Privacy Policy

Who This Policy Covers

The companies. This Privacy Policy applies to extremeheating.com and to the information collected by Extreme Heating and Cooling Ltd and Extreme Home Services LLC. In this policy, "Extreme" means both companies. Heating and cooling work is performed by Extreme Heating and Cooling Ltd; plumbing work is performed by Extreme Home Services LLC. The two share this website, one phone number and one scheduling system, so one policy covers both.

Where Extreme operates. Extreme is an Ohio business serving homeowners in the Dayton and Cincinnati metro areas. Information collected through this site is stored and processed in the United States.

What this policy does not cover. This policy covers this website and the requests you send through it. It also covers the Extreme employee app. See The Extreme Employee App below. It does not cover other companies' websites you reach from here, including lender sites, review sites and social media, each of which has its own privacy policy.

Information Extreme Collects

What you enter to schedule a visit. Your first and last name, your mobile number, your email address if you choose to give one, and the service address where the work will happen. You also tell Extreme how you would like to be reached, whether you have used Extreme before, what service you need and the follow-up answers you select, the day and arrival window you would like, and your acknowledgement of the booking terms shown to you before you confirm.

Optional details about your home. The details step is skippable. If you complete it, Extreme collects the property type, whether you own or rent, the approximate age of the system or the home, and where the outdoor unit sits. These help route the right technician with the right parts.

Anything you type in the notes field. The notes box is free text and goes to Extreme exactly as you write it. Please don't put payment card numbers, bank details, Social Security numbers or health information there. Extreme does not need any of it to schedule a visit.

Photos you upload. You may attach up to five photos of the problem. Photos are uploaded to Cloudinary, Extreme's image host, and Extreme receives a web link to each one. Those links are public: anyone who has the link can open the photo. Photos taken inside a home often show more than the equipment, so upload only what you are comfortable sharing. Photos are optional, and every request can be booked without them.

What you type in the address field. To suggest matching Ohio addresses, what you type into the service-address field is sent to an address lookup service as you type it, once you have entered at least three characters. See Service Providers for who that is.

What your browser sends automatically. Like most websites, this site and the services that deliver parts of it receive your IP address, your browser and device type, the pages you view, the page that referred you, and the date and time.

Advertising click identifiers. If you arrive from a Google Ads click, the site saves that click's identifier in your browser's local storage so a booking can later be matched back to the ad that produced it. It stays in your browser until you clear your site data and is not linked to you by name unless you go on to book.

What this site does not collect. This site does not take payment card numbers, bank account numbers or Social Security numbers, and it does not process payments or credit applications. Financing applications are submitted on the lender's own website, under the lender's privacy policy. See the Financing section of the Terms.

How Extreme Uses It

To do the work you asked for. Scheduling the visit, routing the right technician, confirming the appointment, reaching you if something changes, performing the work, and following up afterward.

To prepare before arriving. The issue you select, the details you give about your home, and any photos you upload are used to understand the problem before a technician arrives so the right parts are on the truck.

To keep your service record. Estimates, invoices, work performed and warranty coverage, so Extreme can honor the Limited Warranty in the Terms and answer questions about past work.

To administer the programs you join. X-Plan membership and Extreme Rewards referral credit, under the terms published on the Terms page.

To understand the website. Which pages and which ads lead to booked visits, so the site and the advertising spend can be improved. This is measured in aggregate, not to build a profile of you.

To meet legal obligations and protect people. Tax and business records, responding to lawful requests, investigating fraud or misuse, and enforcing the Terms.

Service Providers Extreme Uses

Extreme uses a small number of outside companies to run the website and the scheduling form. Each one receives only what it needs to do its job. They are named here rather than described generically, because you deserve to know exactly where what you type actually goes.

Formspree — form delivery. When you submit the schedule form, everything you entered, together with the links to any photos, is sent through Formspree, which delivers it to Extreme's inbox and keeps a copy in Extreme's Formspree account.

Cloudinary — photo hosting. Photos you attach are uploaded directly from your browser to Cloudinary and stored there. Extreme receives a link to each one. As noted above, those links are publicly accessible to anyone who has them.

Google — address suggestions, fonts and video. Google's Maps and Places service returns the address suggestions in the service-address field, and receives what you type there. Google Fonts serves the site's typeface on every page, and embedded YouTube videos load from Google when a page containing one is opened. Google receives your IP address in each case, and may set cookies if you play a video. Google's use of that information is governed by Google's own privacy policy.

Komoot — backup address suggestions. If Google's address service is unavailable, the site falls back to Photon, a free geocoder operated by Komoot and built on OpenStreetMap data. The same address text is sent there instead.

jsDelivr — images. Photographs and graphics on the site are delivered by the jsDelivr content network, which receives your IP address.

Analytics and advertising measurement. Every page loads Google Tag Manager, which in turn loads Google Analytics 4 and Google Ads conversion tracking. These record that pages were viewed, that a booking form was opened and that a booking was completed, along with general device and location information, and they set cookies in your browser. Google receives that information directly. It is used to measure which advertising produces calls and bookings, not to identify you by name. When you submit our online booking form, your email, phone number, name and address may be hashed and shared with Google to measure how our ads perform (Google Ads enhanced conversions).

Call measurement. Google Ads may replace the phone number shown on the site with a forwarding number so that a call can be attributed to the advertising that produced it. The call still reaches the same office. The local numbers listed for each office are not replaced.

Booking and messaging widgets. Two further providers load on every page: FollowUp Pro, which powers the chat window in the corner of the page, and the ServiceTitan online scheduler, which opens in a window on this site when you book. Anything you type into one of those is received by that provider as well as by Extreme. Their own privacy terms apply to what they hold.

The chat window. Before you can send a chat message, FollowUp Pro asks for your name and mobile number and shows you, above the send button, what you are agreeing to. Sending the message is the agreement. FollowUp Pro stores your number, the time you sent it, and the exact wording you were shown, which is the record Extreme has to be able to produce if you ever ask whether you agreed to be texted. Reply STOP to any text to end it.

When Else Extreme Shares Information

With the people doing the work. Your name, address, phone number and the job details go to the technician assigned to your visit and to the office staff scheduling and invoicing it.

When you direct it. If you ask Extreme to coordinate with a landlord, a property manager, a home warranty company or an insurer, Extreme shares what is needed for that purpose.

When the law requires it. To comply with a subpoena, court order or other lawful request, to establish or defend a legal claim, or where Extreme believes in good faith that disclosure is necessary to prevent harm.

If the business changes hands. If Extreme is sold, merged or reorganized, customer records may transfer as part of that transaction. This policy would continue to apply to the information transferred until it is replaced by a policy you are notified of.

What Extreme does not do. Extreme does not sell your personal information, and does not give your name, phone number, email address or service address to other companies for their own marketing.

Calls and Text Messages

Why Extreme needs your mobile number. The number you give when you book is how Extreme confirms the appointment, tells you when the technician is on the way, and reaches you if the schedule changes. Choosing Call, Text or Email tells Extreme which you prefer.

Message rates. Message and data rates may apply. Message frequency varies with your appointment.

Stopping messages. Reply STOP to any text message from (937) 977-1464 to opt out immediately, or call the office at (844) 584-7399 at any time and ask to be taken off text messages. Reply HELP to any text for assistance. Stopping texts does not cancel a scheduled visit: call the office to change or cancel an appointment.

Mobile numbers are never shared for marketing. Extreme does not sell or share mobile numbers, or consent to receive text messages, with any third party for that party's marketing purposes.

Cookies, Local Storage and Analytics

What this site stores on your device. The site saves advertising click identifiers in your browser's local storage, as described above, so that a booking can be attributed to the ad that produced it. Clearing your browsing data removes them.

Cookies set by others. Services embedded in the site can set their own cookies, most commonly Google, when an embedded YouTube video is played, and any analytics or advertising tags installed on the page. Extreme does not control those cookies.

Your browser controls. Every major browser lets you block or delete cookies and clear local storage, and most offer a private browsing mode. Blocking them will not stop you from booking a visit.

Do Not Track. Browsers vary in how they send Do Not Track signals and there is no common standard for honoring them, so this site does not respond to them.

How Long Extreme Keeps It

Service records. Records of work performed — estimates, invoices, equipment installed and warranty coverage — are kept for as long as needed to honor warranties, meet tax and accounting obligations, and answer questions about past work at your address.

Deletion on request. Whatever the periods above, you can ask Extreme to delete your information sooner, and Extreme will do so except where a record must be kept for warranty, tax, accounting or legal reasons. See Your Choices.

Your Choices, and How to Request Deletion

What you can ask for. You can ask Extreme for a copy of the information it holds about you, ask for it to be corrected, ask for photos you uploaded to be deleted, ask to stop receiving marketing email or text messages, or ask for your information to be deleted altogether. Extreme honors these requests from any customer, wherever you live.

How to ask. Email info@extremeheating.com with "Privacy Request" in the subject line, call (844) 584-7399, or write to Extreme Heating and Cooling Ltd, 712 N Fairfield Rd, Beavercreek, OH 45434. Please include the name, phone number and service address used when you booked, so the right record can be found. That is the only reason Extreme asks for it, and it is not used for anything else.

What Extreme may have to keep. Some records cannot be deleted on request: invoices and tax records, records supporting an active warranty, and anything Extreme is required to retain by law or needs to establish or defend a legal claim. Extreme will tell you if that applies to your request.

No penalty for asking. Extreme will not refuse service, charge a different amount, or provide a different level of service because you exercised any of these choices.

A note on the third parties above. Deleting your information from Extreme's records does not by itself delete copies held by Google or other advertising services from their own tracking. Those are controlled through your browser and through your account settings with those companies.

How Extreme Protects It

Reasonable safeguards. The website is served over an encrypted connection, and form submissions and photo uploads travel over encrypted connections to the providers named above. Access to customer records inside Extreme is limited to staff who need it to do their jobs.

No guarantee. No website or method of transmitting information over the internet is completely secure. Extreme cannot guarantee absolute security, and any information you send is sent at your own risk.

What not to send. Please do not email or type payment card numbers, bank account numbers or Social Security numbers into the notes field or any other part of this site. Extreme will never ask for them there.

Children's Privacy

This site is for adults. Extreme's services are sold to homeowners and property owners. This website is not directed to children, and Extreme does not knowingly collect personal information from anyone under 13.

If it happens anyway. If you believe a child under 13 has given Extreme personal information, contact info@extremeheating.com or call (844) 584-7399 and it will be deleted.

Photos of a home. A photo a customer uploads of a leak or a furnace may incidentally show other members of the household. Extreme uses those photos only to diagnose and prepare for the work requested, and deletes them on request like any other information.

Other Companies' Websites

This site links to websites Extreme does not control, including financing lenders, review platforms, manufacturer sites and social media pages. Following one of those links takes you out of this policy's scope. Anything you enter there is collected by that company, under its own privacy policy, not this one. That is especially true of financing: a credit application is submitted on the lender's site and Extreme never sees what you enter there.

Changes to This Policy

Extreme may update this policy as the website, the services it uses, or the law change. The current version is always posted here with its effective date at the top of the page. Continuing to use the site after an update means the updated policy applies.

The Extreme Employee App

Effective September 24, 2026

This section is for the technicians and office staff of Extreme Heating and Cooling Ltd ("Extreme") who use the Extreme app on an iPhone or iPad. The rest of this policy is about customers and this website.

What the app collects, and why

Your account. When you sign in with your company Google account, the app sends your email address and your account's user ID to FollowUp Pro, Extreme's own business system. FollowUp Pro uses them to match you to your ServiceTitan technician record, to decide which parts of the app you can use, and to put your name on what you log.

What you log. Follow-up outcomes, notes and next follow-up dates. Parts you use on a job, parts you take from the shop, and transfer and stock requests with any notes. For office staff, counts, stock moves, approvals and other inventory changes. Each is saved with your name, so the office knows who did what.

Call recordings you play. Recordings of your calls come from ServiceTitan. The first time one is played, FollowUp Pro keeps a copy in Google Cloud Storage and plays it through a private link that stops working after 10 minutes. A recording plays only for the technician on the call and for the people Extreme allows to listen.

How you use the app. FollowUp Pro records when you last signed in to the app. Each time a call recording is played, it also records which call it was, who played it and when. Extreme keeps this usage data for security and support, and deletes it after 365 days.

The camera. The app uses the camera only to read part barcodes. The barcode is read on the phone and matched against the parts list the app keeps on the phone. A code is sent to FollowUp Pro only when you link it to a part. No photo or video leaves the phone.

The app also shows you things it doesn't collect from you: your pay statements and hours, your coaching numbers, and customer and job details. Those come from Extreme's records in ServiceTitan and FollowUp Pro.

The app doesn't collect your location, contacts, photos or device identifiers. It has no advertising, analytics or crash-reporting software in it.

What stays on your phone

Your sign-in is kept in the Keychain on your iPhone or iPad, for that device only. The app keeps copies of your follow-ups, your numbers and the calculators' settings so it opens quickly and works without signal. Pay isn't kept on the device: a pay statement you open as a PDF is deleted when you close it. The files the app saves are left out of iCloud backups.

Signing out deletes your sign-in and those copies. The parts catalog, the list of technicians and any material logs still waiting to send stay on the device. An unsent log still has to reach the shop's stock count.

Where it's stored

FollowUp Pro runs on Google Firebase and Google Cloud, in the United States. Google also handles sign-in, because Extreme's company accounts are Google Workspace accounts.

Who receives it

Extreme. The office and managers see what you log in FollowUp Pro. Follow-up entries go into the customer's shared follow-up history, which the office and other staff working with that customer can see.

ServiceTitan. When you log a follow-up, a note is added to the customer's record in ServiceTitan, Extreme's field-service software. It carries your name, the outcome, what you wrote, the next follow-up date, and the estimate and job it's about.

Google. Google hosts FollowUp Pro and runs the sign-in.

Extreme doesn't sell this information. The app shows no ads and doesn't track you across other companies' apps or websites.

How long it's kept

FollowUp Pro deletes these once they're more than 365 days old. A cleanup runs every night.

• Follow-up entries: the outcomes, notes and next follow-up dates you log, and the ServiceTitan calls filed in a customer's follow-up history. Each customer's follow-up summary is worked out again from the entries that are left.
• The time you last signed in to the app.
• The record of each recording play: which call, who played it and when.
• The saved copy of a call recording, 365 days after the copy was made.
• FollowUp Pro's copy of each ServiceTitan call record: who was on the call, the customer, the direction and how long it lasted.
• The copy of clocked hours the Pay tab keeps so it opens quickly.

One-time sign-in codes expire after two minutes and are deleted within two days.

These stay, because they're Extreme's business records:

• Parts and stock records: parts used on jobs, parts taken from the shop, transfer and stock requests, counts, stock moves and approvals. The shop's stock count depends on them.
• Notes sent to ServiceTitan. A follow-up note on a customer's record in ServiceTitan follows ServiceTitan's records. Deleting the entry in FollowUp Pro doesn't remove the note from ServiceTitan.
• The office's own call records. When the office logs a follow-up outcome from its queue, it's also saved in the office's call records, which the office's reports count.
• Pay and coaching records. Your pay statements, hours and coaching numbers come from Extreme's payroll and job records and are kept with them. That includes the PDF copy of a pay statement that FollowUp Pro saves the first time the statement is opened.
• Your FollowUp Pro account (your email address, name and role), for as long as you have the account. Google's sign-in service also keeps when your account last signed in, as part of the account.

Google Cloud keeps FollowUp Pro's server logs, which record the IP address each request came from, for 30 days.

Seeing, correcting or deleting your information

To get a copy of your information, or to have it corrected or deleted, email onboarding@extremeheating.com.

You can't create or delete an account in the app. Extreme's Google Workspace administrator creates and removes company accounts, and an administrator can turn off your app access in FollowUp Pro. A note already added to a customer's record in ServiceTitan stays there until someone removes it in ServiceTitan.

Security

The app talks to Extreme's servers only over encrypted (HTTPS) connections, and it keeps your sign-in in the device's Keychain.

How to Contact Extreme

By phone. (844) 584-7399. The office is staffed Monday – Friday, 8:00 AM – 5:00 PM, and the emergency line is answered 24/7.

By email. info@extremeheating.com, with "Privacy Request" in the subject line.

By mail. Extreme Heating and Cooling Ltd / Extreme Home Services LLC, 712 N Fairfield Rd, Beavercreek, OH 45434.

Office addresses. All four Extreme Heating, Air, Plumbing offices, and directions to each, are on the contact page.