Privacy Policy

Last updated: January 14, 2025

Introduction

PPM Service Contracts ("we", "our", or "the Add-on") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our ServiceM8 add-on for managing planned preventive maintenance contracts.

By using our add-on, you agree to the collection and use of information in accordance with this policy.

Information We Collect

Information from ServiceM8

When you authorize our add-on through the ServiceM8 platform, we access the following information from your ServiceM8 account:

  • Company information (name, contact details)
  • Customer/client data necessary for contract management
  • Job information related to PPM contracts
  • Staff information for job assignments
  • Asset and equipment details

Information You Provide

You may provide additional information when using our add-on:

  • Contract details and schedules
  • Asset maintenance requirements
  • Compliance documentation
  • Custom notes and preferences
  • Support tickets and communications

Automatically Collected Information

We may collect certain information automatically when you use our service:

  • Usage data (features accessed, actions performed)
  • Error logs and performance data
  • Browser type and device information

How We Use Your Information

We use the collected information for the following purposes:

  • Creating and managing PPM contracts
  • Generating scheduled maintenance jobs in ServiceM8
  • Tracking asset maintenance history
  • Managing compliance requirements and certificates
  • Providing customer portal access
  • Sending maintenance reminders and notifications
  • Providing customer support
  • Improving our service and user experience
  • Ensuring security and preventing fraud

Data Storage and Security

We implement appropriate technical and organizational measures to protect your data:

  • All data is encrypted in transit using HTTPS/TLS
  • Sensitive data is encrypted at rest using AES-256 encryption
  • OAuth tokens are securely stored and regularly refreshed
  • We use secure cloud infrastructure with regular backups
  • Access to data is restricted to authorized personnel only
  • Regular security audits and vulnerability assessments

Data is stored on secure servers located in the European Union.

Data Sharing and Disclosure

We do not sell, trade, or rent your personal information. We may share your information only in the following circumstances:

  • With ServiceM8: As required for the add-on to function properly
  • With your consent: When you explicitly agree to share information
  • Service providers: With trusted third parties who assist us in operating our service (under strict confidentiality agreements)
  • Legal requirements: To comply with legal obligations, court orders, or government requests
  • Protection of rights: To protect our rights, privacy, safety, or property
  • Business transfers: In connection with a merger, acquisition, or sale of assets

Data Retention

We retain your data for as long as your account is active or as needed to provide services. Specifically:

  • Active account data: Retained while your subscription is active
  • Backup data: Retained for up to 30 days after account closure
  • Legal compliance data: Retained as required by law
  • Anonymized analytics: May be retained indefinitely

You may request deletion of your data at any time, subject to legal and contractual obligations.

Your Rights

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

  • Access: Request a copy of your personal data
  • Rectification: Request correction of inaccurate data
  • Erasure: Request deletion of your data
  • Portability: Request your data in a portable format
  • Objection: Object to certain processing activities
  • Restriction: Request limited processing of your data
  • Withdrawal of consent: Withdraw consent at any time

To exercise these rights, please contact us using the information provided below.

Third-Party Services

Our add-on integrates with ServiceM8, and your use of our add-on is also subject to ServiceM8's privacy policy and terms of service. We encourage you to review their policies at ServiceM8 Privacy Policy.

We may also use third-party services for:

  • Analytics (anonymized data only)
  • Error tracking and monitoring
  • Email communications

International Data Transfers

If you access our service from outside the European Union, please be aware that your data may be transferred to, stored, and processed in the EU. We ensure appropriate safeguards are in place for any international data transfers.

Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any material changes by:

  • Posting the new Privacy Policy on this page
  • Updating the "Last updated" date
  • Sending an email notification for significant changes

We encourage you to review this Privacy Policy periodically.

Contact Information

If you have any questions about this Privacy Policy or our data practices, please contact us:

Email: support@simpli-fi.it

Support: Via the Help & Support section in the add-on

Legal Compliance

We comply with applicable data protection laws including:

  • General Data Protection Regulation (GDPR) for European users
  • Privacy Act 1988 for Australian users
  • Other applicable privacy regulations in jurisdictions where we operate