GDPR & DATA PROTECTION

Clear handling of maintenance data.

Maintain CMMS puts data protection, customer control and portability at the centre of how maintenance information is handled.

WHO IS RESPONSIBLE?

Controller and processor roles.

CUSTOMER ORGANISATIONS

Usually the controller

A customer will generally decide why and how its employee, contractor and maintenance information is used inside its workspace. The precise role always depends on the facts and the applicable agreement.

MAINTAIN CMMS

Usually the processor

For customer workspace data, Maintain CMMS will generally process personal information on the customer’s instructions. We may act as a controller for our own account administration, security and direct commercial enquiries.

DATA PROTECTION PRINCIPLES

Designed around sensible restraint.

Compliance is more than a checkbox. These principles guide product decisions, operating procedures and supplier choices.
01

Use data fairly

Personal information should be used lawfully, fairly and transparently for clear, stated purposes.

02

Collect what is needed

We aim to limit personal information to what is relevant for operating, supporting and securing the service.

03

Keep it dependable

Workspace owners can maintain accurate operational records and control who is allowed to access them.

04

Protect and account for it

Technical and organisational controls are designed to protect data, support accountability and avoid unnecessary retention.

WHAT THE SERVICE MAY HANDLE

Information needed to run maintenance.

This can include names, work email addresses, roles and permissions; organisation, asset, work-order and inspection records; uploaded documents, photographs and signatures; audit and technical records; and information submitted in enquiries.

RETENTION & DELETION

Kept for a reason—not forever.

Retention should reflect the customer agreement, operational need and legal obligations. Workspace data will be exportable, and deletion requests will be assessed against contractual, legal, security and backup requirements. The Data Processing Schedule in our subscription agreement explains return, deletion and protected backup handling at the end of the service.

INDIVIDUAL RIGHTS

Requests should be straightforward.

Rights depend on the circumstances and applicable law. We may need to verify identity and coordinate with the customer organisation that controls the workspace data.Send a data request →
  • Be informed about how personal information is used
  • Ask for access to personal information
  • Ask for inaccurate information to be corrected
  • Ask for erasure or restricted processing where the law applies
  • Object to certain processing where the law applies
  • Receive portable data where the right applies
  • Raise a concern with the Information Commissioner’s Office or another relevant supervisory authority

SAFEGUARDS & SUPPLIERS

Protection across the service.

Security measures

HTTPS, protected password storage, secure sessions, organisation boundaries, roles, audit history and private file access form the current technical foundation.

Read our trust & security page →

Service providers

Specialist providers may support infrastructure, storage, email and other service functions. Contracts and access should limit their use of personal information to the agreed service.

International transfers

Where a restricted transfer applies, we intend to use a lawful mechanism and appropriate safeguards, with the required assessment and documentation.

Incident response

Suspected personal-data incidents will be assessed, contained and documented. Customers, regulators or affected people will be notified where the applicable law requires it.

DATA PROTECTION QUESTION?

Ask us directly.

Tell us about your retention, access, residency or contractual requirements before creating a workspace.Email hello@maintaincmms.com →

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