Effective Date: July 24, 2026
Updated July 24, 2026: added Section 14 (Team Workspaces) and revised Sections 2, 5, and 11 to cover multi-user access to a workspace owner's data.
Equipment Tracker Pro, owned and operated by Jonathan M. Curtis ("we," "our," or "us"), is committed to protecting your privacy. This Privacy Policy explains how our mobile application and web dashboard collect, use, and safeguard your information.
When you use the AI Image Scan feature, photographs of equipment nameplates are sent to Google's Gemini API (via a secure Firebase Cloud Function) for optical character recognition (OCR). The extracted text data (manufacturer, model, serial number, electrical specifications, etc.) is returned to the app and stored according to your local/cloud preferences. Images are transmitted securely and are subject to Google's data processing terms.
Equipment Tracker Pro supports guest service submissions via the public QR specification page. When a guest technician (a person who does not have an Equipment Tracker account) scans a Link Mode QR code and submits a service report through the web form, the following information is collected:
Guest submissions are stored temporarily in our Firebase Firestore database under the equipment owner's account namespace, in the incoming_maintenance collection. Service photos are stored in Firebase Storage under the incoming_maintenance_images/ path. Guest submissions remain pending until the account holder explicitly reviews and accepts or rejects them in their Transfer Inbox. They are not automatically added to the owner's maintenance records. The guest technician is not required to provide any personal account credentials or contact information beyond what they voluntarily enter in the form fields.
If you utilize the "Push to Technician" feature, the specific equipment, parts, or maintenance data you choose to send will be transmitted to the email address of the recipient you designate. Shared data is temporarily stored in Firebase for retrieval by the recipient. When you use this feature you choose which records are sent and which recipient receives them, and we do not send them to anyone you have not designated. This describes the "Push to Technician" feature only — team workspaces work differently and are described in Section 14.
The app allows you to export your data as ZIP archives and import data from ZIP files. Exported archives may contain equipment records, parts data, maintenance logs, and associated images. You are responsible for the security of exported files once they leave the app. On Android, the app supports automated local backups to a Storage Access Framework (SAF) linked folder.
The app can generate professional equipment reports, maintenance summaries, and building inventories. These reports may be shared via your device's native sharing capabilities. Report content is derived from data you have entered and is not transmitted to our servers.
Your data is processed by the following third parties according to their respective privacy policies:
Our marketing website (equipment-tracker.com) uses cookies and similar tracking technologies from the following third parties to understand site usage, measure advertising performance, and improve our marketing. Google Analytics, Google Ads conversion tracking, the Meta Pixel and the TikTok Pixel also load on the signed-in web dashboard and record page views there. Microsoft Clarity is loaded but is stopped as soon as a signed-in page opens, so dashboard sessions are not recorded in Clarity. None of these technologies are used in the mobile app.
You can control or disable cookies at any time through your browser settings. Our mobile app does not use any of the tracking technologies described in this section.
If applicable privacy law grants you the right to opt out of the sale or sharing of personal information, or to exercise any other privacy right regarding these technologies, contact us at support@equipment-tracker.com.
Equipment Tracker is a professional tool designed for HVAC technicians and is not directed at children under the age of 13. We do not knowingly collect personal information from children. If you believe a child has provided us with personal data, please contact us immediately so we can delete it.
Your local data remains on your device until you delete it. Cloud-synced data is retained as long as your account is active. You may delete your account and all associated cloud data at any time using the "Delete My Account" feature within the app's Settings menu. Upon account deletion we cancel any active Stripe subscriptions, delete your user data tree, your pending shares, your team records, and your image files from our storage. Some records created outside that tree are not removed automatically — public equipment pages you published through a QR/Link Mode code, building check-in configurations and their notification contact lists, vendor check-in entries, guest technician submissions and their photos, and your reserved username. If any part of the deletion or subscription cancellation does not complete, your authentication account remains intact and deletion is halted. Contact us at support@equipment-tracker.com to have anything remaining removed, and we will remove it.
If you are a member of a team workspace, "your account" means your own account only. Deleting your account does not delete the workspace owner's data, and a workspace owner deleting their account does not erase copies already downloaded onto members' devices. Records identifying workspace members — including member email addresses — are stored under the workspace owner's team record rather than under the member's own account; contact us at support@equipment-tracker.com to have those removed.
We do not sell, rent, or trade your personal data, equipment logs, maintenance records, or images to any third parties.
Mobile information and SMS opt-in data will not be shared with third parties or affiliates for marketing or promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
If you opt in to receive SMS notifications (such as vendor check-in/check-out alerts), message frequency will vary depending on your account's activity and notification settings. Message and data rates may apply. You may opt out of SMS notifications at any time by removing your phone number in the app's notification settings, or by replying STOP to any message.
We may update this Privacy Policy from time to time. Any changes will be posted on this page with a revised effective date. We encourage you to review this policy periodically. Your continued use of the app after changes are posted constitutes your acceptance of those changes.
A subscriber on a Team plan (a "workspace owner") can invite other people ("team members") into their workspace using an invite code. This section explains what that means for the data in the workspace.
What team members can see. A team member can read all of the data in the workspace: equipment, parts, maintenance and service records, inventory, tools, work orders, PM schedules, photographs, and building and site information — including customer names, contact details, and billing addresses. Access is not limited by building, by customer, or by record type. Team members are assigned a role — Viewer, Tech, or Manager — which controls what they can change, not what they can see. All three roles can see everything in the workspace.
Data on team members' devices. When a team member joins from the mobile app, the app erases the data already on that member's device and downloads a copy of the workspace onto it — including customer and billing information and photographs — so the app works offline. Members who use only the web dashboard do not receive a persistent local copy.
When a member leaves or is removed. Their access to the workspace ends immediately on our servers. The app erases the local copy from that member's device the next time it runs with an internet connection. We also send a silent push command to the member's device instructing the app to erase the workspace copy right away. This is best-effort: it only works if the device is online with notifications registered, and we cannot confirm the erase completed. If it does not arrive, the copy stays on that device until the app next runs with an internet connection. Anything a member has already exported, printed, or sent elsewhere is outside our reach entirely. Workspace owners should keep this in mind when deciding whom to invite and what information to keep in a workspace.
Information we hold about team members. For each member we store the email address of the account that redeemed the invite, the member's role, the date they joined, and any display name or notification email address set by the workspace owner or a manager. This is stored under the workspace owner's team record, not under the member's own account. Records a member creates are tagged with that member's user ID and display name. For work orders we also record the user ID of the last person to change the record; other record types do not record who edited them. These tags remain in the workspace owner's data after the member leaves.
Access follows the owner's subscription. Team members receive Pro features through the workspace owner's subscription. If that subscription ends or lapses, Pro-only functions stop working for every member of that workspace.
Who is responsible. The workspace owner decides who is invited and is responsible for the customer information in their workspace, including having the authority to make it available to the people they invite. See Section 10 of our Terms of Service.
If you have questions about this Privacy Policy, please contact us at: support@equipment-tracker.com