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Privacy Policy

Privacy Policy

ChatterFix CMMS Platform

Last Updated: January 5, 2026

Introduction

ChatterFix ("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 CMMS platform.

Please read this policy carefully. By using ChatterFix, you consent to the practices described in this Privacy Policy.

Information We Collect

1. Information You Provide

Account Information

  • Name and email address
  • Company/organization name
  • Job title and role
  • Password (encrypted)
  • Profile preferences

Business Data

  • Work orders and maintenance records
  • Asset information and maintenance history
  • Inventory and parts data
  • Vendor information
  • Team member details
  • Training records and certifications

Communications

  • Support requests and feedback
  • Survey responses
  • Email correspondence

2. Information Collected Automatically

Usage Data

  • Features and pages accessed
  • Actions taken within the platform
  • Time and duration of use
  • Error logs and performance data

Device Information

  • Browser type and version
  • Operating system
  • Device type (desktop, mobile, tablet)
  • Screen resolution

Location Data

  • IP address
  • General geographic location (city/region level)
  • For mobile: GPS data (only with your permission)

Cookies and Tracking

  • Session cookies for authentication
  • Preference cookies for settings
  • Analytics cookies for usage patterns

3. AI and Voice Data

Voice Commands

  • Audio recordings (processed, not stored permanently)
  • Transcribed text from voice commands
  • Voice command history for context

AI Interactions

  • Questions asked to AI assistant
  • AI responses provided
  • Feedback on AI accuracy

How We Use Your Information

Primary Uses

| Purpose | Data Used | Legal Basis | |---------|-----------|-------------| | Provide the Service | Account, business data | Contract performance | | Authenticate users | Account credentials | Contract, security | | Process work orders | Business data | Contract performance | | AI assistant features | Voice, interactions | Contract, consent | | Customer support | Communications | Legitimate interest | | Send notifications | Contact information | Contract, consent | | Improve the Service | Usage data | Legitimate interest |

AI and Machine Learning

We use data to:

  • Train and improve AI models for better voice recognition
  • Enhance natural language understanding
  • Improve predictive maintenance algorithms
  • Generate insights and recommendations

Your Control:

  • Enterprise customers can opt out of AI training
  • You can disable voice features
  • You can request deletion of AI interaction history

Analytics and Improvement

We analyze aggregate data to:

  • Understand feature usage
  • Identify and fix bugs
  • Improve user experience
  • Develop new features

How We Share Your Information

We DO NOT:

  • Sell your personal information
  • Share your data with advertisers
  • Rent or trade your information

We MAY Share:

Service Providers

  • Cloud hosting (Google Cloud Platform)
  • Authentication (Firebase)
  • AI services (Google, Anthropic, OpenAI, xAI)
  • Email delivery services
  • Analytics providers

All service providers are bound by data protection agreements.

Legal Requirements We may disclose information if required by:

  • Law, subpoena, or court order
  • Government request
  • Protection of rights, property, or safety
  • Detection of fraud or security issues

Business Transfers In the event of merger, acquisition, or sale, your information may be transferred. You will be notified of any change in ownership.

With Your Consent We may share information for other purposes with your explicit consent.

Data Security

Security Measures

We implement the following security measures:

  • Encryption: TLS 1.3 for data in transit; AES-256 for data at rest, applied by

Google Cloud Firestore and Cloud Storage

  • Authentication: Firebase Auth with secure, HTTP-only session cookies
  • Access Control: Role-based permissions and per-organization data isolation.

Direct browser access to customer collections is denied by default; application data is reachable only through our server-side API

  • Audit trail: Compliance records are written to an append-only, hash-chained

log. Any alteration of a past entry breaks the chain and is detectable, and electronic signatures record the signer's identity, the meaning of the signature, a timestamp, and a hash of the signed content

  • Infrastructure: Hosted on Google Cloud Platform, which maintains its own SOC 2

certification. ChatterFix itself is not currently SOC 2 or ISO 27001 certified, and we do not claim to be

  • Monitoring: Automated availability checks, plus daily automated verification

that core product functions are working

  • Backups: Automated daily database backups with 14-day retention. See our

disaster recovery documentation for scope and limitations

Your Responsibilities

You are responsible for:

  • Maintaining strong passwords
  • Controlling access to your account
  • Logging out from shared devices
  • Reporting suspected breaches

Data Retention

Retention Periods

| Data Type | Retention Period | |-----------|------------------| | Account data | Duration of account + 30 days | | Business data | Duration of account + 30 days | | Usage logs | 90 days | | AI interactions | 30 days (or per preference) | | Security logs | 1 year | | Backup data | 90 days after deletion |

Upon Account Deletion

When you delete your account:

  1. Active data deleted within 30 days
  2. Backup copies purged within 90 days
  3. Aggregate, anonymized data may be retained
  4. Legal holds may extend retention

Your Rights

Access and Control

You have the right to:

| Right | Description | |-------|-------------| | Access | Request a copy of your data | | Correction | Update inaccurate information | | Deletion | Request deletion of your data | | Portability | Export your data in standard format | | Restriction | Limit how we process your data | | Objection | Object to certain processing | | Withdraw Consent | Revoke consent at any time |

How to Exercise Your Rights

  • In-App: Use account settings for most controls
  • Email: privacy@chatterfix.com
  • Response Time: Within 30 days

GDPR (European Users)

If you are in the European Economic Area:

  • We process data under legitimate interest and contract
  • You may lodge complaints with your supervisory authority
  • Your data is processed in the United States. If you require EU Standard Contractual

Clauses or a Data Processing Agreement, contact us before sending personal data and we will execute one

CCPA (California Users)

California residents have the right to:

  • Know what personal information is collected
  • Know if personal information is sold or disclosed
  • Say no to the sale of personal information
  • Access personal information
  • Request deletion of personal information
  • Non-discrimination for exercising rights

We do not sell personal information.

Cookies and Tracking

Cookies We Use

| Cookie | Purpose | Duration | |--------|---------|----------| | session_token | Authentication | Session | | theme_preference | Dark/light mode | 1 year | | _ga | Google Analytics | 2 years | | field_mode | Mobile field mode | Persistent |

Your Cookie Choices

  • Browser Settings: Block or delete cookies
  • Opt-Out: Disable analytics cookies in settings
  • Do Not Track: We honor DNT signals

Children's Privacy

ChatterFix is not intended for users under 18. We do not knowingly collect information from children. If you believe a child has provided information, contact us immediately.

International Data Transfers

Your data may be processed in:

  • United States (primary)
  • Other regions where our service providers operate

Our infrastructure providers (Google Cloud Platform) offer contractual data transfer safeguards, and their terms apply to data they process on our behalf.

If you require a Data Processing Agreement or EU Standard Contractual Clauses with ChatterFix directly, contact us and we will put one in place before you send us personal data.

Note on Privacy Shield. The EU-US Privacy Shield framework was invalidated by the Court of Justice of the European Union in 2020 and is no longer a valid transfer mechanism. An earlier version of this policy referred to it; that reference was outdated and has been removed.

Third-Party Services

We integrate with third-party services:

| Service | Purpose | Privacy Policy | |---------|---------|----------------| | Google Cloud | Hosting, Firestore | Google Privacy | | Firebase | Authentication | Firebase Privacy | | Google AI | Gemini AI | Google AI Terms | | Anthropic | Claude AI | Anthropic Privacy | | OpenAI | GPT models | OpenAI Privacy |

Changes to This Policy

We may update this Privacy Policy periodically. Changes will be:

  • Posted on this page with updated date
  • Notified via email for material changes
  • Effective 30 days after posting

Continued use after changes constitutes acceptance.

Contact Us

Data Protection Inquiries:

  • Email: privacy@chatterfix.com
  • Support: support@chatterfix.com
  • Mail: ChatterFix Privacy, [Address]

Data Protection Officer: For GDPR inquiries: dpo@chatterfix.com

Your privacy matters to us. If you have questions about this policy or our practices, please don't hesitate to contact us.

© 2026 Fred Taylor. All Rights Reserved.