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.
• Usage analytics: anonymized crash reports and performance data via Firebase Crashlytics and Firebase Analytics.

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. Changes

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

10. Contact

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