Privacy Policy

Last Updated: January 11, 2025

At ManeTrak, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our maintenance management software platform.

1. Information We Collect

1.1 Information You Provide

We collect information that you provide directly to us, including:

• Account Information: Name, email address, company name, phone number, and payment information
• Equipment Data: Equipment details, specifications, maintenance records, work orders, and related documentation
• User Content: Photos, documents, notes, and other content you upload to the platform
• Communication Data: Messages, support requests, and feedback you provide to us

1.2 Automatically Collected Information

When you access ManeTrak, we automatically collect certain information, including:

• Usage Data: Features used, pages viewed, time spent, and interaction patterns
• Device Information: IP address, browser type, operating system, and device identifiers
• Log Data: Server logs, error reports, and performance metrics
• Cookies: We use cookies and similar tracking technologies to enhance your experience

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the ManeTrak platform
• Process your transactions and send related information
• Send you technical notices, updates, security alerts, and support messages
• Respond to your comments, questions, and customer service requests
• Monitor and analyze trends, usage, and activities in connection with our services
• Detect, investigate, and prevent fraudulent transactions and other illegal activities
• Personalize and improve your experience
• Send you marketing communications (with your consent)

3. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

3.1 With Your Consent

We may share your information when you give us explicit consent to do so.

3.2 Service Providers

We share information with third-party service providers who perform services on our behalf, including:

• Payment Processing: Stripe for subscription billing and payment processing
• Authentication: Google Firebase for user authentication and login services
• Database: MongoDB Atlas for storing and managing application data
• File Storage: Amazon Web Services (AWS) S3 for storing uploaded files, photos, and documents
• Email Delivery: Resend for sending transactional emails, user invitations, notifications, and contact form submissions
• Application Hosting: Vercel for hosting and running the ManeTrak platform

These service providers are contractually obligated to protect your information and use it only for the purposes for which it was disclosed.

3.3 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities.

3.4 Business Transfers

If ManeTrak is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

4. Data Security

We implement appropriate technical and organizational security measures to protect your information, including:

• Encryption: All data is encrypted in transit using TLS/SSL and at rest in our databases
• Authentication: Secure user authentication powered by Google Firebase with industry-standard security protocols
• Access Controls: Role-based access controls and authentication requirements for all user accounts
• Secure Infrastructure: Our data is stored in secure, enterprise-grade data centers maintained by MongoDB Atlas, AWS, and Vercel
• Regular Updates: We regularly update our security measures and monitor for potential vulnerabilities
• Payment Security: Payment information is processed securely by Stripe and is never stored on our servers

While we strive to protect your information using industry-standard security practices, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

5. Data Retention

We retain your information for as long as your account is active or as needed to provide you services. We will retain and use your information as necessary to:

• Comply with legal obligations
• Resolve disputes
• Enforce our agreements
• Maintain business records

You may request deletion of your account and associated data at any time by contacting us.

6. Your Rights and Choices

You have the following rights regarding your personal information:

6.1 Access and Portability

You can access and download your data through your account settings or by contacting us.

6.2 Correction

You can update or correct your information through your account settings.

6.3 Deletion

You can request deletion of your account and associated data.

6.4 Marketing Communications

You can opt out of marketing emails by clicking the unsubscribe link in any marketing email or by updating your preferences in your account settings.

6.5 Cookies

Most web browsers are set to accept cookies by default. You can choose to set your browser to remove or reject cookies.

7. International Data Transfers

ManeTrak is based in the United States. Your information is stored and processed using the following infrastructure:

• Database: MongoDB Atlas cloud database (with data centers in various regions)
• File Storage: Amazon Web Services (AWS) S3 (United States data centers)
• Application Hosting: Vercel global edge network
• Authentication: Google Firebase infrastructure

If you access our services from outside the United States, your information may be transferred to, stored, and processed in the United States and other countries where our service providers operate. By using our services, you consent to the transfer of your information to these locations.

8. Children's Privacy

ManeTrak is not intended for use by children under the age of 18. We do not knowingly collect personal information from children under 18. If you are a parent or guardian and believe your child has provided us with personal information, please contact us.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by:

• Posting the new Privacy Policy on this page
• Updating the "Last Updated" date
• Sending you an email notification (for material changes)

Your continued use of ManeTrak after any changes indicates your acceptance of the updated Privacy Policy.

10. Contact Us

11. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information we collect, use, and disclose
• Right to request deletion of your personal information
• Right to opt-out of the sale of personal information (we do not sell personal information)
• Right to non-discrimination for exercising your privacy rights

To exercise these rights, please contact us at contact@manetrak.com.