Privacy Policy

1.Who We Are

MaintainHub is a cloud-based Computerized Maintenance Management System (CMMS) operated by Brutus Enterprise Solutions LLC, a Delaware limited liability company ("MaintainHub," "we," "us," or "our"). We provide work order, asset, inventory, and sustainability management tools to facility operators, maintenance teams, and property owners worldwide.

For users in the European Economic Area (EEA), Brutus Enterprise Solutions LLC acts as the data controller for personal data processed through the MaintainHub platform.

2.Data We Collect

We collect data in three ways: data you provide directly, data generated through your use of the platform, and data received from third-party integrations you authorize.

We do not collect sensitive personal data (health information, financial account numbers, government IDs) except where explicitly required for a specific feature and with your prior consent.

3.How We Use Your Data

We use collected data only for the purposes described below. We do not sell personal data to third parties.

4.Legal Bases for Processing (GDPR)

For users in the EEA or UK, we process personal data under the following legal bases:

• Contract performance — Processing necessary to deliver the MaintainHub services you have subscribed to (Art. 6(1)(b) GDPR).
• Legitimate interests — Security monitoring, fraud prevention, product analytics, and improving platform reliability (Art. 6(1)(f) GDPR).
• Legal obligation — Compliance with applicable laws, tax obligations, and regulatory requirements (Art. 6(1)(c) GDPR).
• Consent — For optional communications (e.g. marketing emails) and specific third-party integrations where you explicitly authorize data sharing (Art. 6(1)(a) GDPR). You may withdraw consent at any time.

5.Third-Party Integrations

MaintainHub integrates with external services to extend platform capabilities. Data is shared with these services only when you explicitly enable the integration and, where required, provide your consent.

When you authorize a third-party integration, you may be subject to that provider's own privacy policy. We recommend reviewing those policies before enabling integrations.

6.Data Retention

We retain personal data for as long as your account remains active or as needed to provide services. Specific retention periods:

• Account data — Retained for the duration of the subscription plus 90 days following account closure to facilitate recovery. Deleted thereafter upon request.
• Operational data (work orders, assets, maintenance records) — Retained for the active subscription period. On cancellation, data is available for export for 30 days, then deleted.
• Billing records — Retained for 7 years to comply with financial and tax regulations.
• Audit logs — Retained for 12 months for security and compliance purposes.
• Support communications — Retained for 3 years from the date of resolution.

You may request early deletion of your personal data at any time, subject to legal retention requirements. See Section 7 for how to exercise this right.

7.Your Rights

Depending on your jurisdiction, you have the following rights regarding your personal data:

To exercise any of these rights, contact privacy@maintainhub.co. We will respond within 30 days. You also have the right to lodge a complaint with your local supervisory authority (for EEA users, your national data protection authority).

8.International Data Transfers

MaintainHub is operated from the United States. If you are located in the EEA, UK, or another jurisdiction with data transfer restrictions, your personal data may be transferred to and processed in the United States.

We rely on the following safeguards for international transfers:

• Standard Contractual Clauses (SCCs) approved by the European Commission where applicable
• Data Processing Agreements with all sub-processors that handle EEA personal data
• Technical and organizational measures consistent with GDPR requirements

9.Security

We implement administrative, technical, and organizational controls to protect personal data from unauthorized access, disclosure, alteration, or destruction:

• Encryption in transit (TLS 1.2+) and at rest (AES-256)
• Role-based access control with least-privilege principles
• Multi-factor authentication available for all accounts
• Audit logging of administrative actions and data access events
• Regular vulnerability assessments and dependency updates
• Incident response procedures with breach notification within 72 hours (GDPR Art. 33)

10.Cookies & Tracking

MaintainHub uses cookies and similar technologies for the following purposes:

• Strictly necessary cookies — Session management, authentication tokens, and CSRF protection. These cannot be disabled.
• Functional cookies — Storing user preferences such as timezone, language, and UI settings.
• Analytics cookies — Aggregated, anonymized data on feature usage to improve the platform. No cross-site tracking or advertising cookies are used.

You can manage cookie preferences through your browser settings. Disabling strictly necessary cookies will affect platform functionality.

11.Children's Privacy

MaintainHub is a business-to-business platform not directed at children. We do not knowingly collect personal data from individuals under 16 years of age. If you believe a minor has provided us with personal data, please contact us immediately and we will promptly delete it.

12.Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will:

• Update the "Last updated" date at the top of this page
• Send an in-app notification or email to account administrators
• Where required by law, seek renewed consent

Continued use of MaintainHub after changes take effect constitutes acceptance of the updated policy.

13.Contact Us

For privacy questions, data requests, or to exercise your rights under applicable law, contact our privacy team: