1. Who we are and what this policy covers
FD Maintain, LLC, located in Illinois, USA ("FD Maintain," "we," "us," or "our"), provides equipment and service-management software and this website. This policy explains how we collect, use, share, and retain information when you use our services or contact us.
When a fire department or service provider uses FD Maintain, that organization controls the records it supplies and the users it authorizes. We process those records to provide its configured services. Direct questions about your organization’s records or access permissions to its administrator; you can also contact us through the form linked below.
2. Information we process
Account and inquiry information: names, work email addresses, organization details, roles, contact details, and the messages you submit through our forms or support channels.
Equipment and service information: equipment identifiers and specifications, inspection and maintenance history, test results, service records, uploaded documents and images, and related customer or business information made available to your workspace.
Connected inbox information: the authorized mailbox identity; sender and recipient details; message subjects, timestamps, bodies, and conversation information; attachment names, types, and sizes; and attachment contents when accessed for an enabled feature. Authorization credentials allow access to the connected provider.
AI interactions and service operation information: questions, relevant records supplied to AI features, generated outputs, classifications, usage and diagnostic records, and technical information associated with requests, such as browser information and IP addresses.
3. How we use information
We use information to provide and secure the services, authenticate users, enforce organization permissions, maintain equipment and service records, respond to inquiries, support customers, troubleshoot problems, and meet applicable legal obligations.
AI features analyze fire department equipment information and supporting records to answer questions, summarize information, and help users identify records or service needs requiring review. Relevant inputs are sent to AI providers as needed to perform the requested or configured analysis. AI outputs require human review and do not certify equipment safety or compliance.
4. Connected email, attachments, and AI
We access a connected service-provider inbox only after authorization by the mailbox owner or an authorized administrator. Enabled features analyze email content and attachments for email classification and productivity enhancements, such as categorizing inquiries, summarizing conversations, extracting relevant business details, and assisting with service workflows. Attachment analysis occurs where enabled; not every connected attachment is automatically analyzed.
Relevant email information may be sent to AI providers to perform those functions. Connected email data, including attachments and information derived from them, is never sold, used for advertising, or used to train general-purpose AI models. This commitment also applies to our AI providers.
The native Google connection requests read-only Gmail access. It synchronizes retained message content and attachment metadata. Attachment files accessed through the native inbox viewer are fetched on demand and are not persistently stored by that viewer. Separate authorized workflows may retain extracted business information in the records they update.
5. Google user data and Limited Use
Our use and transfer of information received through Google APIs follows the Google API Services User Data Policy and the Google Workspace user data and developer policy, including their Limited Use requirements.
Google data is used only for the authorized, user-facing functions described here. It is not used to develop, improve, or train generalized or non-personalized AI or machine-learning models. Transfers are limited to providing those features with consent, security purposes, legal requirements, or a business transfer with prior explicit consent as required by Google’s policies.
Our personnel and processors may access Google message content only with documented permission to view specific content, where necessary for security or legal compliance, or as otherwise expressly permitted by Google’s Limited Use rules. Authorized users within your organization can view records according to their assigned permissions.
7. Retention and deletion
For native connected inboxes, an administrator chooses a retention period between 1 and 3,650 days. It is measured from the original message date, not the import date. Expired messages are excluded from reads and scheduled for deletion, together with associated inbox analysis and activity records. Retention continues after disconnection.
Disconnecting stops future synchronization and connected attachment retrieval and removes the locally stored OAuth refresh token for that connection. It does not immediately delete retained message history, delete originals in Google, or undo information already incorporated into authorized CRM or other business records. Google Workspace administrator grants must be revoked separately by the Workspace administrator.
Other account, equipment, service, and support records are retained as needed for the services, your organization’s agreement, and applicable legal requirements. Backup copies follow the platform backup lifecycle and may remain after records are removed from active systems. We do not promise immediate erasure from backups.
To request deletion of retained information or closure of an account, use the contact form below and identify your organization and the records concerned. We may need to verify your identity and authority and coordinate with your organization. We will explain any retention required by law or an applicable agreement.
8. Your choices and requests
Organization administrators can manage access and connected-inbox retention within the available settings. A connected inbox can be disconnected in FD Maintain, and Google account access can also be revoked through Google. Workspace administrators control domain-wide authorization separately.
You can request access, correction, or deletion, or ask about other privacy rights available under applicable law, through our contact form. Some records are controlled by your organization, so we may direct or coordinate your request with its administrator. Only provide the information needed to identify your request; do not send passwords or sensitive attachments through the public form.
9. Security and website technologies
We use access controls, tenant permissions, and technical safeguards to protect information. Native Google OAuth refresh tokens are encrypted, and inbox content is handled as untrusted material. No system can guarantee absolute security; protect your credentials and report suspected unauthorized access.
The website and services use technical storage and request information to support functions such as sign-in, preferences, operation, security, and usage measurement. Your browser lets you manage cookies and local storage; blocking them may affect functionality. Our commitment not to use connected email data for advertising applies regardless of website measurement.
10. Policy updates
We may update this policy when our services or requirements change. The revision date appears at the top of this page. We will provide additional notice or request consent where required before materially changing how information is used. Publishing a policy update does not replace required authorization to access an inbox or consent to a new data use.
11. Contact FD Maintain
For privacy questions or requests, contact FD Maintain, LLC, Illinois, USA, using our website contact form. Select your organization type and describe your privacy request in the message field.