Privacy Policy for Equipment Tracker Pro

Effective Date: June 3, 2026

1. Introduction

Equipment Tracker ("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.

2. Data Collection & Usage

• Account Information: To utilize cloud backups and sharing features, we collect your email address for account authentication via Google Firebase Authentication.
• Camera & Photo Library: The app requires access to your device's camera and photo library to capture and store images of HVAC nameplates, equipment, parts, maintenance records (before/after photos), and building exteriors or site maps.
• Equipment & Parts Data: The app stores equipment specifications, serial numbers, model numbers, manufacturer information, parts catalogs, filter sizes, belt sizes, and other technical data you enter or that is extracted via AI scanning.
• Maintenance & Service Records: The app stores service history including work order numbers, technician notes, service dates, refrigerant logs, labor hours, and before/after maintenance photographs.
• Building & Site Information: If you enter site information, the app stores customer names, contact details (name, phone, email), billing addresses, and site-specific notes associated with your buildings.
• Local & Cloud Storage: By default, all data is stored locally on your device in a SQLite database. If you enable Cloud Backup (Pro feature), your data is securely synced to our Firebase database and accessible via the web dashboard at equipment-tracker.com.
• Web Dashboard Access: The web dashboard is a Pro feature that reads your cloud-synced data to display buildings, equipment, parts, maintenance logs, and site inventory in a browser. All data displayed in the web dashboard originates from and is governed by your cloud backup data.
• Administrator Access: For the purposes of database maintenance, technical support, and system integrity, cloud-synced data is accessible to the application's system administrators.
• Site Inventory: If you utilize the inventory management features, the app stores item categories, dimensions, quantities, and stock levels associated with your buildings.
• Device Identifiers: A secure session identifier is generated for your device strictly to enforce single-device license activation for Pro subscribers. Additionally, to enforce our free trial limitations and prevent abuse (such as creating multiple accounts on a single physical device to obtain additional free scans), we collect a cryptographically hashed, fully anonymized identifier of your physical device (IDFV on iOS and Android ID on Android). This identifier is hashed locally on your device (using SHA-256) before transmission to our servers, and cannot be reverse-engineered or used to track your location or identity.
• Usage Analytics: The app tracks the number of AI scans performed (for free-tier enforcement), onboarding completion status, notification preferences, and scan disclaimer acknowledgements. Trial scan counts are securely stored in your Firestore account to sync limits across installs, while onboarding and disclaimer preferences are stored on-device only.
• Notifications: The app may display local push notifications to inform you of completed AI scans and incoming shared data. You can disable notification categories in Settings.

3. AI-Powered Data Extraction

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.

4. Guest Technician Service Submissions

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:

• Technician name and company/vendor name entered by the guest
• Service date, service type, work description, and parts replaced as entered by the guest
• Optional before and/or after service photographs uploaded by the guest

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.

5. Peer-to-Peer Data Sharing

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. We do not share your data with undesignated third parties; you control exactly what is sent and to whom.

6. Data Import & Export

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.

7. Professional Reports

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.

8. Third-Party Services & Subscriptions

Your data is processed by the following third parties according to their respective privacy policies:

• Google Gemini API: Used for Optical Character Recognition (OCR) on equipment nameplates. Images you scan are sent to Google's servers for processing and are subject to Google's privacy policy.
• Google Firebase: Used for secure user authentication, database syncing, cloud storage, and peer-to-peer data transfers.
• Google Play Billing & Apple App Store: Used to securely process and verify in-app subscriptions on Android and iOS. We do not collect, process, or store your credit card or payment information.
• RevenueCat: Used to manage, verify, and synchronize subscription entitlements across Android, iOS, and the web dashboard. RevenueCat processes subscription status data according to their own privacy policy.
• Stripe: Used to process web-based subscription payments. Payment data is handled exclusively by Stripe and is not stored on our servers. Stripe processes payment data according to their own privacy policy.

9. Children's Privacy

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.

10. Data Retention & Deletion

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, all cloud-stored equipment data, images, and personal information are permanently removed from our servers.

11. Data Sales

We do not sell, rent, or trade your personal data, equipment logs, maintenance records, or images to any third parties.

12. Changes to This Policy

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.

13. Contact Us

If you have questions about this Privacy Policy, please contact us at: support@equipment-tracker.com