Privacy Policy

1. Information we collect

• Account information — your name, work email, assigned role, and account status, provided when your administrator invites you.
• Content you enter — the records you create in the Service, such as equipment, maintenance history, projects, phases, tasks, and related notes.
• Usage and audit data — a record of sensitive actions (who did what and when) to provide an audit trail and keep the Service secure.
• Technical data — a session cookie to keep you signed in, plus basic log and device information generated when you use the Service.

2. How we use information

We use personal data to:

• provide, operate, secure, and support the Service;
• authenticate users and enforce role-based access;
• send account and transactional emails, such as invitations and password resets;
• maintain an audit trail, prevent abuse, and comply with legal obligations.

We do not sell personal data, and we do not use it for advertising.

3. Service providers

We share data with a small set of vetted providers who process it on our behalf, only to run the Service:

• Vercel — application hosting and file storage;
• Neon — the managed database where your records are stored;
• Resend — delivery of account and invitation emails;
• Upstash — rate limiting to protect the Service from abuse.

These providers are bound to protect the data and use it only to provide their service to us. We may also disclose data where required by law or to protect our rights and the safety of users.

4. Data retention

We retain personal data for as long as your account is active and as needed to provide the Service. Audit records may be kept longer for security and accountability. When data is no longer needed, we take reasonable steps to delete or anonymize it.

5. Security

We take security seriously. Access is enforced on the server for every action that changes data, credentials are stored only in hashed form, data is scoped so one organization cannot read another’s, and sensitive actions are logged. No system is perfectly secure, but we work to protect your data using appropriate technical and organizational measures.

6. Your rights

Depending on your location, you may have rights to access, correct, delete, or restrict the processing of your personal data. Because your organization controls the data it enters, please direct such requests to your organization’s administrator, or contact us and we will assist in coordinating the request.

7. International processing

The Service and its providers may process data in countries other than your own. Where we transfer data, we take steps to ensure it remains protected in line with this Policy.

8. Children

The Service is intended for use by businesses and their staff and is not directed to children under 16. We do not knowingly collect data from children.

9. Changes to this Policy

We may update this Policy from time to time. If we make material changes, we will take reasonable steps to notify you, and we will update the “Last updated” date above.

10. Contact

For privacy questions or requests, contact us at support@jotnarmedia.com.