MaintFolio Privacy Policy

1. The short version

2. Who this policy covers

This policy applies to maintfolio.com, the MaintFolio web application, and our emails.

It covers two kinds of people:

• Owners — individuals who create or claim a portfolio for their own home, vehicles, and equipment.
• Pros — realtors, inspectors, contractors, property managers, and other professionals who use MaintFolio to create and gift portfolios to their clients.

Where a Pro enters information about a client before that client has claimed a portfolio, §7 explains how we treat it.

3. Information we collect

3.1 Information you give us

Account information. Name, email address, password (stored hashed — we never see it), and optionally a phone number and profile photo. For Pros: business name, logo, business phone, website, service specialty, and license number where you choose to provide it.

Portfolio content. This is the substance of the product, and it can be detailed:

• Property addresses, year built, square footage, and floor plans or reference photos you upload
• Assets and their attributes — make, model, serial number, purchase date, purchase price, warranty terms, filter sizes, paint colors, fluid types
• Vehicle information including VIN, mileage, and service intervals
• Equipment and personal property, including recreational gear
• Service history: what was done, when, by whom, and what it cost
• Documents you upload to the Vault — receipts, warranties, manuals, permits, inspection reports, insurance declarations
• Photos of assets, rooms, and serial plates

Payment information. Payments are processed by Stripe. Stripe receives your card details directly; we never receive or store full card numbers. We retain the last four digits, card brand, expiry, billing name, billing address, and transaction history.

Communications. Emails you send to support, and messages you send through in-app forms.

3.2 Information we collect automatically

• Usage data: pages viewed, features used, tasks completed, timestamps, referring URL
• Device data: IP address, browser type and version, operating system, screen size, language
• Email engagement: whether our emails were delivered, opened, and which links were clicked
• Cookies and similar technologies: see §9

3.3 Information from other sources

• From a Pro. If a professional builds a portfolio for you, we receive whatever they entered about your property and its systems before you claimed it. See §7.
• From documents you upload. When you use Magic Inspection Upload or the AI Vision Scanner, we extract structured data (makes, models, serials, ages, recommended tasks) from the file or photo you provide.
• Public and government data sources. Publicly available property records; vehicle recall data from the National Highway Traffic Safety Administration (NHTSA); product recall data from the U.S. Consumer Product Safety Commission (CPSC). We query these sources using information from your portfolio. Neither agency endorses or is affiliated with MaintFolio.

4. How we use information

We use your information to:

• Create and operate your portfolio, and store the documents you upload
• Generate maintenance schedules and reminders based on asset type, age, and usage
• Send you reminders, recall alerts, warranty expiration notices, and service confirmations
• Match your assets against NHTSA and CPSC recall data
• Extract asset details from inspection reports and serial-plate photos
• Generate exports, logbooks, and reports you request
• Process payments, manage subscriptions and credits, and prevent payment fraud
• Provide support and respond to your messages
• Understand which features are used so we can improve them
• Detect abuse, enforce our Terms, and protect the security of the service
• Comply with legal obligations

Legal bases (where applicable): performance of our contract with you; your consent for optional marketing email; our legitimate interests in securing and improving the service; and compliance with law.

5. What we do not do

We commit to the following, and we consider these binding:

• We do not sell personal information, as "sell" is defined under the California Consumer Privacy Act or any comparable state law.
• We do not share personal information for cross-context behavioral advertising, and we do not run advertising on the service.
• We do not use your uploaded documents, photos, or portfolio content to train artificial intelligence models, ours or anyone else’s. Our AI vendors are contractually prohibited from training on data we send them.
• We do not give Pros access to portfolio data they did not originate.
• We do not sell or rent Pro client lists, and we do not market our own services to a Pro’s clients on the basis of that relationship.
• We do not read the contents of your Document Vault except as strictly necessary to deliver a feature you invoked, to respond to a support request you initiated, or where required by law.

6. Artificial intelligence processing

Several features send content to third-party AI providers for processing:

Current AI subprocessor(s): [AI VENDOR NAME(S)]. Content is transmitted encrypted, processed to return a result, and is subject to the vendor’s zero-retention or limited-retention terms. We do not permit training on your content.

AI output can be wrong. Extracted details should be checked against the source document, and recall matches for appliances and equipment are probabilistic — see §14.

7. Gifted portfolios and the Pro relationship

This is the most unusual data flow in MaintFolio, so we describe it in full.

7.1 Before you claim a portfolio

A Pro can build a portfolio about a property and send you a claim link. Until you claim it:

• The Pro controls that data and is responsible for having a lawful basis to enter it. Our Terms require Pros to have your permission before entering your personal information.
• We store it on the Pro’s behalf and use it only to operate the service and deliver the claim invitation.
• The claim email includes a decline option. If you decline, we delete the personal information associated with the invitation. The Pro may retain their own records outside MaintFolio; that is outside our control.

7.2 After you claim it

Ownership of the portfolio transfers to you. From that point:

• You control the portfolio, its documents, and who else may see it.
• The Pro retains an "originator" association with the specific assets and records they created. This is what powers the "Provided By" card and the Preferred Pro contact.

7.3 What a sponsoring Pro can and cannot see

A Pro can see: the assets and service records they originated; whether you claimed the portfolio; aggregate activity signals used for follow-up prompts, such as your portfolio anniversary date and whether there has been recent maintenance activity; and whether you contacted them through the app.

A Pro cannot see: assets you added yourself; documents in your Vault; photos you upload; your service history with other providers; your other properties or vehicles; or the contents of any report you did not share with them.

7.4 Unlinking a Pro

You can unlink a sponsoring Pro from your portfolio at any time, from Settings. When you do:

• Their branding is removed from your view
• They lose access to activity signals about you
• Their originator record on the assets they created is retained so historical attribution and their own business reporting remain accurate. This record is not visible to you and is not used to contact you.

If you want the originator record erased entirely, email privacy@maintfolio.com and we will delete it, subject to any records we must keep for tax or legal reasons.

7.5 Email from Pros

Reminder emails relating to assets a Pro originated may carry that Pro’s branding. These are service messages about your portfolio, sent by us — not marketing sent by the Pro, and not a transfer of your email address to them. You can turn off co-branding by unlinking the Pro, and you can adjust reminder frequency in Settings.

8. Who we share information with

We share information only with service providers who help us operate MaintFolio, and only for that purpose. Our current subprocessors:

We will keep this list current.

Service Directory. Professionals listed in the Service Directory are independent third parties. We do not give them your information. If you choose to contact one through the app, we transmit only what you send. Saving a vendor to your list does not disclose anything to that vendor.

We may also disclose information:

• When you direct us to — for example, using Smart Transfer to hand an asset’s history to a buyer, sharing a portfolio with a household member, or generating a seller’s report you distribute
• For legal reasons — to comply with a valid legal process, enforce our Terms, or protect the rights, safety, or property of any person. We will notify you of a legal demand for your data unless we are legally prohibited from doing so.
• In a business transfer — if MaintFolio is acquired or merged, your data may transfer to the successor, who will be bound by this policy or a materially equivalent one. We will notify you before your data becomes subject to a different policy.

9. Cookies and tracking

We use:

• Strictly necessary cookies — authentication, session management, security. These cannot be disabled.
• Preference cookies — remembering settings such as display options.
• Analytics cookies — understanding feature usage in aggregate.

We do not use advertising cookies and we do not permit third-party ad networks on the service. We honor the Global Privacy Control (GPC) signal.

10. Security

• Data encrypted in transit (TLS) and at rest
• Row-level security in the database, so one account cannot reach another’s records
• Documents stored in encrypted object storage with access controls
• Encrypted daily backups
• Passwords hashed; we cannot recover them
• Access to production data restricted to personnel who need it, and logged

No system is perfectly secure. If a breach affects your personal information, we will notify you without unreasonable delay and no later than 30 days after determining a breach occurred, consistent with Colorado law, and we will notify the Colorado Attorney General and any other required regulator within the timeframes the law requires. Our notice will describe what happened, what information was involved, and what you can do.

Your part. Use a unique password and enable two-factor authentication when available. Do not upload government identification numbers, financial account numbers, or health records — MaintFolio is not designed to safeguard those categories.

11. How long we keep information

12. Your rights and choices

Regardless of where you live, you can:

• Export everything. Full backup export including uploaded files, from Settings, free, on every plan.
• Correct any information, by editing it directly.
• Delete your account and its data from Settings, or by emailing privacy@maintfolio.com.
• Opt out of non-essential email. Reminders and recall alerts are the core of the product, but you control their frequency and can disable categories in Settings. Billing and security notices cannot be disabled while your account is open.

Depending on your state — including under the Colorado Privacy Act, the California Consumer Privacy Act as amended, and comparable laws in Virginia, Connecticut, Utah, Texas, Oregon, Montana, and others — you may also have the right to confirm whether we process your data, access it in a portable format, correct or delete it, and opt out of sale, targeted advertising, and profiling with legal effects. We do not sell data, do not conduct targeted advertising, and do not engage in profiling of that kind, so those opt-outs have nothing to apply to, but the right exists.

To exercise a right, email support@maintfolio.com. We respond within 45 days and may extend once by another 45 where permitted, with notice. We may need to verify your identity, usually by confirming control of your account email.

Appeals. If we decline a request, our response will explain why and how to appeal. To appeal, reply to that response or email support@maintfolio.com with "Appeal" in the subject line. We will respond within 45 days. If we deny the appeal, you may contact the Colorado Attorney General at coag.gov/file-complaint, or your own state’s attorney general.

Authorized agents may submit requests with written proof of authorization.

Non-discrimination. We will not deny service, charge different prices, or provide a different quality of service because you exercised a privacy right.

13. Children

MaintFolio is not directed to children and is not intended for anyone under 18. We do not knowingly collect personal information from children under 13. If we learn we have, we delete it. If you believe a child has provided us information, email support@maintfolio.com.

14. Recall data disclaimer

Recall information comes from NHTSA and CPSC published data. Vehicle matching uses VIN or year/make/model. Appliance and equipment matching is probabilistic — it compares your asset details against recall notices and may produce both false matches and missed matches.

MaintFolio is not a safety monitoring service. Always verify a recall directly with the manufacturer or the issuing agency using your serial number, and do not rely on MaintFolio as your only source of safety information. Neither agency is affiliated with or endorses MaintFolio.

15. Users outside the United States

MaintFolio is operated from and hosted in the United States, and is intended for U.S. users. If you access it from elsewhere, your information will be transferred to and processed in the United States, where privacy laws may differ from those in your country. We do not currently offer the service to residents of the European Economic Area or the United Kingdom.

16. Changes to this policy

We will post any change here and update the "Last updated" date. For material changes — particularly anything narrowing the commitments in §5 — we will notify you by email at least 30 days before the change takes effect, so you have time to export your data and close your account if you disagree.

17. Contact

support@maintfolio.com