Privacy Policy
Last updated: December 31, 2025
At EquipPanel, we take your privacy seriously. This Privacy Policy explains how we collect, use, and protect your personal information.
For information about your rights under the General Data Protection Regulation (GDPR), please visit our GDPR Compliance page.
Information We Collect
Information You Provide to Us
- Account Information: Name, email address, company name, and profile photo (optional)
- Equipment Data: Equipment names, serial numbers, descriptions, status, location, custom fields, and tags
- Log Entries: Activity logs, maintenance records, notes, and timestamps
- Documents and Files: Manuals, certificates, drawings, photos, and other files you upload (stored in separate storage buckets: documents, log-files, reports, and images)
- Maintenance Schedules: Scheduled maintenance tasks, due dates, and completion records
- Team Information: User roles, permissions, and team member details
- Billing Information: Billing address and payment method information (processed securely by our payment processor)
Information Collected Automatically
- Usage Data: How you interact with the Service, features used, pages visited, and time spent
- Device Information: Device type, operating system, browser type, and screen resolution
- Log Data: IP addresses, access times, error logs, and system events
- Location Data: General location information based on IP address (not precise GPS location)
- Cookies and Tracking: Cookies, web beacons, and similar tracking technologies (see Cookies section below)
Information from Third Parties
- Payment Processors: Our payment processor provides payment and subscription information
- Authentication Services: Our authentication provider provides authentication and user management data
- Analytics Providers: Aggregated usage statistics and performance metrics
How We Use Your Information
We use the information we collect for the following purposes:
- Service Delivery: To provide, maintain, and improve the EquipPanel service
- Account Management: To create and manage your account, process subscriptions, and handle billing
- Equipment Management: To store and organize your equipment data, logs, and documents
- Notifications: To send you service-related notifications, maintenance reminders, and important updates
- Customer Support: To respond to your inquiries, provide technical support, and resolve issues
- Security: To detect, prevent, and address security threats, fraud, and unauthorized access
- Analytics: To analyze usage patterns, improve features, and optimize performance
- Legal Compliance: To comply with legal obligations, enforce our terms, and respond to legal requests
- Marketing: To send you marketing communications (only with your consent and you can opt-out at any time)
How We Share Your Information
Service Providers
We share your information with trusted third-party service providers who help us operate our service:
- Database & Storage Providers: Database hosting, authentication, and file storage services (EU-based infrastructure, GDPR compliant)
- Payment Processor: Payment processing and subscription management (GDPR compliant, PCI DSS certified)
- Hosting Provider: Hosting and content delivery network (GDPR compliant)
- Email Service Providers: For transactional and marketing emails (with your consent)
Within Your Organization
Your equipment data, logs, and documents are shared with other users within your company account based on their role (Admin, Operator, or Viewer). Admins have full access, Operators can manage logs and maintenance, and Viewers have read-only access.
Legal Requirements
We may disclose your information if required by law, court order, or government regulation, or to protect our rights, property, or safety, or that of our users or others.
Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity, subject to the same privacy protections.
We Do Not Sell Your Data
We do not sell, rent, or trade your personal information to third parties for marketing purposes. Your data belongs to you, and we only use it to provide and improve our service.
Data Security
We implement industry-standard security measures to protect your information:
- Encryption: Data in transit is encrypted using TLS/SSL. Sensitive data at rest is encrypted using industry-standard encryption algorithms
- Authentication: Strong password requirements and secure authentication mechanisms
- Access Controls: Role-based access control ensures users only access data they are authorized to view
- Data Isolation: Multi-tenant architecture with strict data isolation between companies using database-level security policies
- Regular Security Audits: We conduct regular security assessments, vulnerability scans, and penetration testing
- Backup and Recovery: Regular automated backups with secure storage and tested recovery procedures
- Incident Response: Procedures in place to detect, respond to, and notify users of security incidents
- Employee Training: Our team is trained on data protection and security best practices
While we strive to protect your information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security, but we continuously work to improve our security measures.
Data Retention
Active Accounts
We retain your information for as long as your account is active and for the duration necessary to provide our services. You can access, update, or delete your information at any time through your account settings.
Deleted Accounts
When you delete your account, we will:
- Delete your personal data and account information within 30 days
- Delete all equipment data, logs, documents, and files associated with your account
- Retain anonymized, aggregated data for analytics purposes (no personal identifiers)
- Retain billing records as required by law (typically 7-10 years for tax and accounting purposes)
- Retain data necessary for legal claims, disputes, or compliance requirements
Backup Data
Data in backups may be retained for a limited period after account deletion. After this period, backups are permanently deleted and cannot be recovered.
Your Privacy Rights
Depending on your location, you may have certain rights regarding your personal information:
- Access: Request a copy of all personal data we hold about you
- Correction: Update or correct inaccurate information through your account settings
- Deletion: Request deletion of your account and personal data
- Portability: Export your data in a structured, machine-readable format (CSV, Excel on Starter+ plans, PDF on Starter+ plans)
- Objection: Object to processing of your data for certain purposes
- Restriction: Request that we limit how we use your data
- Withdraw Consent: Withdraw consent for data processing where consent is the legal basis
- Opt-Out: Unsubscribe from marketing communications at any time
To exercise these rights, please contact us at privacy@equippanel.com. We will respond to your request within 30 days. For more detailed information about your rights under GDPR, please see our GDPR Compliance page.
International Data Transfers
Your data is primarily stored and processed within the European Economic Area (EEA). When we transfer data outside the EEA, we ensure appropriate safeguards are in place:
- Standard Contractual Clauses (SCCs) approved by the European Commission
- Adequacy decisions by the European Commission
- GDPR-compliant data processing agreements with service providers
- Regular audits and compliance checks
By using EquipPanel, you consent to the transfer of your information to countries outside your country of residence, subject to the safeguards described above.
Children's Privacy
EquipPanel is not intended for users under the age of 16. We do not knowingly collect personal information from children under 16. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately at privacy@equippanel.com. We will delete such information from our systems.
Third-Party Links
Our Service may contain links to third-party websites or services. We are not responsible for the privacy practices or content of these third-party sites. We encourage you to review the privacy policies of any third-party sites you visit.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other reasons. We will notify you of any material changes by:
- Posting the updated policy on this page with a new "Last updated" date
- Sending you an email notification (if you have an account)
- Displaying a notice in the Service
Your continued use of the Service after any changes to this Privacy Policy constitutes your acceptance of the updated policy. We encourage you to review this page periodically to stay informed about how we protect your information.
Contact Us
Have questions? Check our FAQ or contact us:
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
EquipPanel
Stuttgart, Germany
We will respond to your inquiry within 30 days. For urgent privacy concerns, please mark your email as "URGENT" in the subject line.