Privacy Policy

Catalyces LLC is the data controller responsible for your information. Catalyces is maintenance management software used by equipment service companies and in-house maintenance teams to manage work orders, assets, spare parts, quotations, purchase orders and customer communications. If you have any questions about this policy or your data, contact us at hello@catalyces.com.

We collect the following categories of information:

• Account information. Name, email address, phone number, company name, job role and password when you register or are invited to an account.
• Operational data you enter. Work orders, assets and equipment records, service history, spare parts and inventory, quotations, purchase orders, client and supplier records, work logs, notes and photos you upload.
• Location data. While a team member is signed in to the app, their phone can send live location pings (latitude, longitude, accuracy, heading, speed, battery level and time) so the team map can show where the field team is. A live pin disappears from the map after 5 minutes without an update. We keep only each person’s single latest point, which overwrites the previous one, so the map can show “last seen”; no location history is stored. Only the account owner and admins can see the team map. Separately, if your account turns it on, a time log (work log) can record GPS location when it is saved. You can turn off location access at any time in your device settings; work logs will still save without a location.
• Photos and camera access. If you attach photos to a work order or asset, we access your camera or photo library only for the images you choose to add.
• Free tool contact details. When you download from a free tool on catalyces.com, such as the maintenance checklist maker, we ask for an email address or phone number. We store it with the tool and template you used, the page address and the time, in a Google Sheet that only the Catalyces team can open, and we may contact you about Catalyces. The checklist you fill in stays in your browser and is not sent to us. Ask us at hello@catalyces.com and we will delete your details.
• Device and usage information. Device type, operating system, app version, IP address, and log data about how you interact with the Service, used to keep the Service secure and reliable.

We do not knowingly collect information from children under 16. The Service is intended for business use only.

We use the information we collect to:

• Provide, operate and maintain the Service;
• Create and manage your account and authenticate your access;
• Store and display the maintenance data you and your team enter;
• Show the account owner and admins where the field team is on the team map, and attach location and time to work logs when your account turns that on, so you have an accurate service record;
• Send you service-related communications, such as notifications about work orders assigned to you or account changes;
• Diagnose problems, prevent fraud and abuse, and improve performance and security;
• Comply with legal obligations.

We do not sell your personal information, and we do not use your operational data for advertising.

We share information only as needed to run the Service:

• Within your account. Data you enter is visible to other authorised users in your organisation according to the roles and permissions your administrators set.
• Public tracking links you choose to share. If you enable a public tracking link for a work order, only the specific status, work logs and documents you individually mark as public become visible to anyone with the link. Pricing, internal notes, inventory and other clients remain private. You can switch a link off at any time.
• Service providers. We use trusted third parties for hosting, storage, analytics and infrastructure who process data on our behalf under confidentiality obligations.
• Legal reasons. We may disclose information if required by law or to protect the rights, safety and security of Catalyces, our users or the public.
• Business transfers. If Catalyces is involved in a merger, acquisition or asset sale, your information may be transferred as part of that transaction.

You retain full ownership of the data you put into Catalyces. We retain your information for as long as your account is active. On cancellation, you can export your data (work orders, assets, inventory, clients and reports) in standard formats such as Excel, CSV and PDF. We provide a 30-day grace period after cancellation during which you can still access and export your data, after which it is deleted from active systems and removed from backups on our standard backup cycle.

We use industry-standard technical and organisational measures to protect your data, including encryption in transit, access controls and role-based permissions. No method of transmission or storage is completely secure, but we work continuously to protect your information and will notify you of a breach affecting your personal data as required by law.

Depending on where you live, you may have the right to access, correct, export or delete your personal information, object to or restrict certain processing, and withdraw consent. You can exercise most of these directly in the app, or by contacting us at hello@catalyces.com. You can control location and camera permissions at any time through your device’s settings.

Our iOS and Android apps request the following device permissions, each used only for the purpose described:

• Location: to send live location pings to the team map while you are signed in, and to record GPS location on a work log when it is saved, if your account turns that on.
• Camera and photos: to attach images to work orders and assets when you choose to.
• Notifications: to alert you about jobs assigned to you and account activity.

You can grant or revoke any of these permissions at any time in your device settings. Denying a permission only disables the related feature; the rest of the app continues to work.

Your information may be processed and stored in countries other than the one you live in, including where our hosting and storage providers operate. Where we transfer data internationally, we take steps to ensure it remains protected in accordance with this policy and applicable law.

We may update this Privacy Policy from time to time. When we make material changes, we will update the effective date above and, where appropriate, notify you through the Service. Your continued use of the Service after changes take effect means you accept the updated policy.

If you have questions, concerns or requests regarding this Privacy Policy or your personal data, contact us at:

Catalyces LLC
Email: hello@catalyces.com