01. Scope
This Privacy Policy applies to information collected through our public website, user signup and account administration flows, the Maintenance Ledger application, tenant maintenance intake forms, vendor work-order and status-update pages, and support or operational communications.
This Privacy Policy does not apply to third-party websites, services, or platforms that may be linked from our Services or used by our customers outside of our platform.
02. Information We Collect
A. Information you provide directly
This may include:
- Name
- Email address
- Phone number
- Account or business name
- Billing contact details
- Property and unit information
- Maintenance issue descriptions
- Notes, status updates, and messages submitted through the platform
- Photos, documents, invoices, and proof-of-completion files
- Support requests and other communications with us
B. Information submitted by tenants or vendors
If you are a tenant or vendor using a secure Maintenance Ledger link provided by one of our customers, we may collect the information you submit through those flows.
- Name
- Contact details
- Issue descriptions
- Job status updates
- Notes
- Photos or attachments
C. Billing and payment information
Payments may be processed by third-party payment processors. We may receive billing-related information such as billing contact name, billing email, subscription status, plan information, and transaction metadata.
We do not store full payment card details ourselves.
D. Automatically collected information
We may automatically collect certain technical and usage information, including IP address, browser type, device type, operating system, referring URLs, pages viewed, dates and times of access, log and diagnostic information, and token-usage metadata for secure links such as last-used timestamps.
E. Cookies and similar technologies
We may use cookies or similar technologies for essential site functionality, authentication, security, and performance. If we later use analytics or marketing cookies, we may provide additional notice or controls as required.
03. How We Use Information
We use information to:
- Provide, operate, and maintain the Services
- Create and manage customer accounts
- Process and administer subscriptions and billing
- Authenticate users and secure the Services
- Receive and process maintenance requests
- Route work orders and vendor updates
- Store maintenance history and related records
- Send transactional notifications and reminders
- Troubleshoot issues and provide support
- Monitor performance, usage, and security
- Enforce our Terms of Service
- Comply with legal obligations
- Improve and develop the Services
04. How We Share Information
We do not sell personal information in the ordinary sense of selling customer lists for money.
A. Service providers
We may share information with vendors and service providers who help us operate the Services.
- Hosting and infrastructure providers
- Payment processors
- Email delivery providers
- File storage providers
- Analytics, logging, and error-monitoring providers
- Customer support tools
B. Customer-directed sharing
The Services are designed so information may be shared within a customer's maintenance workflow. For example, a landlord or property manager may provide a vendor with work-order details, a tenant-submitted issue may be visible to the customer account managing that property, and vendor updates may be visible to the customer account that assigned the work.
C. Legal compliance and protection
We may disclose information if reasonably necessary to comply with law, regulation, legal process, or government request; enforce our agreements; detect or address fraud, abuse, security, or technical issues; or protect the rights, property, or safety of Maintenance Ledger, our users, or others.
D. Business transfer
If we are involved in a merger, acquisition, financing, asset sale, or similar transaction, information may be transferred as part of that transaction, subject to applicable law.
05. Data Retention
We retain information for as long as reasonably necessary to provide the Services, maintain business and maintenance records, comply with legal, tax, accounting, and contractual obligations, resolve disputes, and enforce our agreements.
Retention periods may vary depending on the type of data, the customer relationship, legal requirements, and operational needs.
06. Data Security
We use reasonable administrative, technical, and organizational measures designed to protect information against unauthorized access, loss, misuse, or alteration. However, no system can be guaranteed to be completely secure, and we cannot guarantee absolute security.
Users are responsible for maintaining the confidentiality of their account credentials and for using the Services appropriately.
07. Your Choices
Depending on your relationship to the Services, you may be able to update account and profile information, change billing or contact details, manage certain notification preferences, or request deletion or export of your information, subject to applicable legal and contractual limits.
If you are a tenant or vendor interacting with a customer of Maintenance Ledger, your information may be controlled primarily by that customer. In those cases, we may direct your request to the relevant customer where appropriate.
08. Privacy Rights
Depending on where you live, you may have rights under applicable privacy laws. To make a privacy-related request, contact us at admin@maintenanceledger.com.
We may need to verify your identity before processing certain requests.
- Request access to certain personal information
- Request correction of inaccurate information
- Request deletion of personal information
- Request information about how your data is used or disclosed
09. Children's Privacy
The Services are not directed to children under 13, and we do not knowingly collect personal information directly from children under 13.
10. International Use
The Services are intended primarily for users in the United States. If you access the Services from outside the United States, you understand that your information may be processed and stored in the United States or other jurisdictions where our service providers operate.
11. Third-Party Services
The Services may integrate with or rely on third-party services. Their handling of information is governed by their own terms and privacy policies. We are not responsible for the privacy practices of third-party services we do not control.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. If we make material changes, we will update the Last Updated date and may provide additional notice where appropriate.
13. Contact Us
If you have questions about this Privacy Policy or our privacy practices, contact Maintenance Ledger at admin@maintenanceledger.com.
Questions
Email admin@maintenanceledger.com if you have questions about this document.