Privacy Policy

1. Information we collect

• Account information: email address and display name provided at sign-up (via Firebase Authentication).
• Equipment & operational data: inventory records, maintenance logs, work orders, photos, location pins, parts, purchase orders, and vendor information you enter.
• Organization data: organization name, member list, and role assignments when you create or join an organization.
• Device token: a Firebase Cloud Messaging (FCM) token to deliver push notifications.
• Crash reports: anonymized crash and diagnostic data via Firebase Crashlytics.
• Product usage analytics: anonymous information about which features you use in the app (for example, screens viewed and actions taken), your role and plan type, and a random app-instance identifier, collected via Firebase Analytics. We do not use your email, name, or advertising identifier, and we do not use this data for advertising or tracking.

2. How we use your information

• Provide and maintain the MachineKept service.
• Sync your data across devices and organization members in real time.
• Send push notifications for overdue maintenance, critical equipment status, and warranty expiries (only if you enable them).
• Improve app stability and performance via anonymous crash and performance reports.
• Process subscription billing through Apple In-App Purchase (we never see payment card details).

3. Data storage & security

Your data is stored in Google Firebase (Firestore, Firebase Storage, Firebase Auth) hosted in the United States. Firebase applies industry-standard encryption in transit and at rest. Access is governed by Firestore Security Rules that restrict reads and writes to authenticated, authorized users only.

4. Third-party services

We use the following third-party services, each governed by their own privacy policies:

• Google Firebase — authentication, database, storage, messaging, analytics.
• Apple StoreKit — in-app subscription billing.
• Apple on-device AI (FoundationModels) — the AI Advisor runs entirely on your device; no data leaves your device for this feature.

5. Data sharing

We do not sell, trade, or rent your personal data. Data is shared only:

• Within your organization — equipment and maintenance data is visible to all members of your organization.
• With service providers — Firebase/Google processes data on our behalf under a data processing agreement.
• When required by law — if compelled by legal process.

6. Data retention

Your data is retained for as long as your account is active. Upon account deletion, data is removed from our active databases within 30 days. Backups may retain data for up to 90 days.

7. Your rights

• Access: view all your data within the app at any time.
• Export: use the Reports tab to export your data as CSV.
• Deletion: delete your account and all associated data at any time in the app under Settings → Delete Account, or contact us.
• Correction: edit any record directly in the app.

8. Children

MachineKept is not directed at children under 13. We do not knowingly collect data from children under 13.

9. Website analytics

On the machinekept.com marketing pages we measure which pages are visited and which buttons are clicked, using Google Analytics through Firebase. We send only page paths (without query strings or fragments), page titles, and the name of a fixed set of events such as “Start Free clicked”. We do not send anything you type, and we do not use analytics for advertising: Google signals and ad personalization are turned off.

To distinguish visits, Google sets cookies or uses local storage in your browser and receives your IP address and browser details as part of each request. Google acts as our service provider for this.

Your choices. If your browser sends a Global Privacy Control or Do Not Track signal, analytics stays off. If your browser’s timezone indicates you are in Europe, analytics stays off until you accept. Otherwise it is on, and you can turn it off or back on at any time with the “Analytics” link in the page footer. This section covers the marketing pages only; the dashboard at /app/ and the mobile app are covered by the rest of this policy.

10. Changes

We may update this policy. We will notify you of significant changes via the app. Your continued use after notice constitutes acceptance.

11. Contact

Questions about this policy? Contact us at support@machinekept.com.