Privacy Policy

This policy explains what CoolnTrack does with the information that passes through it. It is written for the contractors who use the product, in plain language rather than legal language.

1. Who we are

CoolnTrack is operated by LEGAL ENTITY NAME, registered at REGISTERED ADDRESS. Where this policy says "we" or "us", it means that entity.

2. What we collect

Information you give us

• Your account: your name, business name, mobile number, email address and password.
• Your units: the details you record against each air conditioner — location, make, capacity, installation date and the unit ID printed on its sticker.
• Your service records: what was done on each visit, when, and which technician did it.
• Your customers: names, addresses and contact numbers you enter so reports can be sent.

Information collected automatically

• Basic technical data needed to serve the app: IP address, browser type, and the pages or screens opened.
• Error logs when something breaks, so it can be fixed.
• Approximate scan location, only if you switch that setting on for your account.

We do not run third-party advertising or analytics trackers on the marketing site, and we do not build advertising profiles from anything above.

3. Whose data is whose

This distinction matters, so it gets its own section.

Your customers' data belongs to you. When you enter a building owner's name and number, we hold it on your behalf and act on your instructions. We do not contact your customers for our own purposes, do not market to them, and do not sell or share your customer list. If you leave, it leaves with you.

Your own account data — the details you gave us to open and run your account — is data we hold for our own purposes, and this policy governs it.

4. Why we use it

• To run the service: showing unit histories, recording visits, generating reports.
• To send the reports and renewal reminders you ask us to send, by WhatsApp, SMS or email.
• To bill you, if you move to a paid plan.
• To provide support when you contact us.
• To keep the service secure and to investigate misuse.
• To meet legal obligations where we are required to.

We do not sell personal data to anyone, for any purpose.

5. Where it is stored

Data is stored on servers located in Germany, operated by Contabo, with photos and files kept in private storage on Cloudflare. Some supporting services, such as message delivery, may process limited data elsewhere. Where that happens we use providers that offer appropriate contractual safeguards.

6. Who else sees it

We share data only with the providers needed to run the service:

• Contabo, to host the application and its database.
• Cloudflare, to serve the application and store photos and files.

Each is bound to use the data only for the service it provides to us. We may also disclose data where the law requires it, or to protect our rights or someone's safety.

7. How long we keep it

We keep your data for as long as your account is open. After you close it, your data remains recoverable for NN days so that an accidental closure can be reversed, and is then deleted from live systems. Backups age out within a further NN days. Records we are required to keep by law are kept for as long as the law requires.

8. Your rights

You can:

• Ask what personal data we hold about you and get a copy of it.
• Have inaccurate or incomplete data corrected or completed.
• Ask us to delete data we no longer need to keep.
• Withdraw a consent you previously gave, at any time.
• Nominate someone to exercise these rights if you die or become incapacitated.
• Complain to your local data protection authority if we have not dealt with you properly.

Export is built in, not a request you have to make. You can download your units and each customer's service history as a spreadsheet from inside your account at any time, including when you are leaving. There is no fee for it.

9. Security

Data is encrypted in transit. Access to production systems is restricted to the people who need it, and administrative access is logged. No system is perfectly secure, so we also keep backups and monitor for unusual activity. If a breach affects your data, we will notify you and the Data Protection Board as required.

Your part matters too: keep your password to yourself, and remove technicians from your account when they leave your business.

10. Changes to this policy

If we change this policy in a way that materially affects you, we will tell you inside the app or by email before it takes effect. The date at the top always shows the current version.