM and Top Notch-provided phone numbers, which we monitor as described in Section 7.
We use sensitive personal information only to provide our services, verify identity, process payments, comply with law, and protect safety and security. We do not use it to infer characteristics about you or for advertising.
3. Sources of Personal Information
We collect personal information from:
– You, when you create an account, book services, apply as a Provider, communicate with us, or submit content;
– Other users, such as a Provider’s notes and photographs about a job, or a Customer’s review of a Provider;
– Our service providers, such as Stripe for payment status, QuickBooks for Provider payment and tax records, DocuSign for signed agreements, and our background check provider for screening results;
– Advertising and analytics partners, such as Meta and Google, which tell us how people interact with our ads and website, and which provide us with the information you submit if you fill out a lead form in one of our ads; and
– Automated technologies on our website, such as cookies and pixels.
4. How We Use Personal Information
4.1 To Operate the Marketplace
– To create and manage accounts, process Booking requests, and match Customers with Providers;
– To schedule services, send confirmations, reminders, and arrival updates, and request approval of price changes;
– To process payments, tips, refunds, cancellation fees, and membership charges;
– To pay Providers, issue tax forms, and maintain financial records;
– To administer the satisfaction guarantee, redo requests, and damage and theft claims; and
– To provide customer and Provider support.
4.2 To Screen and Manage Providers
– To review applications, verify identity, conduct background checks with written authorization, and determine eligibility;
– To determine which services a Provider is eligible to perform; and
– To enforce Provider standards, including conduct, documentation, and ratings.
4.3 For Safety, Security, and Legal Compliance
– To monitor CRM communications for safety, quality, fraud prevention, and dispute resolution;
– To detect and prevent fraud, payment abuse, and security incidents;
– To comply with tax, accounting, consumer protection, and other legal obligations; and
– To establish, exercise, or defend legal claims.
4.4 For Marketing and Improvement
– To follow up on quote requests and inquiries, and to send marketing emails and, if you separately opt in, marketing texts;
– To measure the effectiveness of our advertising and show you relevant ads on other websites, subject to your right to opt out; and
– To analyze how our website and services are used and improve them.
5. How We Disclose Personal Information
5.1 Between Customers and Providers
When a Booking is confirmed, we share with the Provider the Customer’s name, the service address, the services booked, home details, access instructions, and messages sent through the CRM. We share with the Customer the Provider’s first name, profile photograph. Providers are required by their agreement with us to keep Customer information confidential, use it only to perform the job, and not keep it after the job or use it for their own marketing.
5.2 With Our Service Providers
We share personal information with companies that perform services for us under contracts that limit their use of the information. These include:
– ScheduleDrop: Booking, scheduling, customer and Provider records, and CRM messaging
– Stripe, Inc.: Payment processing and card tokenization
– Twilio: Text messages, phone calls, and the Top Notch-provided phone numbers that connect Customers and Providers
– Intuit QuickBooks: Provider tax forms, direct deposit, and accounting
– DocuSign: Electronic signature of Provider agreements
– Third-party background check provider: Provider screening, with the Provider’s authorization
– WordPress and our website hosting provider: Operating and securing our website
– Email and IT service providers: Email delivery, data storage, and technical support
– Sync: Lead management, customer records, automated email and text follow-ups, and marketing reports
5.3 With Advertising Partners
Our website uses cookies and pixels from advertising partners such as Meta and Google, which collect information about your activity on our website to measure ads and show you ads on other websites. Under some state laws, this may be considered a “sale” or “sharing” of personal information. You can opt out as described in Section 8. We do not upload customer email addresses, phone numbers, or other customer lists to advertising platforms.
5.4 For Legal Reasons and Safety
We may disclose personal information to comply with law, a subpoena, or a court order; to respond to lawful requests from government authorities; to enforce our Terms and Conditions; to investigate fraud or security issues; or to protect the rights, property, or safety of Top Notch, our users, or others.
5.5 Business Transfers
If Top Notch is involved in a merger, acquisition, financing, reorganization, or sale of assets, personal information may be transferred as part of that transaction, subject to this Policy.
5.6 With Your Consent
We may disclose personal information for other purposes with your consent.
5.7 Text Message Information
We do not sell or share your mobile phone number or text-messaging consent with third parties or affiliates for their marketing or promotional purposes.
6. We Do Not Sell Personal Information for Money
We do not sell personal information for money. Our use of advertising cookies and pixels may be considered a “sale” or “sharing” for targeted advertising under some state laws, and you can opt out of it at any time (Section 8). We do not knowingly sell or share the personal information of anyone under 18.
7. CRM Messages, Call Recording, and Job Photographs
7.1 Messages, Texts, and Calls Between Customers and Providers
Customers and Providers communicate through our CRM and through calls and texts to Top Notch-provided phone numbers (powered by Twilio) that hide each person’s personal phone number. Top Notch can access, review, and store these communications, including message and text content, call details (date, time, duration, and phone numbers), and call recordings, for safety, quality assurance, customer support, fraud prevention, and resolving disputes and claims. A notice in the messaging window reminds users that messages are monitored. Please do not share sensitive information such as card numbers through these channels.
7.2 Call Recording
Calls with Top Notch, and calls between Customers and Providers through Top Notch-provided numbers, may be recorded. You will hear a notice at the start of any recorded call. Recordings are used for safety, quality assurance, training, and resolving disputes and claims.
7.3 Job Photographs
Providers take before-and-after photographs of homes, which may show the interior of a home or personal items. These photographs are used only to document the condition of the property, resolve quality concerns, claims, and chargebacks, and enforce our policies. We do not use job photographs for marketing or post them publicly without the Customer’s permission, and Providers may not do so either.
8. Your Privacy Choices
8.1 Opt Out of Sale, Sharing, and Targeted Advertising
You can opt out by visiting our Do Not Sell or Share My Personal Information page, linked in the footer of every page of our website. You may opt out without providing an email address. Your choice will be saved on your browser and, if you provide your email or are logged in, applied to your account. You may also opt out by emailing support@topnotchnetwork.com with the subject line “Privacy Opt-Out” or by calling (651) 401-4972.
8.2 Global Privacy Control
We honor Global Privacy Control (“GPC”) signals automatically. If your browser or browser extension sends a GPC signal, we treat it as a valid request to opt out of sale, sharing, and targeted advertising for that browser, and our opt-out page will confirm that your choice has been honored. Because GPC is browser-based, you must enable it on each browser and device you use. Our website does not currently respond to “Do Not Track” signals, which are different from GPC.
8.3 Marketing Communications
You can stop marketing emails by clicking “unsubscribe” in any marketing email, and stop marketing texts by replying STOP. You will still receive service messages about your Bookings and account.
8.4 Cookies
You can block or delete cookies through your browser settings. Some parts of our website may not work properly if you do.
9. Cookies and Similar Technologies
– Type: Strictly necessary; Purpose: Login, booking, security, and remembering your privacy choices; Can you opt out?: No, these are required for the website to work
– Type: Analytics; Purpose: Understanding how visitors use the website, for example through Google Analytics; Can you opt out?: Yes, through our cookie banner or browser settings
– Type: Advertising; Purpose: Measuring our ads and showing you ads on other websites, for example through the Meta Pixel and Google Ads; Can you opt out?: Yes, through our cookie banner, our opt-out page, or GPC
You can learn more about controlling advertising cookies at the Network Advertising Initiative (optout.networkadvertising.org) and the Digital Advertising Alliance (optout.aboutads.info).
10. Your Privacy Rights
Subject to legal exceptions, you have the right to:
– Know and access the categories and specific pieces of personal information we have collected about you, the sources, the purposes, and the categories of third parties to whom we disclosed it;
– Obtain a copy of your personal information in a portable, readily usable format;
– Correct inaccurate personal information;
– Delete personal information we collected from you;
– Opt out of the sale or sharing of personal information and targeted advertising (Section 8);
– Limit the use of sensitive personal information, although we already use it only for the permitted purposes described in Section 2.5;
– Opt out of profiling that produces legal or similarly significant effects; we do not engage in such profiling of Customers; and
– Not be discriminated against for exercising your rights. We will not deny you services, charge you different prices, or provide a different quality of service because you exercised your privacy rights.
10.1 How to Submit a Request
– By email to support@topnotchnetwork.com with the subject line “Privacy Request”
– By phone at (651) 401-4972
10.2 Verification
To protect your information, we verify your identity before responding to requests to know, access, correct, or delete. If you are logged in to your account, we may verify you through your account. Otherwise, we will ask you to confirm information we already have on file. We will not ask for more information than necessary, and we will use information provided for verification only for that purpose. Opt-out requests do not require verification.
10.3 Authorized Agents
You may use an authorized agent to submit a request on your behalf. The agent must provide written permission signed by you or a valid power of attorney, and we may ask you to verify your identity directly.
10.4 Response Times
We will confirm receipt of your request within 10 business days and respond within 45 calendar days. If we need more time, we may extend this by up to another 45 days and will tell you why.
10.5 Appeals
If we deny your request, we will explain why. You may appeal by replying to our decision or emailing support@topnotchnetwork.com with the subject line “Privacy Appeal” within 60 days. We will respond to your appeal within 60 days. If your appeal is denied, you may contact the attorney general of your state.
10.6 Limits on Deletion
We may keep some information when the law allows or requires it, for example to complete a transaction, resolve a pending claim or dispute, prevent fraud, or meet tax and accounting obligations. We will tell you if this applies to your request.
11. Information for Providers
In addition to the rest of this Policy:
– Background checks are conducted only with your separate written authorization, as described in the Background Check Disclosure and Authorization you receive during onboarding. Background check reports are stored with restricted access and used only to determine eligibility and for compliance.
– Social Security numbers and bank details are collected through QuickBooks and our background check provider for tax reporting, identity verification, and direct deposit. Top Notch staff access them only as needed for those purposes.
– Provider performance information, such as ratings, completed jobs, cancellations, and claims, is used to manage eligibility for jobs and enforce Provider standards.
– Your profile photograph and first name are shown to Customers for identification.
12. Data Security
We use reasonable administrative, technical, and physical safeguards to protect personal information, including encryption of data in transit (HTTPS), payment tokenization through Stripe, role-based access controls, and two-factor authentication for staff access to our CRM and payment systems. No system is completely secure, and we cannot guarantee the security of information transmitted to us. If a data breach affects your personal information, we will notify you as required by law.
13. How Long We Keep Personal Information
We keep personal information only as long as necessary for the purposes described in this Policy, or longer if required by law.
– Customer account and contact information: While your account is active, plus 3 years
– Booking, payment, and transaction records: 7 years after the transaction, for tax and accounting purposes
– CRM messages and texts between Customers and Providers: 3 years after the related Booking
– Call recordings, including calls between Customers and Providers: 1 year after the call, or longer if related to an open claim or dispute
– Job photographs: 2 years after the service, or longer if related to an open claim or dispute
– Claims and dispute records: 6 years after the claim is resolved
– Provider application, agreement, tax, and payment records: 7 years after the Provider’s last payment
– Background check reports: While the Provider is active, plus 2 years
– Provider certificates of insurance: While the Provider is active, plus 6 years
– Website, cookie, and analytics data: Up to 24 months
– Privacy requests and opt-out records: At least 24 months; opt-out preferences are kept for as long as needed to honor them
– Payment card details given by phone: Not retained; destroyed immediately after entry into Stripe
14. Children’s Privacy
Our Platform is intended for adults 18 and older. We do not knowingly collect personal information from anyone under 18. If you believe a child has provided us with personal information, contact support@topnotchnetwork.com and we will delete it.
15. State Privacy Laws
Several states have consumer privacy laws that give residents rights over their personal information. Whether or not a particular state’s law applies to Top Notch, we provide the rights described in Section 10 and honor opt-out requests and Global Privacy Control signals for all users. If your state’s law gives you additional rights, such as the right to appeal a decision to your state attorney general, we will honor them. We do not disclose personal information to third parties for their own direct marketing purposes.
16. Links to Other Websites
Our website may contain links to websites we do not operate. This Policy does not apply to those websites, and we encourage you to read their privacy policies.
17. Changes to This Policy
We may update this Policy from time to time. We will post the updated Policy with a new “Last Updated” date. If we make material changes to how we use or disclose personal information, we will notify you by email or with a prominent notice on our website before the changes take effect.
18. Contact Us
Top Notch Network LLC
426 Skyline Court, Eau Claire, WI 54703
Privacy and customer support: support@topnotchnetwork.com
General inquiries: hello@topnotchnetwork.com
Phone: (651) 401-4972