Promaint CMMS Privacy Policy

Introduction to Our Data Practices and Scope

(1.1) User Data Protection: We prioritize the privacy of our users. This Privacy Policy clarifies our online data management practices and elucidates the choices available to you concerning the collection and utilization of your Data in relation to the Sites and the Service. "Personal Data" refers to any information or data that, either independently or when combined with other data, can be used to personally identify an individual. This includes, but is not limited to, a person's name, personal profile details, email address, physical address, or other contact information.
(1.2) Policy Integration with Terms of Service: This Privacy Policy is an integral component of our Terms of Service, which can be accessed at www.promaintcmms.com ("Terms"). Any capitalized term used herein but not explicitly defined shall carry the meaning ascribed to it in the Terms.
(1.3) Importance of Review: We strongly advise you to thoroughly review this Privacy Policy to ensure complete understanding and agreement with its provisions. If you do not consent to this Privacy Policy, please cease and refrain from using the Sites or the Service.
(1.4) Voluntariness of Data Provision and Policy Amendments: You are under no legal compulsion to furnish us with Data, and any provision of Data is at your sole discretion. Should you elect not to provide us with such data or consent to its processing by us or any of our service providers, please simply avoid accessing our Sites or utilizing our Service. We reserve the unilateral right to amend this Privacy Policy at any time. Such amendments will become effective ten (10) days following the posting of the revised Privacy Policy on the Sites, and your continued use of the Service thereafter will constitute acceptance of the revised terms.
(1.5) Policy Scope and Our Role: This Privacy Policy applies to all Promaint CMMS employees, prospective employees, customer employees, and website visitors. Promaint CMMS acts as a Data Controller for its own employees and website visitors, and as a Data Processor for our customers and their employees. We adhere to key global and regional data protection frameworks, including the General Data Protection Regulation (GDPR, Europe), Service Organization Control (SOC), International Organization for Standardization (ISO),2 the Personal Data Protection Act (PDPA, Thailand), and the Digital Personal Data Protection Act (DPDP, India).

Types of Data Collected and Sources

(2.1) General Access and Service Facilitation: We do not mandate the provision of your Personal Data for you to access general information available on the Sites. We collect and receive this data as it is essential for the effective facilitation and provision of the Service to you.
(2.2) From Customers and Their Employees: As a service provider, Promaint CMMS collects information strictly based on customer requirements. A formal contractual agreement between the customer and Promaint CMMS governs the delivery, access, and usage of services, including the processing of personal information and data submitted via service accounts. The customer maintains control over their employees' PII (Personally Identifiable Information) data. For inquiries regarding the processing of personal information within the platform or its privacy practices, please contact your organization’s designated Single Point of Contact (SPOC).
Promaint CMMS does not share or distribute customer data except as explicitly outlined in the contractual agreement between Promaint CMMS and the customer, or as mandated by law.
By agreeing to these terms, you irrevocably consent to the above and confirm that you have granted the necessary approvals to your employer regarding the use of your PII. You explicitly permit Promaint CMMS to process or use your data, including your PII, in the manner agreed upon in the contractual agreement between Promaint CMMS and your employer. Additionally, Promaint CMMS conducts surveys and analyses using PII of Promaint CMMS platform/service users. By signing into the application, you provide your explicit consent for your PII to be used for these purposes.
(2.3) From Promaint CMMS Employees: The categories of information, including Personal Data, that Promaint CMMS collects from its own employees to provide certain services are listed below (this list is illustrative and not exhaustive):
First Name, Last Name, Email ID, Phone Number, Address, Aadhaar Number, PAN Number, Bank details,
(2.4) From Website Visitors: Promaint CMMS collects your personal data when you engage with us to register for an event, request information (such as whitepapers or reports), or sign up for a free trial or demo. This information is utilized to set up your account and for service-related communications.
Promaint CMMS employs cookies and website tracking technologies like Google Analytics. These technologies allow us to monitor visits and traffic sources, helping us measure and enhance our site's performance. They provide insights into the popularity of different pages and how visitors navigate the site. For more details on cookies, please refer to our dedicated Cookie Policy.
(2.5) From Minors: Promaint CMMS services are not intended for or directed at individuals under the age of eighteen (18). We do not knowingly collect personal information directly from children under eighteen without verifiable parental consent. If we become aware that a child under eighteen has provided their personal information, Promaint CMMS will promptly delete that information from its records.
Personal data of a child or minor is retained only when received by virtue of their parent being an employee or prospective employee of Promaint CMMS or its customers. The retention period and nature of processing for this type of data are consistent with other collected personal data. When you use a Promaint CMMS mobile app, we may access certain device features, such as the camera, music, audio, or video, to provide desired services, in accordance with your device settings. For instance, we might access your camera to enable photo uploads, or your contacts to facilitate interaction with other event attendees.

Personal Data Utilization and Disclosure Practices

(3.1) Overview of Data Use and Sharing: We utilize your Data to deliver and enhance our Service, to communicate with you regarding the Service, to verify and authenticate your access to the Service, to transmit updates and news concerning the Service and our Featuress, to respond to "Contact Us" requests, to send service and administrative emails and messages, and to inform you of changes or critical Service-related notices. We will disclose your data to comply with any applicable law, regulation, legal process, or governmental request requiring such disclosure, to enforce our Terms, to detect or address fraud or security vulnerabilities, or to safeguard the rights, property, or safety of yourself, Promaint CMMS, or the general public.
(3.2) How Promaint CMMS Uses Information: For Website Visitors: Promaint CMMS uses the collected data to communicate with users and visitors, providing services and support. For example, data submitted via the "Contact Us" form will be used to respond to that specific request.
For Planning and Managing Events: Promaint CMMS uses your data for event planning and administration, which includes registration, billing, facilitating connections with other event attendees, or contacting you regarding relevant Featuress and services.
For Improvement Purposes: Promaint CMMS analyzes collected data to understand usage patterns of our websites and services, enabling continuous improvements. For instance, we may solicit your feedback on your experience to identify areas for service enhancement.
For Security and Investigations: Promaint CMMS will use your information to diagnose technical issues on our websites, and to prevent, detect, mitigate, and investigate potential security breaches, as well as fraudulent or illegal activities.
For Personalizing User Experience: Promaint CMMS also uses your data to personalize your experience on our websites. Promaint CMMS or our service providers, such as Google Analytics, employ website tracking technologies to display Featuress, features, or content tailored to your interests and to present relevant advertising on other sites.
For Market Research: Promaint CMMS will use your data for market research purposes, primarily through functionality reporting based on the data collected from you.
(3.3) Disclosure of Information: Promaint CMMS shares information with its affiliates and contracted third-party service providers or vendors who offer services on behalf of the Organization. These service providers are permitted to use the disclosed data solely in accordance with instructions provided by the Organization via legally binding contracts.
Promaint CMMS will not disclose customer data unless legally obligated to do so by statutory law or a binding order from a governmental body or judicial authority. If a governmental body issues a notice or directive to Promaint CMMS to share customer data, Promaint CMMS will endeavor to redirect the request to the customer, at the sole discretion of such authority. If compelled to disclose customer data, Promaint CMMS will provide customers with reasonable advance notice of the demand to allow them to seek a protective order or other appropriate legal remedy, unless legally prohibited from doing so. Promaint CMMS does not sell personal data collected or processed under this Privacy Statement.

Data Security Measures

(4.1) Data Protection Implementation: The security of your Personal Data is paramount to us. We adhere to generally accepted industry standards to safeguard the Personal Data submitted to us. For any inquiries regarding security on the Sites or Service, you may contact us at www.promaintcmms.com

Your Rights as a Data Subject

(5.1) Exercising Data Subject Rights: To the extent you wish to exercise your rights under applicable law to request access to, rectification, or erasure of your Data held by Promaint CMMS, or to restrict or object to the processing of such Personal Data, or to port such Data, please contact your Organization’s Admin, who typically manages your Personal Data. Alternatively, you may contact our support team at [email protected]
(5.2) Opt-Out Procedures: You have the option to discontinue receiving future promotional, advertising, or certain Service-related emails from us by clicking the "unsubscribe" or "change email preferences" link located at the bottom of each email we transmit and subsequently adjusting your preferences within your account. Please be advised that even if you opt-out of receiving the aforementioned emails, we will still send responses to any "Contact Us" requests, as well as essential administrative emails (e.g., related to password reset requests) that are necessary to facilitate your use of the Sites and Service, as explained in Section 3.4 above.
(5.3) Data Provision Choice: You retain the prerogative at all times to determine whether or not to provide or disclose Personal Data. Should you choose not to provide Personal Data that is mandatory for full utilization of our Service, you may still access publicly available sections of the Sites and Service. However, you will be unable to access certain options, programs, and services that necessitate authentication or involve direct interaction with you.
(5.4) Specific Rights of Individuals: Promaint CMMS respects your statutory rights concerning the processing of your personal data. To the extent provided by applicable data protection laws, you possess the:
Right to be Informed: You are entitled to clear and concise information about how your personal data is used and why.
1. Right to Access: You can request access to the personal data we hold about you.
2. Right of Rectification: You can have inaccurate personal data corrected or updated.
3. Right of Erasure: You can request the deletion of your personal data, subject to applicable contractual agreements and data protection laws.
4. Right to Restrict Processing: You can object to or request restrictions on the processing of your personal data, as permitted by applicable contractual agreements and data protection laws.
5. Right to Object: You have the right to an effective mechanism to opt out of marketing communications at any time.
6. Right to Nominate: You have the right to nominate another individual who can exercise your rights on your behalf in the event of your death or incapacity.3
7. Right to Withdraw Consent: You have the right to withdraw any consent previously given for the collection and processing of your personal data, in accordance with applicable contractual agreements and data protection laws.
Promaint CMMS will not discriminate against you for exercising your rights. You, or an authorized individual whose identity we can verify as acting on your behalf, can exercise these applicable rights by contacting us using the contact details provided at the bottom of this Privacy Statement. If your personal data has been submitted by or on behalf of a Promaint CMMS customer and you wish to exercise any rights under applicable data protection laws, please inquire with your organization’s SPOC. If local regulations mandate the retention of certain categories of personal data for legal and regulatory purposes, a data subject’s right to erasure may not be fulfilled. In such situations, Promaint CMMS will provide the data subject with a notification explaining the reasons for the unfulfillment of the request.

Supplementary Information

(6.1) Third-Party Integrations and External Links: The Sites and Service may facilitate integration with other third-party websites, mobile software applications, and services that are neither owned nor controlled by us (each, a "Third Party Service"). We bear no responsibility for the privacy practices or the content of such Third Party Services. Please be aware that Third Party Services may collect Personal Data from you. Accordingly, we encourage you to review4 the terms and conditions and privacy policy of each Third Party Service that you elect to use or interact with.
(6.2) Data Retention Policy:
For Customers and Their Employees: With respect to the data of customer employees, we retain this data according to the terms and conditions outlined in the contractual agreement. The customer is responsible for defining the data retention period for their data, considering the purpose for which the data was collected and processed, applicable legal requirements, and the customer’s own data retention policies.
For Promaint CMMS Employees: Promaint CMMS, acting as a data controller, stores your Personal Information for varying periods depending on the category of Personal Information and the nature of your relationship with the company. PII is stored in accordance with internal policies and applicable legal requirements. For detailed information on the retention periods of specific categories of data collected by Promaint CMMS, please contact us at [email protected]
(6.3) Global Privacy Considerations: Personal information collected by Promaint CMMS is stored and processed in India or in any other country where Promaint CMMS, its affiliates, subsidiaries, or third-party service providers maintain facilities. We adhere to applicable data protection laws when transferring personal information across borders.

Changes to This Privacy Statement

We reserve the right to modify or update this Privacy Statement at any time. Changes to the Privacy Statement will be posted on this website. We encourage you to periodically review this Privacy Statement for any5 alterations.

Contacting Promaint CMMS

Updating Your Choices: If you have any questions regarding our Privacy Statement, or if at any time after providing your personal information6 to Promaint CMMS you wish to update, change, unsubscribe, or request the removal or deletion of your information, or if you would like to exercise any of the rights listed above, please direct your request to:
Email: [email protected]