Privacy Policy

Effective Date: [Oct 28, 2025]  |  Last Updated: [Oct 28, 2025]

Welcome to Aqumada CMMS (“we,” “our,” or “us”). This Privacy Policy explains how we collect, use, and protect information when you use our Hospital Computerized Maintenance Management System (CMMS) (“the Service” or “the Application”).

By accessing or using our Service, you agree to this Privacy Policy. If you do not agree, please do not use the Service.

1. About Our Service

Our CMMS is a secure, cloud-based platform designed for hospitals and healthcare organizations to manage their equipment, maintenance schedules, and technical operations efficiently and safely.

2. Information We Collect

We collect information necessary to provide and improve our Service, including:

• Customer and User Details

  • Organization name and contact details
  • Authorized user names, roles, and official email addresses
  • Encrypted login credentials and account activity logs

• Operational Data

  • Equipment records, maintenance logs, and work orders
  • Uploaded files such as manuals, reports, or images
  • Scheduling and performance data related to assets

• Technical Information

  • IP address, browser type, and device information
  • Login times and system activity data
  • Cookies and similar tracking technologies

3. How We Use Information

• Operate and maintain the CMMS platform
• Authenticate users and secure access
• Process and track maintenance and equipment data
• Provide customer support and technical assistance
• Analyze usage to improve performance and reliability
• Ensure compliance with healthcare and safety standards

We do not use your data for marketing or advertising purposes.

4. Data Ownership

All data entered or uploaded by our customers remains the exclusive property of the customer. We process and store data only to provide and improve the Service. We never claim ownership of, sell, or share your operational data with third parties.

5. Data Sharing and Disclosure

• Service Providers: For hosting, maintenance, or support — all under strict confidentiality agreements.
• Legal Requirements: If required by law or valid government request.
• Customer Consent: When you authorize integration with other approved systems.

We never sell, trade, or rent your data.

6. Data Security

• Encrypted data storage and transmission (TLS/SSL)
• Role-based access control and authentication
• Regular security audits and backups
• Continuous monitoring and incident response procedures

You are responsible for maintaining strong passwords and securing access to your accounts.

7. Data Retention

We retain your data while your subscription is active. After cancellation or termination, your data will remain available for 60 days to allow export, after which it will be securely deleted unless otherwise required by law.

8. Cookies and Analytics

We use cookies and analytics tools to maintain user sessions, understand usage patterns, and improve performance. You can disable cookies in your browser settings, but some features may not function properly.

9. International Data Transfers

If data is processed or stored outside your country, we ensure compliance with relevant data protection laws (such as GDPR) through secure transfer mechanisms and contractual safeguards.

10. Customer Responsibilities

• Manage and secure user access within your organization
• Ensure data complies with healthcare and privacy regulations
• Report unauthorized access or suspicious activity promptly

11. Data Breach Notification

In case of a data breach, we will notify affected customers promptly, provide full details of the incident, and work closely to resolve the issue responsibly.

12. Compliance

• GDPR (General Data Protection Regulation)
• HIPAA principles (for U.S. healthcare customers, if applicable)
• Local privacy and data protection laws

13. Updates to This Policy

We may update this Privacy Policy periodically. Changes will be posted on this page with an updated “Last Updated” date. For major changes, we will notify customers by email or in-app message.