Privacy Policy

1. Introduction

MOT - Maintenance of Things ("MOT", "we", "us", or "our") operates the website at www.maintenanceofthings.com and the application at app.maintenanceofthings.com (collectively, the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

By accessing or using the Service, you agree to this Privacy Policy. If you do not agree, please do not use the Service.

2. Information We Collect

2.1 Account Information

When you create an account, we collect:

• Name and email address
• Authentication credentials managed by AWS Cognito (we do not store passwords - authentication is handled entirely by AWS Cognito)

2.2 Asset and Maintenance Data

When you use the Service, you may provide:

• Asset descriptions, serial numbers, tags, and images
• Maintenance records including costs, dates, notes, and attached files
• Reminder schedules and notification preferences
• Maintenance project details, tasks, and associated files
• Quote packages, contractor quotes, line items, and bid files
• Contact information for transfers, sharing, and quoting

2.3 Uploaded Files

You may upload images, receipts, invoices, and other documents. When you use our AI-powered features, uploaded files are processed to extract costs, line items, and dates. These files are stored securely and are only accessible to you and anyone you explicitly share them with.

2.4 Public Quote Submissions

When you send a quote package to a contractor, they can submit quotes through a secure public link without creating an account. Contractor-submitted information (amounts, line items, files, and contact details) is stored within your subscription and is only accessible to subscription members.

2.5 Usage Data

Our servers automatically record certain information in access logs when you use the Service, including IP addresses, request timestamps, and request paths. We use this data solely for security monitoring, debugging, and maintaining service reliability. We do not use third-party analytics or tracking tools.

2.6 Share Link Analytics

When you create a public share link, we track the number of views for that link so you can see when and how often your shared content is accessed. We do not collect personal information about the people who view shared links.

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the Service
• Process and store your asset and maintenance data
• Send reminders and notifications you have configured
• Process uploaded files through AI features including receipt scanning and quote analysis when requested
• Facilitate quote packages and contractor bidding
• Generate public share links and track their view counts
• Manage transfers between users
• Respond to your requests and provide customer support
• Monitor usage patterns to improve performance and reliability
• Enforce our Terms of Service and protect against misuse

4. How We Share Your Information

We do not sell, rent, or trade your personal information. We may share your information in the following limited circumstances:

• Public share links: When you create a share link, the shared asset or item data (including images, records, and files) is accessible to anyone with the link. You control which items are shared and can deactivate links at any time.
• Transfers: When you transfer an asset, the recipient will have access to the asset and its associated data.
• Subscription members: If you belong to a subscription with multiple users, other members of that subscription can access the shared asset data.
• Service providers: We use third-party services to operate the Service, including AWS for hosting and infrastructure, and AI processing providers for receipt scanning. These providers only access your data as needed to perform their services and are bound by confidentiality obligations.
• Legal requirements: We may disclose your information if required by law, regulation, legal process, or governmental request.

5. Data Storage and Security

Your data is stored across our infrastructure, which includes Amazon Web Services (AWS) for file storage and content delivery, and privately hosted servers for our application database and AI processing. We implement appropriate technical and organizational measures to protect your information, including:

• Encryption in transit (TLS/HTTPS) for all connections to and from the Service
• Encryption at rest for uploaded files stored on AWS S3
• Authentication managed through AWS Cognito with secure token handling
• Access controls that limit data access to authorized users only
• Regular security reviews of our infrastructure and application

While we take reasonable measures to protect your data, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security.

6. Data Retention

We retain your account data and associated asset, maintenance, and file data for as long as your account is active. If you delete your account, we will delete your personal data within 30 days, except where we are required to retain it for legal or regulatory purposes.

Uploaded files and images are deleted when you remove them from the Service or when your account is deleted.

7. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal data we hold about you
• Correct inaccurate or incomplete data
• Request deletion of your data
• Export your data in a portable format
• Object to or restrict certain processing of your data
• Withdraw consent where processing is based on consent

To exercise any of these rights, please contact us at support@maintenanceofthings.com .

8. Cookies and Tracking

The Service uses essential cookies to maintain your session and remember your preferences (such as your selected subscription). We do not use third-party advertising cookies or cross-site tracking.

9. Third-Party Services

The Service integrates with the following third-party services:

• Amazon Web Services (AWS): File storage (S3), content delivery, and authentication (Cognito)

AI-powered features such as receipt scanning, quote analysis, and task baseline estimates are processed using artificial intelligence. We may use self-hosted models on our own infrastructure or third-party AI providers to deliver these features. Regardless of the processing method, your data is processed on demand, is not used to train AI models, and is not retained by AI services after analysis is complete.

We encourage you to review the privacy policies of the third-party services listed above.

10. Children's Privacy

The Service is not intended for use by anyone under the age of 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal data, please contact us and we will delete it.

11. International Data Transfers

Our application database and AI processing are hosted on privately managed servers. Uploaded files are stored on AWS S3, and authentication is managed through AWS Cognito, which may process data in different regions. By using the Service, you consent to the transfer of your data to countries outside your jurisdiction, where data protection laws may differ.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the updated policy on this page and updating the "Last updated" date. Your continued use of the Service after changes are posted constitutes acceptance of the revised policy.

13. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at:

General: support@maintenanceofthings.com

Abuse: abuse@maintenanceofthings.com