Privacy Notice
Policy version: September 24, 2026
Optional integrations and urgent alerts
When a company admin connects QuickBooks Online, maintainHQ stores encrypted authorization tokens and exports approved customer invoice details to the selected QuickBooks company. It does not collect your Intuit password. Disconnect in Settings and revoke access through QuickBooks when no longer needed. Optional SMS stores an encrypted company Twilio credential and opted-in employee phone numbers; dispatch content and delivery information are shared with Twilio. SMS preferences are managed on job pages. Each provider also handles data under its own policies. Support reports are retained up to 90 days.
Scope and contact
This notice describes maintainHQ’s handling of account and service data. For privacy questions or requests, contact maintainHQ@outlook.com. When your employer or another business creates a workspace, that business controls the work records it enters; contact its administrator about workplace use of your information.
Information processed
The service processes account names, email addresses, authentication and session records, company memberships, employee contact details, work orders, customer details, addresses, schedules, photographs, uploaded documents, labor and materials information, invoices, and subscription identifiers. Hosting and service providers may also process technical logs such as IP addresses, request details, and errors. Stripe collects payment information through its checkout; maintainHQ uses payment and subscription references rather than storing full card numbers.
How information is used
Information is used to authenticate users, provide company workspaces, assign jobs, deliver requested reminders and invoices, process billing, prevent abuse, maintain backups, troubleshoot errors, and respond to support and legal requests. Account and session cookies support sign-in and security. Blocking them can prevent the application from working.
Who receives information
Cloudflare provides hosting, database, and file storage; Stripe processes payments and billing; Resend delivers service emails; Geoapify processes address and route requests when those features are used. Job details and selected attachments are shared with the recipients chosen through the service. Company administrators and authorized staff can access records according to their roles. Information may also be disclosed when legally required or necessary to protect security and legal rights. Provider processing can occur outside your state or country.
Retention and security
Data is retained as needed to operate the service, support accounts, maintain backups, address disputes, and meet applicable obligations. Canceling a subscription does not automatically delete data. Deletion requests require verification; some records may remain in backups or be retained for legal, billing, or security reasons. No system is completely secure. Keep independent copies of important business records and restrict account access.
Your choices
You can update available account and company settings, ask your workspace administrator to correct work records, and contact us to request access, correction, or deletion. Rights depend on applicable law and your relationship with the company controlling the records. Administrators should export records and original attachments before ending service. Essential account and billing notices may still be sent while an account is active.
Children and notice updates
maintainHQ is intended for adult business users, not children under 13. Contact us if a child’s personal information has been provided. Changes to this notice will be posted with an updated version date, with additional notice where required.