Legal

Privacy Policy

Last updated: November 1, 2026

This Privacy Policy explains how Ostap Yaremchuk (“we”, “us”) collects, uses, shares and protects information when you use the Maintencify mobile app for iOS and Android, the website maintencify.com and our community at community.maintencify.com (together, the “Service”).

The short version

We collect what we need to run your account: your email, the devices you add and their maintenance tasks.
We don’t sell your data, show ads, or track you across other apps and websites.
The app records how its screens and features are used, through Google Analytics for Firebase, so we can improve it. No advertising identifier is collected.
To identify a device and draft its maintenance plan, device details such as a VIN or serial number, manufacturer and model are sent to Google’s Gemini AI. Your name and email are not.
Camera images used for scanning are processed on your phone and are not uploaded.
You can delete your account and its data at any time in Settings → Delete Account.
Our community and support widget are separate from the app. What you post on public boards can be seen by anyone. See section 6.

1. Who we are

The Service is operated by Ostap Yaremchuk, who is the controller of your personal data. You can reach us about anything in this policy at:

Ostap Yaremchuk
Email: support@maintencify.com

2. Information we collect

Information you give us

Account information: your email address, username and password. We store passwords only as a one-way hash and cannot read them. If you sign in with Apple or Google, we receive your email address (which may be an Apple private relay address) and an account identifier from that provider, never your Apple or Google password.
Profile photo: optional. If you pick one from your photo library, it is resized and stored with your account.
Devices and maintenance records: device names, categories, manufacturers, models, production years, purchase dates, VINs and serial numbers, and the maintenance plans, tasks, notes, intervals, due dates and completion history you keep for them.
Preferences: push and email reminder settings, reminder timing and display theme.
Messages to support: your email address and what you write to us.

Information collected automatically

Push notification token: an identifier for the app on your phone, issued through Firebase Cloud Messaging, that lets us deliver reminders to it.
Subscription information: your plan, the store you bought it from, the product, renewal status, expiry date and purchase event records, received from RevenueCat, Apple and Google. We never receive your card or other payment details.
Technical data: when the app or website connects to our servers, they record technical information such as your IP address, the time and the request made. When an error occurs, an error report is sent to our error monitoring provider with your internal account ID; IP addresses, email addresses, passwords and sign-in tokens are removed before it is sent.
Usage data: the app records which screens you open and actions such as signing in, adding or deleting a device, completing a task and in-app purchases, using Google Analytics for Firebase. These events are sent with an identifier for the app on your phone, your internal account ID and basic device information such as the model, operating system and app version. Google derives an approximate region, such as your country or city, from your IP address. We don’t send your name, email address, device details, notes or other content you enter.

What we don’t collect

We don’t collect your precise location, contacts, health data, browsing history or advertising identifier. The app contains no advertising SDKs, and Google Analytics for Firebase is set up not to collect the advertising identifier or use your data for ads.

3. Camera, photos and notifications

Camera: used only when you scan a VIN, serial number or barcode. The text and barcode are recognised on your phone: on iPhone by Apple’s built-in Vision and camera frameworks, and on Android by Google ML Kit. The image is not uploaded to us or stored by us; only the identifier you confirm is sent to our servers.
Photo library: used only when you choose a profile photo, and only for the photo you pick.
Notifications: used to remind you before a maintenance task is due.

Each permission is optional. You can type identifiers instead of scanning, skip the profile photo, and rely on email reminders instead of push notifications. You can change these permissions at any time in your phone’s settings.

4. How we use information

We use personal data only for the purposes below. If you are in the EEA, the UK or Switzerland, the legal basis for each is shown in brackets.

To provide the Service: create and secure your account, store and sync your devices and tasks across your phones, identify devices, generate maintenance plans and schedule reminders (performance of our contract with you).
To send push and email reminders and service emails such as password resets (performance of our contract with you). You can turn reminders off in Settings.
To process subscriptions and unlock paid features (performance of our contract with you).
To keep the Service secure and working: prevent abuse, apply usage limits, diagnose errors and keep backups (our legitimate interest in running a reliable, secure service).
To understand which features are used and where people get stuck, so we can improve the app (our legitimate interest in improving the Service). You can object by emailing us.
To keep financial records, handle refunds and disputes, and respond to lawful requests (legal obligation and our legitimate interests).
To access your camera, photos and notifications (your consent, which you can withdraw in your phone’s settings).

We don’t use your data for advertising, we don’t send marketing emails, and we don’t make decisions about you that have legal or similarly significant effects based solely on automated processing.

5. AI features

When you look up a device or generate a maintenance plan, we send the following to the Google Gemini API: the VIN or serial number you entered, and the device’s name, manufacturer, model, category and production year. For a VIN, we may also query the public vPIC database of the U.S. National Highway Traffic Safety Administration to decode the make, model and year. We don’t include your name, email address or any other account information in these requests.

To make lookups faster, results are cached: an identifier together with the device it was identified as, and plans generated for a manufacturer and model, are stored without any link to your account and may be reused to answer the same request from other users. They contain none of your personal details, notes or edits, and they remain after you delete your account.

AI-generated results can be wrong. See our Terms of Use for how to use them.

6. Community and support widget

Our community at community.maintencify.com and the support widget on maintencify.com let you share ideas, vote and contact support. They run on Quackback, open-source software we host on our own servers. The Maintencify mobile apps don’t include the community and don’t send it any of your data. A community account is separate from your app account.

What we collect: what you submit, such as posts, comments, votes, messages and attachments; your name, email address and a hash of your password if you create an account; a session identifier if you use the widget or community without an account; and technical data such as your IP address, browser language and the time of each request.
What is public: posts and comments on public boards, and the name shown with them, can be seen by anyone. Please don’t include personal or sensitive information in them. Support messages and tickets are visible only to our team.
Cookies and browser storage: the community uses a session cookie that keeps you signed in for up to 7 days, a cookie that recognises your browser for up to 90 days so we can alert you to sign-ins from a new device, a cookie that remembers your theme for up to a year, and browser storage for the widget’s anonymous session and what you have already seen. The community doesn’t set advertising cookies.
Why we use it: to receive and answer your feedback and support requests and keep the community free of abuse (our legitimate interest in supporting and improving the Service).
How long we keep it: public content and community accounts until you ask us to delete them; support messages as long as needed to resolve your request and any follow-up.
Deleting it: deleting your app account does not delete your community account or posts. To remove them, email support@maintencify.com. If you posted without an account, we may be unable to confirm that a post is yours.

8. International transfers

Our service providers may process your data in countries other than the one you live in, including the United States. Where data protection law requires it, such as for data from the EEA, the UK or Switzerland, we rely on appropriate safeguards, such as adequacy decisions or the European Commission’s Standard Contractual Clauses.

9. How long we keep data

Account data (profile, photo, devices, plans, tasks, preferences and push tokens): for as long as your account exists. It is deleted when you delete your account.
Backups: database backups are deleted automatically after 30 days, so data you delete is gone from backups within 30 days.
Server logs: no longer than 30 days.
Usage data: in Google Analytics for Firebase, until 14 months after you last use the app. Aggregated reports that don’t identify you may be kept longer.
Subscription and purchase records: as long as tax and accounting law requires, and as needed to handle refunds and disputes.
Support messages: as long as needed to resolve your request and any follow-up.
Cached lookup results and plans (not linked to any account, see section 5): for as long as they are useful to the Service.
Community data: as described in section 6.

10. Deleting your account

In the app: go to Settings → Account → Delete Account, type DELETE and confirm. Your account is deleted immediately and permanently.
Without the app: follow the steps on our account deletion page.

Deleting your account removes your profile, photo, devices, plans, tasks, notes, completion history, reminder settings, scheduled reminders and push tokens. If you signed in with Apple, we also revoke Maintencify’s access to your Apple Account. It does not delete a separate community account or its posts; see section 6.

Deleting your account does not cancel a subscription. Subscriptions are billed by Apple or Google, so cancel yours in your App Store or Google Play account settings to stop future charges.

11. Your rights and choices

Depending on where you live, including the EEA, the UK, Switzerland, California and other U.S. states, you may have the right to:

access the personal data we hold about you and receive a copy of it;
correct inaccurate data;
delete your data;
receive your data in a portable format;
object to or restrict certain processing;
withdraw consent at any time, without affecting processing that happened before;
lodge a complaint with your local data protection authority.

You can edit your devices, tasks and profile, turn reminders off and delete your account directly in the app. For anything else, email us at support@maintencify.com. We will reply within 30 days, or sooner if the law requires, and may ask you to confirm the request from the email address linked to your account. We won’t treat you differently for exercising your rights.

12. Security

We protect your data with encryption in transit (HTTPS), encryption at rest at our hosting provider, hashed passwords, a database that is not reachable from the internet, restricted access to production systems and daily backups. No system is completely secure. If a breach affects your personal data, we will notify you and the relevant authorities as the law requires.

13. Children

The Service is not directed to children. We don’t knowingly collect personal data from children under 13, or under the minimum age set by the law of your country (up to 16 in the EEA). If you believe a child has given us personal data, contact us and we will delete it.

14. Changes to this policy

We will update the date at the top of this page whenever we change this policy. If a change materially affects how we use your data, we will tell you in the app or by email before it takes effect.

15. Contact

Questions or requests about your privacy: