Effective Date: August 16, 2026
Updated August 16, 2026: revised Section 3 to state that the free scan allowance is shared across every AI feature, Section 10 to cover unit and tenant records and how tenant request alerts are routed, Section 18 to include tenant request alerts in the SMS program and to correct the opt-in description — you opt in yourself on the opt-in form, and no invitation text is ever sent — Section 6 to name the sharing feature by the label it actually carries in the app ("Send to User"), and Section 19 to cover units, tenants, tenant requests and who may transfer a building. Previously updated August 11, 2026: revised Section 10 to cover what a public QR page discloses, the per-building control over it, and tenant service request submissions. Previously updated July 24, 2026: added Section 19 (Team Workspaces) and revised Sections 2, 6, 7, 10, and 14 to cover multi-user access to a workspace owner's data.
Equipment Tracker Pro is owned and operated by Jonathan M. Curtis. By downloading, installing, accessing, or using Equipment Tracker — including the mobile application or the web dashboard at equipment-tracker.com — you agree to be bound by these Terms of Service. If you do not agree to these terms, do not use the app or web dashboard.
Equipment Tracker allows HVAC technicians and service professionals to log equipment, capture nameplates via AI scanning, track parts and maintenance history, manage site inventory, dispatch work orders, share data with other technicians, and share a workspace with team members (see Section 19). You are responsible for ensuring you have the right to capture and share data regarding the equipment, locations, and customer information you enter into, or make available to others through, the app. You agree not to use the app for any unlawful purpose.
Certain features require an active Pro subscription, including but not limited to: unlimited AI nameplate scanning, cloud backup and restore, peer-to-peer equipment sharing, professional report generation, and access to the web dashboard. Free users receive 10 complimentary AI scans to evaluate the AI features. That allowance is shared across all of them — nameplate scanning, AI Condition Scan, invoice and work-order scanning, and AI Diagnostics all draw from the same ten. A diagnostics conversation costs one scan for the whole session, however many follow-up questions you ask within it. To ensure fair usage and prevent abuse, these free trial scans are strictly limited to ten (10) lifetime scans per individual and per physical device. Evasion of these limits (including but not limited to the registration of multiple throwaway accounts on a single physical device to obtain additional free scans) constitutes a violation of these Terms and may result in the immediate suspension or termination of your account or access to the scanning services.
Subscriptions may be purchased through Google Play Billing (Android), the Apple App Store (iOS), or via web checkout powered by Stripe. Subscription management and entitlement verification across all platforms is handled by RevenueCat. Subscriptions automatically renew unless canceled at least 24 hours before the end of the current billing period. You can manage or cancel your subscription at any time through your Google Play or Apple App Store account settings, or through your web account settings. No refunds will be provided for partial billing periods.
If a free trial or introductory offer is available, it will be displayed on the subscription screen. Upon expiration of the trial period, your subscription will automatically convert to a paid subscription at the standard rate unless canceled beforehand.
Team plans are sold in seat tiers. Changing your seat tier adjusts your subscription price on a prorated basis, and you must remove members before downgrading to a tier with fewer seats than you currently have people.
The AI-powered nameplate scanner uses optical character recognition (OCR) to extract technical data from equipment labels. We do not guarantee the accuracy of AI-extracted data. You are solely responsible for verifying all model numbers, serial numbers, electrical specifications, refrigerant types, and other data before ordering parts, servicing equipment, or relying on this information for any purpose. Misidentified data may result in incorrect parts, unsafe electrical configurations, or equipment damage.
The app includes intelligent duplicate detection that checks serial numbers across your entire database when scanning nameplates. This feature is provided as a convenience to help avoid redundant entries. We do not guarantee the completeness or accuracy of duplicate matching. You are responsible for verifying equipment identity.
You may export your equipment data as ZIP archives and import data from compatible ZIP files. When sharing equipment data with other technicians via the "Send to User" feature, you are responsible for ensuring you have the authority to share that information. Imported data will be merged into your local database, and you are responsible for verifying its accuracy. Team workspaces are a separate feature covered by Section 19; the same requirement to have authority to share information applies there, and it applies to every member of a workspace, not only to the account holder.
The web dashboard at equipment-tracker.com is a Pro feature that allows you to view and manage the cloud-synced equipment data in your workspace in a browser. The web dashboard reads from and writes to the same Firestore database used by the mobile app. Changes made in the web dashboard (such as editing equipment specs, adding maintenance logs, modifying inventory, or deleting records) are reflected in the mobile app upon its next sync. You are responsible for any changes you make via the web dashboard; if you are a Team Member, those changes affect the Workspace Owner's records. See Section 19.
The app allows you to log service history including work orders, refrigerant tracking, labor hours, and before/after photographs. These records are for your personal or professional reference only. We are not responsible for regulatory compliance related to refrigerant handling, EPA reporting, or any other industry-specific requirements.
Equipment Tracker Pro allows third-party technicians ("guests") to submit service records through a public-facing web form accessible by scanning a Link Mode QR code on a piece of equipment. By enabling a Link Mode QR code on your equipment and making it physically accessible, you acknowledge that any person who scans that code may submit a service record through this form. All guest submissions are held in your Transfer Inbox as pending records and are not automatically added to your maintenance history. You are solely responsible for reviewing guest submissions for accuracy before accepting them into your records. Equipment Tracker Pro makes no representations regarding the accuracy or completeness of guest-submitted data.
If you store customer names, contact information, billing addresses, or other personally identifiable information within the app's building/site info features, you are responsible for complying with applicable privacy laws regarding the collection, storage, use, and disclosure of that data.
That responsibility stays with you when you invite other people into your workspace. You decide who is invited and what role they are given; you are responsible for having the authority to make your customers' information available to them, for their conduct while they have access, and for removing their access when it should end. Where you use Equipment Tracker to store information about your own customers, you decide what is collected and why (you are the controller of that information) and we process it only to provide the service to you (we act as your processor). We do not review, approve, or limit who you invite, and we are not a party to your relationship with the people you invite or with your customers.
A Team Member's access is not limited by building, by customer, or by record type. Every member you invite — including a read-only Viewer — can see all customer and site information in your workspace. If you do not want a person to see a customer's contact or billing details, do not invite them to your workspace. See Section 19.
Publishing a Link Mode QR code makes information public. A page behind a Link Mode code can be opened by anyone who scans that code, with no account and no sign-in. By default the page carries the building's street address and the building contact's name, telephone number and email address, alongside the equipment's specifications, parts and service history. Publishing a code is your decision and the disclosure it makes is your responsibility — including where the contact is a private individual rather than a business, as at a residential address.
The app provides a per-building control for this. Clearing "Show site info on QR codes" in a building's Site Info withholds the address and contact details from that building's pages, rewrites pages already published for it, and shows anyone scanning a notice that site information is turned off. Equipment specifications, parts and service history remain visible. Where you publish codes at residential addresses, or anywhere the contact is an individual, you are responsible for deciding whether that control should be on.
Units and tenants. If you record the units in a building and who is in each of them, you are entering another person's name, telephone number, email address and notes into the app. That person is typically not a party to these Terms and has not agreed to anything. You are responsible for having a lawful basis to hold those details, for the accuracy of what you record, and for keeping it current when a tenancy ends. Every member of your team, in every role, can see it. It is never published to a QR page or a tenant tag page.
Tenant service request codes. If you print a tenant request code and put it on a door, any person who scans it may submit a description of a problem and up to three photographs of the inside of a property. The form does not ask for a telephone number or an email address; where you have recorded a tenant against that unit, we read the contact details already on file and attach them to the request so that you can call back. Those submissions and their photographs are stored in your workspace and are visible to you and to every member of your team. You are responsible for handling them lawfully, for deciding who in your workspace should have access, and for telling residents what putting that tag on their door means. Alerts about a tenant request are sent to the tenant notification list you set for that building; if you have not set one, they are sent to that building's vendor check-in contacts instead so that a report is not lost. If you do not want a resident's report reaching a vendor contact, set a tenant list.
If you join someone else's workspace as a Team Member, you may use the information in that workspace only to perform work for the Workspace Owner, and the obligations in Section 19 apply to you.
All content, features, and functionality of Equipment Tracker — including but not limited to the user interface, design, code, and branding — are the exclusive property of the developer and are protected by applicable intellectual property laws. You may not reproduce, distribute, or create derivative works without prior written consent.
To the maximum extent permitted by applicable law, we are not liable for any physical damage, equipment failure, financial loss, personal injury, or any direct, indirect, incidental, or consequential damages resulting from your reliance on data stored, shared, imported, exported, or generated within this application or the web dashboard. This includes but is not limited to damages resulting from AI scanning errors, data corruption during import/export, cloud synchronization failures, or incorrect maintenance records.
Equipment Tracker is provided on an "as is" and "as available" basis without warranties of any kind, either express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, or non-infringement.
We reserve the right to suspend or terminate your access to the app and web dashboard at any time, without prior notice, for conduct that we believe violates these Terms or is harmful to other users, us, or third parties. Upon termination, your right to use the app and web dashboard ceases immediately. You may also delete your account at any time from within the app. A Workspace Owner may also remove a Team Member from their workspace at any time. Removal ends that member's access to the workspace immediately; erasing the copy already downloaded to their device depends on that device connecting to the internet, as described in Section 19.
We reserve the right to modify these Terms of Service at any time. Changes will be posted on this page with a revised effective date. Your continued use of the app or web dashboard after any changes constitutes your acceptance of the new terms.
These Terms shall be governed by and construed in accordance with the laws of the State of Michigan, United States, without regard to its conflict of law provisions. Any disputes arising under these Terms shall be subject to the exclusive jurisdiction of the courts located in the State of Michigan.
If you have any questions or suggestions about our Terms of Service, do not hesitate to contact us at: support@equipment-tracker.com
Equipment Tracker Pro (owned and operated by Jonathan M. Curtis) offers automated SMS alerts to notify designated contacts about activity at a building they are responsible for: when a vendor or contractor checks in or out of a facility, and when a resident submits a service request from a tenant tag. By opting in to receive SMS notifications (such as vendor check-in/check-out alerts), you agree to these Terms of Service.
A Team subscription lets you (the "Workspace Owner") invite other people ("Team Members") into your workspace using an invite code. Invite codes are not tied to a specific email address and expire 48 hours after they are generated — anyone who obtains a code before it is used or expires can join your workspace. Treat an invite code like a password.
What a Team Member can see. Every Team Member, in every role, can read all of the data in your workspace: equipment, parts, maintenance records, inventory, tools, work orders, PM schedules, photographs, and building and site information — including customer names, contact details, and billing addresses. Access cannot be limited to particular buildings, customers, or record types. Roles control what a member can change, not what they can see:
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 — including customer and billing information and photographs — onto that device so the app works offline. Members who use only the web dashboard do not receive a persistent local copy.
Leaving or being removed. A Workspace Owner may remove a Team Member at any time, and a Team Member may leave at any time. Removal ends the member's access to the workspace immediately. When a Workspace Owner removes a member, we also send a silent command to that member's phone telling the app to erase the workspace copy immediately. That command only arrives if the device is online and has push notifications registered, and we cannot confirm that the erase completed. If it does not arrive, the copy remains on that device until the app next runs with an internet connection. We have no other means of reaching that device. Data a member has already exported, printed, or sent elsewhere is not affected by removal.
If you join a workspace, the data in it belongs to the Workspace Owner and their customers. You may use it only to do work for that Workspace Owner. You must not copy, export, retain, or disclose it for any other purpose, you must not take steps to prevent or reverse the erasure described above, and you must delete or return any workspace data still in your possession when your access ends. The copy downloaded to your device is an automatic function of the app and gives you no right to that data.
Subscriptions. Team Members receive Pro features through the Workspace Owner's subscription. If that subscription ends, lapses, or the number of members exceeds the seat limit, Pro-only functions stop working for every member. Ending a subscription does not by itself remove Team Members from a workspace — removing members whose access should end is always the Workspace Owner's responsibility.
