Privacy Policy
Last updated October 9, 2026
This policy explains what personal information Facility Track (“we”, “us”) collects when you visit our website, sign up, or use the Service, what we do with it, and the choices you have. It applies to facility-track.com and your Facility Track address. Our Terms of Service cover the rest of the relationship.
1. Two roles
For the account and billing details you give us when you sign up, we decide how the information is used — we are the “controller”. For the records your organization puts into its Facility Track instance (equipment, work orders, inspections, documents, photos, user lists), your organization decides what is stored and why, and we process it on your behalf to run the Service. Questions from people whose information is in a customer’s instance (for example, a technician) are best sent to that organization first; we will help the organization respond.
2. What we collect
| Information | Where it comes from |
|---|---|
| Sign-up details: name, work email, organization name, chosen plan and billing period, and the date and version of the terms you accepted. | You, on the sign-up form. |
| Billing details: Stripe customer and subscription identifiers, payment status and amounts. We do not receive or store your full card or bank account numbers; Stripe collects those on its own page. | You and Stripe. |
| Instance records: user names, emails and roles; equipment, work orders, schedules, inspection and tour records, documents, photos and notes that your organization enters. | Your organization and its users. |
| Activity and technical data: an audit log of actions taken in the Service, with the user, time and IP address; server logs; and the browser data needed to keep you signed in. | Generated when you use the Service. |
| Messages: emails you send to us, and notes about support requests. | You. |
We do not use advertising or analytics trackers on our website, and we do not build advertising profiles.
3. How we use it
- To set up and run your instance, sign you in and secure it.
- To take payment, manage your subscription, and send receipts and billing notices.
- To send service emails: your welcome and sign-in messages, and the alerts and summaries your organization has switched on.
- To answer support requests, keep records of the terms you accepted, prevent abuse and fix problems.
- To meet legal, tax and accounting obligations.
We do not sell your personal information and do not share it for advertising.
4. Who we share it with
We use a small number of service providers who handle information only to provide their service to us:
| Provider | What for |
|---|---|
| Stripe | Payments and subscription billing. Stripe’s own privacy policy applies to the details you enter on its pages. |
| DigitalOcean | Hosting (servers in the United States) and storage of backups and uploaded files. |
| Cloudflare | DNS and a security and delivery layer in front of the website; it sees website traffic, including IP addresses. |
| Mailgun | Sending email (welcome messages, alerts, summaries). |
| Google Fonts | Our public pages load a typeface from Google, which means your browser contacts Google and your IP address is visible to it. |
If your administrators turn on optional features that use other services — for example sign-in with your organization’s Microsoft account — those providers handle information on your organization’s behalf as well.
We may also disclose information if the law, a court order or a valid legal request requires it, to protect people or the Service from harm, or as part of a merger or sale of the business (with notice to you).
5. The public demo
The “Try the live demo” account is shared and open to anyone, and its data is reset every few hours. Do not enter real personal or business information in the demo.
6. How long we keep it
- Sign-up and billing records: while you are a customer and afterwards as long as needed for tax, accounting and legal reasons (typically up to seven years).
- Instance records: for as long as your subscription is active. After it ends we delete your instance within 90 days. Backups containing it are deleted as they expire on their normal schedule.
- Audit and server logs: kept for as long as the instance itself and then removed with it, or sooner when log files rotate.
7. Security
Connections to the Service are encrypted (HTTPS), each customer’s instance is kept separate, access is controlled by user accounts and roles, and the servers are backed up regularly. No system is perfectly secure. If a security incident affects your information, we will tell the affected customer without undue delay so it can meet its own obligations.
8. Your choices and rights
You can ask us to give you a copy of, correct, or delete the personal information we hold about you, or to stop sending optional emails (alert and summary emails can be turned off in the Service by your administrators). Email [email protected] from the address on your account. We may need to confirm who you are first, and may keep what the law requires us to keep. Depending on where you live, you may have additional rights under local law; we will honor them as the law requires.
9. Cookies and browser storage
The Service uses your browser’s storage only for what it needs to work — keeping you signed in and remembering display preferences. We do not use advertising cookies.
10. Children
The Service is for businesses and is not directed to anyone under 16. We do not knowingly collect information from children.
11. Where information is processed
Our servers are in the United States, and the information described here is processed there. If you use the Service from another country, you understand your information will be transferred to and handled in the United States.
12. Changes
We may update this policy. The date at the top shows the current version; for material changes we will email the account owner or post a notice in the Service.
13. Contact
Facility Track — [email protected]