Privacy Policy

Who We Are and What This Covers

e-maintain is a CMMS-CAFM-EAM platform operated by Bitminds, a UAE-based software company. This policy explains how we handle personal information on this website and across the e-maintain platform. Our mobile app is covered by a separate policy at e-maintain.com/app-privacy, which sets out app permissions, location data and account deletion in detail.

Our Role and Our Customers' Role

When an organization subscribes to e-maintain, that organization decides what data goes into its workspace and who may see it — it is the data controller, and we act as its processor, handling that data only on its documented instructions. We are the controller for the information we collect directly: website enquiries, demo requests, account credentials, and technical and security logs.

Information We Collect

We collect only what we need to answer you and run the service:

• Information you give us — name, company, job title, email address, phone number and the content of your message when you contact us, book a demo, or subscribe to updates.
• Account information — the credentials and profile details created for you when your organization sets up its workspace.
• Workspace content — work orders, assets, inspections, attachments and related records that your organization enters into the platform.
• Technical data — IP address, browser and device type, operating system, referring page, pages visited and time spent, collected through server logs and analytics.
• Cookies and similar technologies — see the section below.

How We Use Your Information

We use the information we hold to:

• respond to demo requests, enquiries and support tickets.
• provide, operate, maintain and improve the platform and this website.
• keep the service secure — preventing fraud, abuse and unauthorized access.
• send service messages and required notices about your account.
• send product updates and marketing only where you have opted in, and you can unsubscribe at any time.
• meet our legal and regulatory obligations.

We do not sell your personal information, we do not share it with data brokers, and we do not use it for advertising profiles.

Legal Bases for Processing

Where the GDPR, the UAE Personal Data Protection Law, the Saudi PDPL or a similar law applies, we rely on: performance of a contract, to deliver the service you or your organization signed up for; our legitimate interests, to secure and improve the platform, balanced against your rights; your consent, for marketing and non-essential cookies, which you may withdraw at any time; and legal obligation, where the law requires us to keep or disclose data.

Cookies and Analytics

This website uses essential cookies needed to make it work, and analytics that help us understand which pages are useful. Analytics data is aggregated and is not used to build advertising profiles. You can block or delete cookies in your browser settings; essential cookies cannot be turned off without affecting how the site functions.

Sharing Your Information

• With service providers who work on our behalf — hosting, email delivery, analytics and support tooling — under contract, bound by confidentiality, and with no independent right to use your data.
• With your organization, where you use the platform through a workspace it controls.
• For legal reasons — to comply with the law, a subpoena or similar process, or in good faith to protect our rights, your safety or the safety of others, or to investigate fraud.
• In a merger, acquisition or sale of assets, in which case the acquirer stays bound by this policy or gives you notice before any material change.

International Transfers

We are based in the UAE and use service providers that may process data elsewhere, including the European Economic Area and the United States. Where we transfer personal data across borders we use an approved safeguard — an adequacy decision, Standard Contractual Clauses, or an equivalent mechanism — so your data keeps the same level of protection. Contact us for details of the safeguard used for a specific transfer.

How Long We Keep Data

• Enquiry and demo request data — up to 24 months from your last contact with us.
• Account data — for as long as your account is active, then deleted or anonymized within 90 days of closure.
• Workspace content — for as long as your organization's subscription is active, then returned or deleted within 90 days unless they instruct otherwise.
• Server, security and access logs — up to 12 months.
• Records we are legally required to keep — for the period the applicable law requires.

Data Storage and Security

Your information is encrypted in transit and at rest, and access is limited to authorized e-maintain personnel on a need-to-know basis. We apply appropriate technical and organizational measures against unauthorized access, alteration, disclosure or loss, review them periodically, and maintain an incident response process — including notifying you and the relevant authority of a personal data breach where the law requires it. No system is completely secure, so we cannot guarantee absolute security.

Your Rights

You may ask us to give you access to your personal information, correct it, delete it, restrict or object to how we process it, provide it in a portable format, or withdraw a consent you previously gave. Email info@e-maintain.com and we will respond within 30 days; there is no charge for a first request, and exercising your rights will never lead to reduced service. If the data sits in an employer's workspace, we will forward your request to them and support them in answering it. You also have the right to complain to your data protection authority — in the UAE, the UAE Data Office.

Children

e-maintain is a business tool intended for adults in employment. It is not directed at children, and we do not knowingly collect personal information from anyone under 16. If we learn that we have, we delete it promptly.

Changes to This Policy

We may update this policy from time to time. The new version is posted on this page with a revised effective date. Where a change is material — a new category of data, a new purpose, or a new recipient — we will give you notice by email or in the product before it takes effect.

Contact

For any privacy question, request or complaint, contact us at info@e-maintain.com. For questions about the e-maintain mobile app, write to support@e-maintain.com.