Maintmaster privacy policy
Your privacy is important to Maintmaster. This Privacy Policy explains how we protect, collect, use, share, transfer and store your information. Please read it carefully.
This Privacy Policy explains:
- What information we collect and why we collect it
- How we use that information
- How you can access your information
- How we protect your information
This Privacy Policy applies to all information for which we act as data controller.
Information we collect
We collect information to provide and improve our services. This includes basic information, such as your preferred language, and technical information about how our services are used.
Where possible, we collect and process aggregated, non-personally identifiable information. However, to provide our services and fulfil contractual and legal obligations, we may process personal information such as contact details for customer representatives and user account information.
We collect information in two ways:
Information you provide
To use our services, you need a Maintmaster account. When you create an account, we ask for personal information such as your name and email address. When you contact our help desk, we process your contact information and the content of your request.
Information collected through use of our services
We may collect information about how you use our services. This may include interaction with features and content, as well as technical data such as location, platform, device, date and time, proxy settings, browser, network and operating system.
Information is stored centrally on secure servers and, where applicable, locally on your device using mechanisms such as browser storage and application data caches.
How we use information we collect
We use the information we collect to:
- Provide, maintain and improve our services
- Develop new functionality
- Protect Maintmaster and our users
- Provide relevant user experiences
- Comply with applicable law, regulation or legal process
- Enforce applicable terms
- Detect, prevent or address fraud, security or technical issues
- Protect the rights, property or safety of Maintmaster, our users or the public
When you contact Maintmaster, we keep a record of the communication to help resolve issues and improve support.
We may use your email address to provide information about our services, including updates or changes.
We use cookies and similar technologies to improve user experience and service quality, for example, by remembering language preferences.
Maintmaster processes personal information on servers located within the European Union. We use Microsoft Azure for storing, processing and handling data.
Use of AI
Maintmaster uses Artificial Intelligence (AI) within certain features of our products to support automation and data analysis. AI functionality forms part of our software services and is subject to this Privacy Policy.
AI hosting and data privacy
We use AI models hosted within our own infrastructure. We do not use public third-party AI providers in our products, and we do not transmit customer data to external AI services for AI processing.
Your data remains in your designated Microsoft Azure hosting location and is processed under the same technical and organisational security measures as other data processed within Maintmaster. The use of AI does not change the location of your data or the applicable security controls.
How your data is used for AI
Feature usage
When you interact with AI-enabled features, the system may access relevant data from your database to generate suggestions or make workflow decisions tailored to your operations.
Improving service (training)
To enhance the accuracy and relevance of AI analysis for your specific system, the AI may access your data for improving its models (training). This training process and the processing of data is confined to your Azure environment. The processing of your data will not be part of providing insights to any other customer and your data will not be shared with outside parties.
Safeguards and data protection
Database isolation
All data remains within your dedicated database and is not accessible from outside your environment.
No memory retention
Our AI does not retain or memorise customer data. This ensures that it cannot be manipulated or queried to reveal information to users outside your database.
Opt-out
Customers may request that AI-enabled features are disabled by contacting Maintmaster support. Upon request, we will disable AI functionality for the relevant customer environment.
Accessing, updating and removing your personal information
When you use our services, we aim to provide access to your personal information. If information is inaccurate, we aim to provide ways to correct or delete it, unless we are required to retain it for legitimate business or legal purposes.
When you request changes, we may ask you to verify your identity.
We may decline requests that are unreasonable, including those that are repetitive, technically disproportionate, risk the privacy of others, or are impractical (for example, data stored on backup media).
Where we can provide access or correction without disproportionate effort, we will do so.
We maintain our services in a way that protects information from accidental or malicious destruction. As a result, residual copies of deleted data may remain in backup systems for a limited period. Personal information is retained only as long as necessary and, at the latest, until you cease to be a user of our services, unless legal obligations require longer retention.
Information we share
We strive to comply with the European Union General Data Protection Regulation (GDPR). We do not share personal information with companies, organisations or individuals outside Maintmaster except in the following circumstances:
With your consent
We share personal information when you have given consent.
With solution administrators
If you are an end user of services licensed to a legal entity, the designated solution administrator for that entity may review actions performed within the system. Solution administrators cannot view or change your password.
For external processing
We may provide personal information to affiliates or trusted service providers who process data on our behalf, under our instructions and in compliance with this Privacy Policy and appropriate confidentiality and security measures.
For legal reasons
We may disclose personal information where necessary to:
- Comply with applicable law, regulation or legal process
- Enforce applicable terms
- Detect, prevent or address fraud, security or technical issues
- Protect the rights, property or safety of Maintmaster, our users or the public
We may share aggregated, non-personally identifiable information publicly, for example to show general usage trends.
If Maintmaster is involved in a merger, acquisition or asset sale, we will ensure continued confidentiality of personal information and provide notice before information becomes subject to a different privacy policy.
Information security
We work to protect Maintmaster and our users from unauthorised access, alteration, disclosure or destruction of information.
In particular:
- Our services use encryption
- We use email verification when creating or changing accounts
- We regularly review information collection, storage, processing and deletion practices, including physical security measures
- Access to personal information is restricted to employees, contractors and agents who require access to perform their duties. They are subject to confidentiality obligations
Application
This Privacy Policy applies to all services offered by Maintmaster. We regularly review our compliance with this Privacy Policy.
Changes
This Privacy Policy may be updated from time to time. We will not reduce your rights under this Privacy Policy without your explicit consent. Updated versions will be made available through our services.
Last change: 12 March 2026