Privacy Policy

Last updated: October 3, 2026

1. Introduction

Maintenance Minder ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our fleet maintenance tracking service (the "Service").

By using the Service, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Account Information
When you register, we collect your email address and a hashed password. We do not store your password in plain text.

2.2 Vehicle and Maintenance Data
You provide information about your vehicles, including but not limited to: vehicle names, unit numbers, VINs, license plates, year/make/model, engine specifications, transmission details, mileage readings, engine hours, and maintenance records. This data is entered by you and stored to provide the Service.

2.3 Usage Data
We may collect information about how you access and use the Service, including your IP address, browser type, pages visited, and timestamps of interactions. This data is used for security monitoring and service improvement.

2.4 Cookies
The Service uses essential session cookies to maintain your login state and CSRF protection. These cookies are necessary for the Service to function and do not track you across other websites. We do not use advertising or third-party tracking cookies.

3. How We Use Your Information

We use the information we collect to:

  • Provide, operate, and maintain the Service
  • Authenticate your account and process your login
  • Store and display your vehicle and maintenance data
  • Send account-related notifications (overdue maintenance, upcoming tasks, stale mileage alerts)
  • Process subscription payments and manage billing
  • Improve the Service based on usage patterns
  • Respond to support inquiries

4. Data Storage and Security

Your data is stored in a secure database with access controls. We implement reasonable technical and organizational measures to protect your information, including:

  • Password hashing using industry-standard algorithms
  • CSRF protection on all form submissions
  • Session management with configurable timeouts
  • Input sanitization and output escaping to prevent injection attacks

While we strive to protect your data, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security.

5. Third-Party Services

We do not sell, trade, or rent your personal information to third parties. We may use third-party services for the following purposes:

5.1 Payment Processing
If you subscribe to a paid plan, payment information is processed by a third-party payment processor. We do not store your full credit card details on our servers.

5.2 Invoice Links
The Service allows you to attach invoice URLs (e.g., Google Drive, Dropbox) to maintenance records. These links are stored as plain text URLs you provide. We do not access or store the contents of linked files.

5.3 Hosting and Infrastructure
Our servers and infrastructure may be provided by third-party hosting services. These providers have their own security and privacy practices.

6. Data Retention

We retain your account information and vehicle/maintenance data for as long as your account is active. If you delete your account, your data will be permanently removed from our systems within a reasonable timeframe. You may request a copy of your data before deletion by contacting us.

7. Your Rights

Depending on your jurisdiction, you may have the following rights:

  • Access: Request a copy of the personal data we hold about you
  • Correction: Request correction of inaccurate or incomplete data
  • Deletion: Request deletion of your account and associated data
  • Portability: Request transfer of your data to another service
  • Objection: Object to certain processing of your data

To exercise these rights, contact us through the Support page.

8. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that a child has provided us with personal data, we will delete it promptly.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your own. By using the Service, you consent to such transfers. We take steps to ensure your data receives an adequate level of protection regardless of where it is processed.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email or a notice on the Service. The "Last updated" date at the top of this page reflects the most recent revision.

11. Contact

If you have questions or concerns about this Privacy Policy or our data practices, please reach out through our Support page.