Privacy Policy

1. Information We Collect

Account and organization information. When you create a Washventory account, we collect information such as your name, work email address, phone number, company name, billing address, and role within your organization.

Customer, equipment, and service records. As part of using the Service, your organization stores data about its own customers, sites, equipment, and service history — including customer contact details, machine models and serial numbers, warranty and service agreement terms, work orders, technician notes, photos, and related documents. This data belongs to you (see “Your Data Ownership”) and is processed by us solely to provide the Service.

Usage data. We automatically collect information about how the Service is used, including log data, device and browser information, IP address, pages viewed, and actions taken within the platform, for the purpose of operating, securing, and improving the Service.

Payment information. Billing and payment details are collected and processed by our payment processor (see “Subprocessors”). We do not store full payment card numbers on our own servers.

Support communications. If you contact us for support, we retain records of that correspondence to resolve your request and improve our service quality.

2. How We Use Information

We use the information described above to:

• Provide, operate, and maintain the Service
• Process transactions and manage billing
• Authenticate users and secure accounts
• Provide customer support and respond to inquiries
• Monitor and analyze usage to improve performance and features
• Detect, prevent, and address technical issues, fraud, or misuse
• Communicate with you about updates, security notices, and service-related matters
• Comply with legal obligations

We do not sell your data or your customers’ data, and we do not use the equipment or service records you store in Washventory to train third-party AI models without your consent.

3. Subprocessors

We rely on a limited number of trusted third-party service providers ("subprocessors") to operate the Service, including:

• Hosting and infrastructure — cloud providers used for application hosting and data storage
• Payments: Stripe — for subscription billing and payment processing
• Email delivery: Resend — for transactional and account-related email
• Additional subprocessors as applicable to operate, secure, and support the Service

Each subprocessor is contractually bound to protect data in a manner consistent with this policy and applicable law. A current list of subprocessors is available upon request at privacy@washventory.com.

4. Data Retention

We retain account and usage data for as long as your subscription is active and for a reasonable period afterward to comply with legal, accounting, or contractual obligations. Customer, equipment, and service records you enter into the Service are retained for the duration of your subscription and for 90 days following termination, after which they are deleted or anonymized, unless a longer retention period is required by law or requested in writing.

You may request export or deletion of your data at any time by contacting privacy@washventory.com, subject to the terms of your subscription agreement.

5. Security

We employ administrative, technical, and physical safeguards designed to protect data against unauthorized access, alteration, disclosure, or destruction, including encryption in transit, access controls, and regular security review of our infrastructure. No system is completely secure, and we encourage customers to use strong authentication practices and to promptly report any suspected security incident to privacy@washventory.com.

6. Your Data Ownership

You retain full ownership of the customer, equipment, service, and business data your organization enters into the Service ("Customer Data"). We act as a data processor with respect to Customer Data — we do not claim ownership of it, and we access it only to provide, secure, and support the Service, or as you direct. Upon termination of your subscription, you may request a full export of your Customer Data in accordance with the “Data Retention” section.

7. International Data Transfers

Washventory is operated from Canada. If you access the Service from outside Canada, your information may be transferred to, stored, and processed in Canada or other jurisdictions where our subprocessors operate. Where required, we implement appropriate safeguards for such transfers in accordance with applicable data protection law.

8. Children’s Data

Washventory is a business product intended for use by adult professionals in a commercial context. It is not directed at, and we do not knowingly collect information from, individuals under the age of 18.

9. Your Rights

Depending on your jurisdiction, you may have rights regarding personal information we hold about you, including the right to access, correct, export, or request deletion of that information. Organizations acting as data controllers for their own Customer Data are responsible for responding to end-user rights requests related to that data; we will support such requests as required under our agreement with you. To exercise your rights or ask questions, contact us at privacy@washventory.com.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal or operational reasons. We will post the updated policy with a revised effective date and, for material changes, provide notice through the Service or by email.

11. Contact Us

Questions about this Privacy Policy or our data practices can be directed to: Washventory, privacy@washventory.com.