Privacy Policy

Account information: When you register, we collect your name, email address, and organization (tenant) details. Invitees to your tenant provide their email and assigned role upon acceptance.

Operational data: You and your team enter facility, asset, vendor, and work order records — including names, addresses, contact details, lease and landlord information, photos and file attachments, and maintenance notes — to run your operations.

Public submissions: Branch staff may submit a service request without an account by providing a name and email; vendors access the Vendor Portal by entering a registered email we verify against our records.

Usage data: We log standard platform analytics (e.g., feature usage events) and service logs needed to operate, secure, and troubleshoot the platform.

To provide and operate the Collab FMS platform — managing facilities, assets, vendors, and maintenance workflows.

To communicate with you about your account, work orders, vendors, and preventative-maintenance reminders, and to send transactional emails (e.g., vendor assignment confirmations, approval requests, and branch request confirmations).

To secure, maintain, and improve the service, and to comply with our legal obligations.

Collab FMS is multi-tenant. Each client organization (tenant) is isolated via row-level security, so your organization can only ever see and act on its own facilities, vendors, work orders, assets, and people.

Platform administrators of your tenant manage user membership, roles, and module access for your organization.

We do not sell your data. We share data only as needed to operate the service: with our hosting, authentication, email delivery, map, and analytics providers acting as subprocessors under appropriate data-protection terms.

Authorized vendors and branch staff see only the specific work orders or requests assigned to them.

We retain your data for as long as your account is active. You may export or delete your organization’s data at any time; account deletion requests are processed through the in-app account management tools or by contacting support.

We protect data with encrypted transit (HTTPS), authenticated access, role-based and row-level authorization, tenant isolation, and audit logging. A security overview and changelog are maintained within the platform for administrators.

Depending on your jurisdiction, you may have rights to access, correct, export, or delete your personal data, or to object to certain processing. To exercise these rights, contact us using the details below.

Collab FMS is a business tool and is not directed to children under 16. We do not knowingly collect personal information from children.

We may update this policy from time to time. We will post the updated version within the app and update the effective date below.

For privacy questions or requests, contact the platform owner at the support URL provided on the App Store / Google Play listing, or visit the in-app Documentation for support options.