Privacy Policy

Last updated September 21, 2026

Who this covers

FacilityStream is maintenance management software sold to organizations. This policy covers two different groups of people, and the difference matters:

• Visitors to this website — anyone reading these pages or asking for a demo.
• People using a customer's system — the staff, technicians and requesters of an organization that has bought FacilityStream. For that information, the organization decides what is collected and what happens to it. We hold and process it on their instructions.

If you work for one of our customers and want your information corrected or removed, ask whoever runs maintenance at your organization. They can do it themselves, and they are the ones entitled to decide.

What we collect

From this website

• What you type into the demo or trial form: your name, work email, organization, phone number if you give one, and your message.
• The email address you type on the sign-in page, used only to send you to the right place.
• Ordinary server logs — the page requested, the time, and the network address it came from — kept for security and troubleshooting.

This website does not run advertising trackers or third-party analytics.

Inside a customer's system

Whatever that organization puts in it. Typically work orders and their history, the people who submit and carry out the work, buildings and rooms, assets and vehicles, parts, photographs attached to jobs, and the settings that control it all.

Some of that is personal information about employees and contractors. Our customers decide what to record; we do not require any particular field.

Where it lives

What	Where
Your maintenance data	A PostgreSQL database used by your organization and no other, hosted with DigitalOcean in the United States
Photographs and attachments	Alongside that data, or in DigitalOcean object storage
The customer list and who signs in where	A separate database, deliberately kept apart from any customer's data
Outgoing email	Passed to an email delivery provider to be sent

Every customer has their own database. One customer's system cannot read another's, and an address that does not belong to an account reaches nothing at all.

Artificial intelligence

Some features — the daily briefing and the assistant — work by sending information from your system to Anthropic, the makers of Claude, and showing you what comes back. That can include work order descriptions, building names and the names of staff assigned to jobs.

• These features are off unless switched on. A new customer has no AI until somebody enables it.
• An organization can use its own Anthropic account, in which case its terms with Anthropic apply to the data sent.
• Anthropic does not train its models on data submitted through its API.
• Turning the features off stops the sending.

Who else sees it

We share information only with the suppliers who make the product run, and only as much as each needs to do its job:

• DigitalOcean — hosting, databases, backups and file storage.
• An email delivery provider — the content of the emails your system sends, and the addresses they go to.
• Anthropic — only for the AI features above, and only when they are on.

We do not sell personal information, rent it out, or hand it to advertisers. We will disclose information if the law requires it, and we will tell the affected customer unless we are forbidden to.

Cookies

No advertising cookies, and nothing that follows you to other websites. What is set:

Cookie	What it is for
Sign-in session	Keeps you signed in. Deleted when you sign out.
Public portal access	Remembers that a workplace code was entered on this device, so staff are not asked on every visit.
Appearance	Remembers a chosen theme or background.

Your browser also stores which dashboard panels you have hidden. That stays on your device and is never sent to us.

Keeping it safe

• Traffic is encrypted in transit; databases are encrypted at rest.
• Each customer's data is in its own database, not a shared table with a customer column that one mistaken query could cross.
• Sign-in is required, and a customer's system refuses any address that is not theirs.
• Backups run daily and are kept for the retention period of the hosting plan.
• Support access to a customer's system is deliberately visible: when we are signed in to help, a banner says so on every page, to that customer's own staff.

No system is perfect. If we discover a breach affecting a customer's data, we will tell that customer promptly and say what we know.

How long it is kept

• Maintenance data — for as long as the organization is a customer. History is the point of a maintenance record, so nothing is aged out automatically.
• After an account ends — the data is retained for 30 days so it can be exported or the account restored, then deleted. A customer who wants it gone sooner can ask.
• Demo and trial enquiries — kept while we are in touch and for a reasonable period after.
• Server logs — a short rolling window.

Your rights

Depending on where you live, you may have the right to see what we hold about you, correct it, have it deleted, or get a copy in a portable form. Write to us and we will answer.

If your information is in a customer's system, ask that organization first — they control it and can act immediately. We will help them, and we will pass on a request that reaches us by mistake.

Children

This is workplace software. It is not directed at children and we do not knowingly collect information from anyone under 16.

Changes

If this policy changes in a way that matters, we will update the date above and tell current customers by email rather than quietly editing the page.

Contact

Questions about this policy, or a request about your information: [email protected]. More ways to reach us are on the contact page.