Privacy Policy

This policy explains how Olmem (“we”) handles personal information in our service management system, including the customer portal where you can view work, approve hours, see invoices and pay them.

We are an industrial maintenance business. Nearly everything we hold is business information about the companies we work for — sites, equipment, hours worked, invoices — and the personal information involved is mostly the names and work contact details of the people who arrange that work.

About the people we deal with

• Name, job title, work email address and work phone number.
• The company you work for, and the sites you are responsible for.
• For portal accounts: your sign-in email and a password, which is stored only as a cryptographic hash and cannot be read back by us or anybody else.

About the work

• Service requests, work orders, findings and work performed.
• Equipment records and maintenance history at your sites.
• Hours worked, parts used, quotes, contracts and invoices.
• Photographs and documents attached to a job — these can contain whatever was photographed, so we attach only what the job needs.
• Signatures captured on a device when somebody acknowledges a day’s hours or approves completed work, stored as an image alongside the name and title given.

Created automatically when you sign in

• A session record containing your IP address, your browser’s user-agent string, and when the session was created and last used. This is how we keep you signed in and how we can tell whether an account has been used by somebody who should not have it.
• An audit record of actions taken in the system — who did what, to which record, and when. It is append-only by design, and it exists so that a disputed invoice or a changed record has a history.

When you pay an invoice

• Card and bank details are entered directly into Stripe and never reach our servers. We do not receive, store or log a card number, security code, bank account number or routing number, and we could not retrieve one if asked.
• We store what a payment was: the amount, the date, whether it was a bank payment or a card, the card brand and last four digits or the bank name and last four digits, and Stripe’s reference for the transaction.

To carry out the maintenance work you ask for, to schedule technicians, to keep an accurate history of your equipment, to bill correctly and be paid, and to meet our obligations as a business — tax, accounting, insurance and any contractual record-keeping.

We do not sell personal information. We do not share it for advertising. We do not use it to build a profile of you for any purpose unrelated to the work.

These are the companies our system genuinely relies on, and what each one sees:

• Stripe — payment processing. They receive your payment details directly, along with the invoice number and amount. See Stripe’s own privacy policy at stripe.com/privacy.
• Neon — the database the system runs on, hosted in the United States.
• Vercel — application hosting, and file storage for photographs and documents attached to jobs.
• Google Workspace — our email. Notifications, invitations and invoices we send you pass through it.

Each is used because the system needs it to work, not to monetise anything about you.

We set one cookie, and only after you sign in. It identifies your session so you stay signed in while you use the system. It is marked HttpOnly, so it cannot be read by scripts, and it expires.

We do not use advertising cookies, tracking pixels, or third-party analytics in this system. Nothing here follows you to another website.

Work orders, invoices, payments and the audit trail are business records and are kept for as long as we are required to keep them for tax, accounting and contractual purposes — generally at least seven years. Signatures and job attachments are kept with the job they belong to.

Sessions expire on their own. A portal account that is no longer needed can be deactivated at any time, which ends access immediately; the work records that account was used to view remain, because they are records of work we did.

• Everything travels over an encrypted connection.
• Passwords are stored only as hashes.
• Each customer’s data is separated at the database query level, not merely hidden in the interface: a portal account cannot reach another company’s records by altering a link or an identifier.
• Access is limited by role. A technician cannot see financial data, and portal accounts see only their own company’s work.
• Payment credentials are never in our possession to lose.

You can ask us what we hold about you, ask us to correct it, ask for a copy, or ask us to deactivate a portal account. Depending on where you live you may have further rights — including, in some US states, the right to know what is collected and to ask for deletion. We will tell you plainly where a record has to be kept for legal or accounting reasons rather than quietly refusing.

Write to us using the details below and we will respond.

This is a system for businesses. It is not intended for anyone under 18, and we do not knowingly collect information about children.

If this policy changes, the date at the top changes with it. If a change materially affects how we handle your information, we will tell the people with portal accounts rather than relying on you to re-read this page.

Olmem
jeff@olmemtech.com
2624592209