Privacy Policy

Effective October 16, 2026

1. Who we are and what this policy covers

UpKeepr is a facility maintenance management service operated by UpKeepr Tech LLC, based in Illinois, USA ("UpKeepr," "we," "us"). This policy covers the UpKeepr web application at upkeeprmgmt.com, our public website, the scan-to-request (QR code) forms, and the emails and text messages the service sends.

UpKeepr is used by organizations (our "Customers"), such as companies that operate healthcare and senior-living facilities. When a Customer uses UpKeepr, the Customer controls the information its staff enter, and we process that information only on the Customer's behalf and on its instructions, as its service provider. If you use UpKeepr through your employer, your employer's own policies also apply to you.

2. Information we collect

We collect only what is needed to run the service:

• Account information: name, work email address, job role, the sites you have access to, and your password. Passwords are stored only as a one-way cryptographic hash, never in readable form.
• Work content your organization enters: facilities, areas, floor maps, equipment (assets), work orders, notes, photos, attached files, completed inspection forms and signatures, schedules, parts inventory, vendors, calendar events, and in-app messages.
• QR-code maintenance requests: the name you type, and your email address and phone number only if you choose to give them, plus the details, room or area, and any photos or files you attach. These are used only so the maintenance team can do the work and follow up with you. If you choose to create an account from the form, we also create a login with your name and work email so you can follow your requests.
• Security and technical information: the IP address and time of actions taken inside the app (kept in an audit log so your organization can see who changed what), the browser type for devices you choose to "remember" at login and for problem reports, and basic server logs kept by our hosting provider.
• Phone and computer notifications: only if you turn them on (My account → Notifications on this device), we store that device's push address and encryption keys, and a short device description such as "iPhone · Safari". Notifications are delivered through the push service built into your phone or browser (Apple, Google, Microsoft, or Mozilla, depending on the device); their text is encrypted so only your device can read it. Turn them off or remove the device at any time.
• Mobile number for text messages: only if you choose to get texts (My account → Text messages), the mobile number you type, the date and time you agreed to receive texts, and whether you have replied STOP. We use it only to text you one-time sign-in and verification codes, as described in our Text Messages (SMS) Terms. Texts are delivered through our messaging provider, Twilio, and the wireless carriers. You can remove your number at any time, or reply STOP to any text.
• Demo requests: if you ask for a demo on our website, the name, work email, phone number, and company you give us, plus any optional details you add (job title, number and type of facilities, state, and message). We use these only to contact you about UpKeepr. You are never added to a list that is sold or shared, and you can ask us to delete them at any time.
• Billing records (Customers only): the invoices and payments for your organization's UpKeepr subscription. They are kept in our billing system (Zoho Billing) and shown in UpKeepr only to your organization's System Administrators and Accounting users. Online payments are made on Zoho's secure payment page, and we never receive or store full card or bank account numbers.
• Support messages: what you send us through "Report a problem," "Request a feature," or email, including any screenshots you attach.
• Help-assistant questions: if your organization has the "Ask UpKeepr" assistant turned on, the questions you type and the answers you receive, so we can keep the answers accurate and control costs.

3. Information we do not collect

• No payment card or bank details are entered into or stored in the UpKeepr application.
• No biometric information (such as fingerprints or face scans), including any "biometric identifiers" under the Illinois Biometric Information Privacy Act.
• No precise location (GPS) tracking, and no access to your phone's contacts, camera roll, or other apps. Photos are only uploaded when you choose them.
• No advertising identifiers and no data purchased from outside sources about you.

Resident and patient health information: UpKeepr is a building-maintenance tool. It is not a medical record system, and it is not designed or offered to store protected health information ("PHI") as defined by HIPAA. Please do not enter residents' or patients' names, diagnoses, treatment, or other health information into work orders, notes, requests, photos, or forms. Describe the location instead (for example, "Room 214 call light not working"). Unless we have signed a separate written agreement with your organization that says otherwise, we do not act as a HIPAA business associate.

4. How we use information

We use information only to:

• provide, operate, and maintain UpKeepr for our Customers, including sending the emails and, if you opted in, the text messages the service needs, such as login codes, password resets, completed-form PDFs, notification digests, request confirmations, and a note when your request is completed;
• keep the service secure, prevent abuse and fraud, and investigate problems;
• provide support and fix or improve the features our Customers use; and
• comply with the law.

We never use your information for advertising, and we never send marketing to people who submit QR-code requests. We do not make automated decisions about people that have legal or similarly significant effects.

5. No selling, sharing, or profiting from data

To remove any doubt, UpKeepr Tech LLC does not, and will not:

• sell, rent, lease, trade, barter, or license personal information or Customer data to anyone, for money or for anything else of value;
• "sell" or "share" personal information as those words are defined in the California Consumer Privacy Act (as amended by the CPRA) or any similar state privacy law;
• disclose data to data brokers, advertising networks, or marketing companies;
• use data for targeted, behavioral, or cross-context advertising;
• sell or publish aggregated, anonymized, or de-identified data made from Customer data, or use it to create products for anyone else; or
• use Customer data to train, or allow others to train, artificial-intelligence models.

Text messages: no mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text-messaging originator opt-in data and consent will not be shared with any third parties, except our messaging provider (Twilio) and the wireless carriers, only to deliver the messages you asked for.

We will not change this section in a way that allows any of the above for data we already hold.

6. Other times information may be disclosed

• Inside your organization: information you enter is visible to other users in your organization according to the roles and sites your organization assigns. Requests submitted by QR code are seen by that facility's maintenance staff.
• When the law requires it: we disclose information only in response to a valid subpoena, court order, or other legal process that we are required to follow. Where the law allows, we will tell the affected Customer first so it can object.
• To protect people: when we believe in good faith that disclosure is necessary to prevent imminent physical harm.
• If our business changes hands: if UpKeepr Tech LLC is merged or acquired, Customer data may transfer only as part of the continuing service, and the new owner must keep the promises in this policy. Data will never be sold on its own, as a separate asset.

7. Cookies and browser storage

UpKeepr uses only strictly necessary first-party cookies: to keep you signed in, to complete two-step login, to remember a device you trust (only if you tick that box), to remember which client or view you selected, and to show one-time messages after you save something. The help assistant keeps your current conversation in your browser's session storage, which is cleared when you log out or close the tab. We use no advertising, analytics, or third-party tracking cookies.

8. How long we keep information

• Customer data is kept for as long as the Customer uses UpKeepr, so the Customer keeps its maintenance history. Customers can delete records they no longer need.
• When a Customer's service ends, the Customer may request an export of its data. We then delete its data from the live system within 30 days, and remaining backup copies are deleted within a further 30 days, unless the law requires us to keep something longer.
• Automatic nightly backups are kept for 14 days, then replaced. Any backup made by hand is deleted once it is no longer needed, and always under the end-of-service rule above.
• Short-lived security data, such as login codes (10 minutes), password-reset links (30 minutes), and the counters used to rate-limit QR requests (held only in memory for about 15 minutes), expires automatically.

9. Your choices and rights

You may ask to access, correct, delete, or receive a copy of your personal information. You may also ask what we hold about you and how it is used. If you use UpKeepr through your employer, many requests are fastest through your organization's UpKeepr administrator, because your organization controls its records; you can also email us at help@upkeeprmgmt.com. We will verify the request, respond within 45 days, and honor these rights no matter which state you live in. We will never treat you differently for making a request. Because we never sell or share personal information, there is nothing to "opt out" of, but we will confirm this in writing on request.

If you submitted a QR-code request and want your name, email, or phone number removed, email help@upkeeprmgmt.com with the facility name and the approximate date.

10. Children

UpKeepr is a workplace tool. It is not directed at children, and we do not knowingly collect information from anyone under 16. If you believe a child has submitted information, contact us and we will delete it.

11. If something goes wrong

If we learn of unauthorized access to personal information in our care, we will notify affected Customers without unreasonable delay. We will also notify individuals and authorities as required by applicable law, including the Illinois Personal Information Protection Act.

12. Where data is stored

UpKeepr's data is stored and processed in the United States.

13. Changes to this policy

If we change this policy, we will post the new version here with a new effective date. For a material change, we will notify Customer administrators by email at least 30 days before it takes effect. We will never apply a change that weakens these protections to information we already hold without the Customer's consent.

14. Contact us

UpKeepr Tech LLC · Illinois, USA · help@upkeeprmgmt.com