Privacy Policy

Last updated: March 9, 2026

1. Information We Collect

Account Information

When you create an account, we collect your first name, last name, email address, and password. If you are invited to an organization by an account owner, we collect the email address used to send the invitation.

Organization and Business Data

You may provide business information including your company name, address, phone number, and other details when setting up your organization profile. This information is used to customize your experience and populate documents such as invoices and quotes.

Operational Data

As you use the Platform, you create and store data related to your business operations, including but not limited to:

• Asset records (descriptions, photos, mileage, meter readings, documents)
• Maintenance logs and service history
• Job and project records with crew assignments and cost data
• Employee information (names, roles, certifications, pay rates)
• Client and contact information stored in CRM
• Quotes, invoices, and payment records
• Inventory and parts data
• Mileage, trip logs, and compliance records
• Messages exchanged through team messaging
• Tasks, reminders, and activity logs

Payment Information

We use a secure third-party payment processor to handle subscription payments. When you subscribe to a paid plan, your payment details (credit card number, billing address) are collected and processed directly by our payment provider. We do not store your full payment card details on our servers. We receive limited information such as the last four digits of your card, card brand, and billing status.

Usage and Device Information

We automatically collect certain information when you access the Platform, including your IP address, browser type, device type, operating system, pages visited, and the date and time of your visit. This data helps us improve performance and diagnose issues.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the Platform
• Process your subscription and manage billing
• Authenticate your identity and manage access permissions
• Send transactional emails such as invitations, password resets, and billing notifications
• Provide customer support
• Monitor and improve the Platform’s performance, security, and reliability
• Comply with legal obligations

We do not sell your personal information to third parties. We do not use your operational business data for advertising or marketing to third parties.

3. Third-Party Services

The Platform integrates with third-party services to provide core functionality. These integrations include:

• Cloud hosting and data storage: Your data is stored on secure cloud infrastructure with encryption in transit and at rest.
• Payment processing: Subscription payments are processed by a PCI-DSS compliant payment provider.
• Address autocomplete: When you use address fields, your input may be sent to a mapping service to retrieve suggestions.
• AI-powered document scanning: When you use invoice scanning, document images or text may be processed by an AI service. We use these services in a manner that does not allow them to use your data for training purposes.

Each third-party service has its own privacy policy governing how it handles your data. You can contact us for details about specific providers we use.

4. Data Sharing

We may share your information in the following circumstances:

• Within your organization: Data you create is accessible to other members of your organization based on their assigned role and permissions.
• Service providers: We share data with the third-party services listed above solely to provide Platform functionality.
• Legal requirements: We may disclose your information if required by law, subpoena, court order, or governmental regulation.
• Business transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

5. Data Retention

We retain your account information and operational data for as long as your account is active. If you cancel your subscription, your data remains accessible for 30 days to allow you to export it. After 30 days, your data may be permanently deleted.

We may retain certain information as required by law or for legitimate business purposes, such as resolving disputes, enforcing our agreements, and complying with legal obligations.

6. Data Security

We implement industry-standard security measures to protect your information, including:

• Encryption of data in transit (TLS/SSL) and at rest (AES-256)
• Role-based access controls that you configure for your organization
• Row-level security policies at the database level
• Automated backups and disaster recovery
• Audit logging of all user actions within the Platform

While we take reasonable steps to protect your data, no method of electronic transmission or storage is completely secure. We cannot guarantee absolute security.

7. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Access: You can access your data at any time through the Platform and export it using built-in CSV export features.
• Correction: You can update your personal information through your account settings and profile page.
• Deletion: You can request deletion of your account and associated data by contacting us.
• Data portability: You can export your data in standard formats (CSV) at any time.
• Opt-out: You can opt out of non-essential communications through your notification settings.

To exercise any of these rights, contact us at support@assetproplus.com.

8. Cookies and Tracking

We use essential cookies and local storage to maintain your session, remember your authentication state, and store your preferences. We do not use third-party advertising cookies or tracking pixels. The Platform does not serve ads.

9. Children’s Privacy

The Platform is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child under 18, we will take steps to delete it.

10. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to request deletion, and the right to opt out of the sale of personal information. We do not sell personal information.

11. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or by posting a notice on the Platform. Your continued use of the Platform after the effective date of any changes constitutes your acceptance of the updated policy.

12. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at:

Asset Pro Plus LLC
Email: support@assetproplus.com