Privacy Policy

1. Data We Collect

• Account information: name, email address, password hash, and (for professional accounts) business name, logo, phone, and website.
• Property & asset data: home or vehicle addresses, make/model, serial numbers, purchase dates, warranties, upgrades, maintenance tasks, notes, and contractor contacts you add.
• Home inventory items: item names, categories, rooms, estimated values, and any high-value insurance-rider flags you set.
• Photos and files: photos of assets, rooms, inventory items, receipts, floorplans, walk-around galleries, and uploaded documents (inspection reports, warranties, manuals).
• Camera & photo library access: used only when you tap a capture or upload control. We do not access your camera or library in the background.
• Usage & diagnostic data: pages visited, actions taken, device type, browser, crash logs, and error reports — used to keep the app reliable.

We do not collect precise GPS location, contacts from your phone, health data, financial account credentials, or advertising identifiers.

2. How Photos Are Handled

• Photos you take or upload are stored in our secure cloud storage and associated only with your account (or the client workspace you explicitly own or were granted access to).
• Photos are not sold, shared with advertisers, or used to train third-party foundation models.
• When you use AI features (Magic Room Scan, Vision Scanner, Inspection Upload), the specific image you submit is sent to our AI processing provider solely to return structured data (item names, categories, serial numbers). The provider does not retain the image for training.
• You can delete individual photos, an entire asset, or your account at any time — deletion removes the underlying file from storage.

3. How We Use Your Data

• Provide the core service: store, organize, and display your assets, inventory, and maintenance history.
• Generate reminders, follow-ups, and exportable reports (PDF/ZIP backups).
• Power AI features you invoke (room scan, spec parsing, smart tips).
• Send transactional email (account, sharing, portfolio, receipts). You can unsubscribe from optional emails.
• Detect abuse, secure the platform, and improve reliability.

We do not use your data for third-party advertising or cross-app tracking.

4. Sharing & Disclosure

• Service providers (sub-processors): cloud hosting, database, object storage, transactional email delivery, and AI inference. They process data on our behalf under contract.
• With people you invite: if you accept a gifted portfolio from a professional, or grant a service pro 24-hour Service Mode access, they see only what you explicitly share.
• Professional accounts: pros only see clients and assets they created or were granted access to.
• Legal: we may disclose data to comply with law or protect rights, safety, and the integrity of the service.
• We do not sell personal data.

5. Data Storage, Security & Retention

• Data is stored on managed cloud infrastructure in the United States, encrypted in transit (TLS) and at rest.
• Row-level security policies restrict every record to its owner or explicitly granted collaborators.
• Passwords are hashed; we never see your plaintext password.
• We retain your data while your account is active. Deleted items and closed accounts are purged from active systems, with routine backups aging out on a rolling schedule.

6. Your Rights & Choices

• Access, correct, or export your data at any time from the app (ZIP backup includes photos).
• Delete individual records, entire assets, or your whole account.
• Revoke a service pro’s access or a gifted portfolio link.
• Residents of California, the EEA, UK, and other regions with data protection laws may have additional rights (access, portability, deletion, objection). Email us to exercise them.

7. Children

MaintFolio is not directed to children under 13, and we do not knowingly collect data from them. If you believe a child has provided us data, contact us and we will delete it.

7a. Affiliate Links

Some MaintFolio buttons — for example, “Buy on Amazon” on saved parts — are affiliate links. When you click one, we log the click (which link, which part, and when) so we can show you your own purchase-shortcut history and improve part recommendations. We do not sell this data. As an Amazon Associate, MaintFolio earns from qualifying purchases at no extra cost to you.

8. App Store Disclosures (Summary)

For the Apple Privacy Nutrition Label and Google Play Data Safety form, MaintFolio collects the following categories, all linked to your identity and used only for app functionality and analytics — never for tracking or third-party advertising:

• Contact info: name, email, phone (optional).
• User content: photos, documents, inventory data, notes.
• Identifiers: user ID.
• Usage & diagnostics: interactions, crash logs, performance data.
• Coarse address text you enter for a property (not device GPS).

9. Changes

We may update this policy as the product evolves. Material changes will be announced in-app or by email. Continued use after an update means you accept the revised policy.

10. Contact

Questions or requests? Email privacy@maintfolio.com.