Privacy Policy

Scope and Operator

This Privacy Policy applies to the authenticated Maintenance Services application and to the organization operating this deployment of the application. The system is designed as an operational business tool for inventory, stock, supplier, equipment, project, document, media, and related workflow management. The operator of this deployment is responsible for applying this policy in a manner consistent with applicable law, including Canadian private-sector privacy requirements and Ontario requirements that may apply to its operations.

Information We Collect

Depending on how your organization uses this deployment, the system may collect and store account information such as usernames, email addresses, authentication status, role or permission assignments, and user settings. It may also store business records entered by authorized users, including inventory data, customer and supplier contact details, project records, work orders, invoices, purchase orders, uploaded files, and audit history linked to user actions.

The application also processes technical and security-related information needed to run the service, such as session data, password reset and verification flows, access logs, CRUD audit entries, and other records required to protect the service, investigate incidents, and maintain accountability.

Purposes and Consent

Personal information is collected, used, and disclosed only for purposes that a reasonable person would consider appropriate in the circumstances, including authenticating users, administering access, processing business records, generating documents, supporting media and attachment workflows, maintaining audit trails, responding to support requests, and protecting the security and integrity of the service.

Where consent is required, the operator of this deployment should ensure that consent is meaningful and that individuals understand the nature, purpose, and consequences of the collection, use, or disclosure of their personal information. In some cases, information may also be processed because it is necessary to provide the requested service, manage an employment or contractor relationship, comply with legal obligations, or protect the operator, users, or other affected parties.

Retention, Security, and Access

Information is retained only as long as necessary for the purposes for which it was collected, for reasonable operational continuity, and to satisfy legal, regulatory, tax, employment, audit, records-management, or dispute-resolution requirements. Archived records may remain preserved for accountability and business continuity even when they are no longer active in day-to-day workflows.

The operator should use administrative, technical, and physical safeguards appropriate to the sensitivity of the information, including access controls, role- or permission-based restrictions, secure authentication, logging, backups, and reasonable incident response practices. No system can guarantee absolute security, and users should also protect their credentials and devices.

Subject to applicable law, individuals may have the right to request access to, or correction of, personal information held about them. Requests should be directed to the organization operating this deployment using the contact channel communicated to the user by that organization.

Cross-Border Processing and Service Providers

Depending on hosting, backup, email, media, analytics, or support arrangements selected by the operator, information processed through this deployment may be stored or handled by service providers in jurisdictions outside the user's province, territory, or country. Where that occurs, the information may be subject to the lawful access requirements of those jurisdictions.

Changes to This Policy

This Privacy Policy may be updated from time to time to reflect operational, legal, or product changes. Updated versions should include a revised effective or last-updated date, and where required, users should be notified in a manner appropriate to the significance of the change.

Contact

Questions about this policy, privacy requests, accessibility-related communication needs, or complaints about personal information handling should be directed to the organization operating this deployment through the administrator or business contact provided to the user by that organization. If the deployment is made available to external users or consumers, the operator should publish a direct privacy contact point before relying on this policy as its final public form.