1. Scope
This Privacy Policy applies to the SpotFix MX website, QR reporting pages, organization workspaces, maintenance coordination features, and transactional text messaging program (together, the “Service”). It covers information provided by organization administrators, staff members, maintenance teams, Response Team members, and people who submit reports.
2. Information we collect
Depending on how you use the Service, we may collect:
- Account and organization information, such as names, work email addresses, roles, organization names, and authentication records.
- Maintenance information, including locations, issue descriptions, priorities, photos, approvals, assignments, activity history, and response status.
- Optional reporter contact details when a reporter chooses to provide them.
- Mobile numbers, notification schedules, alert preferences, message delivery events, and replies used to confirm or respond to alerts.
- Technical and security data, such as device, browser, request, and audit information needed to operate and protect the Service.
3. How we use information
We use information to operate the Service; route, approve, and document maintenance work; send requested alerts; verify two-way messaging; provide support; prevent misuse; maintain security; and comply with applicable obligations. SpotFix MX text messages are transactional maintenance coordination messages, not third-party advertising.
4. Mobile messaging privacy
SpotFix MX does not sell, rent, or share mobile phone numbers or SMS opt-in and consent data with third parties or affiliates for their marketing or promotional purposes.
We may disclose mobile information to service providers, telecommunications carriers, and other vendors only as needed to deliver and support the messaging program, protect the Service, or comply with law. Those service providers may not use the information for their own marketing.
Authorized organization administrators must obtain a recipient’s explicit consent before enabling text alerts for that person. Messages may include test alerts, maintenance issue alerts, approval notices, escalation notifications, and links to review or accept work. Message frequency varies with reported maintenance activity and configured alert schedules. Message and data rates may apply. Reply STOP to opt out or HELP for help. Consent to receive text messages is not a condition of purchase.
5. How we share information
We share information only when reasonably necessary to provide the Service, at an organization’s direction, with vendors that process data on our behalf, in connection with a business transfer, or when required to protect rights, safety, security, or comply with law. Information entered in an organization workspace may be visible to authorized members of that organization according to their roles.
6. Retention and security
We retain information for as long as needed to provide the Service, maintain maintenance and audit history, resolve disputes, meet contractual or legal obligations, and protect the Service. We use administrative and technical safeguards designed to protect information, but no system can guarantee absolute security.
7. Your choices
You may ask your organization administrator to update or remove account and notification information. Text recipients can reply STOP to stop messages from the SpotFix MX messaging number and HELP for help. An organization administrator can also disable text alerts in the workspace. Opting out of text messages does not prevent required non-SMS service communications.
8. Children
The Service is intended for organizations and their authorized users, not children under 13. We do not knowingly collect personal information from children under 13.
9. Changes and questions
We may update this policy as the Service changes. The effective date above identifies the latest version. For privacy questions, contact the organization that invited you to SpotFix MX or use the support and product feedback option inside your SpotFix MX workspace.
Our text messaging practices are also described in the SpotFix MX SMS Terms.