Privacy Policy

Placeholder notice. This document is a structural starting point, not legal advice. Have a qualified lawyer in your jurisdiction review and complete it before Maintenov handles real customer data.

What we collect

Account details you give us: your name, work email address, organisation name and role. Passwords are never stored - only a slow one-way hash of them, which cannot be reversed back into the password you chose.

What you put into the product: work orders, the notes and photographs attached to them, schedules, locations and equipment records.

Email you send to your workspace intake address. The sender address becomes the reporter on the resulting work order so that person can be kept informed, and the message body becomes the description.

Technical details recorded with each sign-in: your IP address and browser user-agent string, kept against the session so a suspicious login can be identified.

Activity we record, and who sees it

This one deserves to be read rather than skimmed. Maintenov records when a work order was assigned, when the person it was assigned to first opened it, when they started it and when they finished, and it shows those times to managers in that workspace - including an average response time per person.

That is monitoring of employees at work. It exists so a manager can tell whether work is reaching people rather than having to telephone them, and we think it is a reasonable thing for a maintenance team to have. But it is not incidental and it should not be a surprise: if you run a workspace, tell your team it is there.

A manager opening a work order never marks it as seen by the technician. Only the person the work is assigned to can do that.

What we do not do

We do not use advertising or analytics trackers. There is no Google Analytics, no advertising pixel and no third-party script watching you use the product.

We set exactly one cookie. It holds your sign-in session, it is marked HttpOnly and Secure so scripts cannot read it, and it expires after thirty days.

We do not sell personal data, we do not share it between customers, and we do not use anything you enter to train machine-learning models.

Where it is kept

Maintenov runs on Cloudflare. The database is Cloudflare D1, whose primary copy currently sits in North America; we do not offer a choice of region, and saying otherwise would be untrue.

If your organisation is subject to a rule requiring data to stay inside a particular country, please ask us before signing up rather than after.

Who else touches it

Three companies, and only in order to run the service:

Cloudflare - hosting, the database and email routing.

Resend - sending the transactional email: sign-in links, assignment notices and the weekly summary.

Google - when a workspace is created we ask Google for the icon belonging to the email domain you signed up with, so your own logo appears without anyone having to upload it. Your domain name is the only thing sent, and only that once. You can replace the logo, or remove it entirely, from inside the product.

There is no payment processor, no analytics provider and no error-reporting service. If that changes, this list changes first.

How long it is kept

Operational data stays for as long as the workspace exists. Sign-in sessions expire after thirty days. The audit log keeps a record of security-relevant events such as sign-ins and invitations.

Ask us to delete your workspace and we will delete it, and tell you when it is done. Be aware that deletion is real: there is no separate archive we can restore it from afterwards.

Your rights

You can ask for a copy of the personal data we hold about you, ask us to correct it, or ask us to delete it. Write to the address below and we will reply within thirty days.

In Quebec, Law 25 gives you these rights and others; in the United Kingdom and the European Union, the UK GDPR and GDPR do. Whichever applies to you, the address below is the one to use.

Children

Maintenov is a tool for people at work. It is not intended for anyone under 16 and we do not knowingly collect their data.

Changes

If we change what we collect or who we share it with, we will change this page and say so in the product before the change takes effect - not afterwards.

Contact

Questions about this document can be sent to hello@maintenov.com, or by post to Maintenov, Montreal, Quebec, Canada.