Privacy Policy

Who we are

Maintis is a cloud-based maintenance management system (CMMS) for teams that look after buildings. It is operated by Fluid Labs IT Consulting ("Maintis", "we", "us").

What we collect

• Account and organisation: Organisation name and administrator details; user accounts, roles, and email addresses; billing and subscription information.
• Maintenance data: Work orders, work requests, maintenance plans; assets, locations, and contacts; attachments, comments, and activity logs.
• Technical and usage: IP address, device, and browser info; feature usage and performance data; payment tokens via third-party processors.

How we use your data

• Service delivery: Operating the CMMS, including authentication, work management, and role-based access.
• Billing: Processing subscriptions and payments through third-party gateways.
• Support: Providing technical help, sending service emails such as work order status changes, and service updates.
• Improvement: Understanding usage patterns to improve reliability and usability. We use aggregated data where possible.

Sharing and third parties

We do not sell your data. We share data only when required to operate the service:

• Infrastructure and hosting providers
• Email delivery services
• Payment processors (Stripe)
• AI insights (Google Gemini API): aggregated figures only, with no names or free text
• Website analytics and session recording on the public site (Microsoft Clarity)
• Legal or regulatory obligations

Cookies

We use cookies for essential functionality (login sessions) and analytics, including Microsoft Clarity on the public site. You can manage cookies through your browser settings.

Data retention

We retain data for as long as needed to provide the service and meet legal obligations. Maintenance records are kept for business and compliance purposes. You can request deletion of your account data at any time.

Security

We use encryption, access controls, two-factor authentication and secure hosting. No system is perfectly secure, but we maintain reasonable security practices and will notify you of incidents as required by law.

Your rights

Depending on your jurisdiction, you may have rights to access, correct, export, or delete your personal data. Contact us to exercise these rights. We may verify your identity to protect your account.

Children

Maintis is designed for professional use and is not directed at children under 16. We do not knowingly collect data from children.

Changes to this policy

We may update this policy from time to time. Material changes will be communicated via email or in-product notice.

Contact

For privacy questions or data requests, email [email protected].