Privacy policy
This policy explains what information MaintenanceTools handles when you use its free tools and its accounts, and the choices you have. MaintenanceTools is operated by VertiTech Innovations, LLC, 131 Continental Dr, Suite 305, Newark, DE 19713, United States ("we", "us"), which is responsible for this information.
The short version
- The free tools run in your browser. What you type into them is not sent to us.
- If you create an account, we keep your email address and your organization's maintenance data to run the service.
- We do not sell your personal information, show ads, or use advertising or tracking cookies.
The free tools
- The work order generator keeps what you type only in the open page. It is not saved, and it is cleared when you reload or close the page.
- The equipment maintenance log saves your log in your browser's local storage on your device, so it is still there when you return. It stays on that device.
- The preventive maintenance scheduler saves your schedule in your browser's local storage on your device in the same way.
- PDF, CSV and calendar files are created in your browser. Nothing you type in the free tools is sent to a server.
Deleting what the free tools saved
On the equipment maintenance log or scheduler page, select Clear this device to delete what that tool saved in your browser. Clearing your browser's site data deletes everything this site saved in it.
Accounts
If you create an account, we keep what is needed to run it:
- Your email address, to send sign-in codes and invitations. We do not use passwords.
- Your organization's data: its name and time zone, its members and their roles, equipment, maintenance history with every change and its reason, QR labels and import records, work orders with their completion records and amendments, and recurring schedules with their dates.
- Sign-in sessions: a random identifier in a cookie that only this site can read, and the type of device and when it was last used. We do not keep your IP address; we keep a one-way hash of it for a short time to limit abuse.
- A record of actions, such as who changed an asset and which fields changed, without copying the text you wrote.
This data is stored in a MongoDB Atlas database. Emails are sent through Resend.
Reminder emails
When a work order is open and has a due date, we email its assignee (or, if nobody is assigned, the organization's owners, admins and coordinators) shortly before it is due and once if it becomes overdue. The email contains the work order number and title, the asset ID, the due date and a link that requires signing in; it does not contain notes. Anyone can turn these emails off under Settings → Reminders → Email me reminders. We keep the reminder's delivery status (scheduled, sent, failed or not sent, and why) with the work order.
Payments
If an owner subscribes to a paid plan, payment is handled by our payment provider on its own pages. We never see or store card details. We keep the subscription's plan, status, renewal or end date and the provider's customer and subscription identifiers.
How long we keep work records
Work orders, schedules, reminders' status and maintenance history stay while the organization exists, so its equipment history is complete. They are deleted with the organization. Records of scheduled job runs are kept for 30 days.
The session cookie is strictly necessary to keep you signed in. We do not use advertising or tracking cookies.
Your rights over account data
- Export: owners and admins can download all of the organization's data from Settings.
- Delete an organization: owners can delete it from Settings; it is removed at once.
- Delete your account: from Settings. We remove you from every organization, sign you out everywhere and erase your email address.
Depending on where you live, you may also have the right to ask what personal information we hold about you, to correct it, or to delete it. To make a request, email [email protected]. We may need to verify your identity before acting on it. We will not treat you differently for making a request.
When you email us
If you write to [email protected], we receive your email address and whatever you include in the message. We use it only to reply and to follow up on your request, and we delete it when it is no longer needed for that conversation.
Hosting
The site is hosted by Vercel. Like any web host, Vercel processes technical request data such as IP addresses to deliver pages and protect the service.
Sharing and selling
We share information only with the service providers named on this page (MongoDB for the database, Resend for email, Vercel for hosting and, if you subscribe, our payment provider), and only for the purposes described here. We do not sell personal information and we do not share it for cross-context behavioral advertising.
Where information is processed
We are based in the United States, and our service providers may process information in the United States and other countries.
Security
We use encrypted connections. No system is completely secure.
Children
MaintenanceTools is meant for working adults and is not directed to children under 13. We do not knowingly collect information from children.
Analytics
No analytics tool is active on this site today. If one is added, this page will be updated first to say which one, what it collects and how to opt out.
Changes
If this policy changes, we will update this page and the review date shown on it.
Contact
VertiTech Innovations, LLC131 Continental Dr, Suite 305, Newark, DE 19713, United States
Email: [email protected]