Operations Maintenance

Privacy Policy

Effective date: September 8, 2026
Last updated: September 8, 2026

Introduction

Thomas Software Solutions ("Thomas Software Solutions," "Operations Maintenance," "we," "us," or "our") operates the Operations Maintenance software platform, website, applications, and related services (collectively, the "Services"). This Privacy Policy explains how we collect, use, disclose, retain, and protect information when businesses and their authorized users access or use the Services. Operations Maintenance is intended for business use only and is not intended for individuals under 18 years of age.

1. Information We Collect

Depending on how the Services are used, we may collect account and contact information including names, business names, job titles or roles, email addresses, telephone numbers, business or physical addresses, usernames, account identifiers, account preferences, and settings.

Customers and authorized users may submit business and maintenance information including work orders, maintenance requests, preventive maintenance schedules, equipment and asset information, building or facility information, locations, technician assignments, work histories, inspection information, completion records, notes, cost or invoice information, customer information, internal operational records, messages, and communications.

Users may upload photographs, documents, PDFs, invoices, equipment records, attachments, and other files or content related to maintenance operations. Customers and users are responsible for ensuring they have the legal right and appropriate authorization to upload information to the Services.

We may automatically collect technical information such as IP address, browser type, device type, operating system, login activity, session information, application activity, error logs, security logs, date and time of access, and diagnostic and performance information.

2. Payment Information

Subscription payments are processed by third-party payment processors such as Stripe. Thomas Software Solutions does not intend to directly store complete credit or debit card numbers. Payment processors may collect payment card information, billing information, transaction information, and other information necessary to process payments according to their own privacy policies and terms.

3. How We Use Information

We may use information to provide and operate the Services; create and manage accounts; authenticate users; process work orders and maintenance records; assign and track work; provide communications and notifications; process subscriptions and payments; provide support; troubleshoot technical problems; maintain backups; protect security; detect unauthorized or fraudulent activity; monitor performance; improve and develop the Services; comply with legal obligations; enforce agreements; and protect Thomas Software Solutions, customers, users, and others. We do not sell customer operational data or personal information for advertising purposes.

4. Customer Data and Ownership

As between Thomas Software Solutions and a subscribing customer, the customer retains ownership of data and content it submits to Operations Maintenance ("Customer Data"). Customers grant Thomas Software Solutions the limited rights necessary to host, store, process, transmit, back up, and otherwise use Customer Data to provide, maintain, secure, support, and improve the Services. Customers are responsible for determining what information their authorized users may submit and for obtaining permissions or consents required by law.

5. Service Providers

We may use third-party service providers for cloud hosting, database hosting, payment processing, email delivery, SMS delivery, push notifications, data storage and backups, security, error monitoring, uptime monitoring, and customer support. Current or anticipated providers may include Render, MongoDB Atlas, Stripe, OneSignal, and communications providers. These providers may process information on our behalf to perform services for us.

6. SMS, Email, and Push Notifications

Operations Maintenance may allow users to receive operational notifications through SMS/text messages, email, browser notifications, or push notifications. Where required, SMS messages will be sent only after appropriate consent has been obtained. Message and data rates may apply. Message frequency may vary based on account activity, work orders, assignments, alerts, and notification preferences. Users may withdraw consent to receive SMS messages using supported opt-out methods, including replying STOP where applicable. Withdrawing consent to receive SMS messages does not prevent continued use of Operations Maintenance unless SMS functionality is necessary for a specific optional feature. Transactional and operational communications may be distinguished from marketing communications as required by applicable law.

7. Cookies and Similar Technologies

Operations Maintenance may use cookies, local storage, session technologies, and similar technologies necessary to keep users signed in, authenticate accounts, maintain sessions, remember preferences, protect accounts, and operate application functionality. We do not currently use information collected through the Services for third-party behavioral advertising. If analytics or advertising technologies are added later, this Privacy Policy may be updated and additional consent mechanisms may be implemented where required.

8. Data Retention and Account Termination

Following termination or expiration of a customer subscription, Customer Data may be retained for up to 30 days to allow reasonable retrieval or export, unless a longer period is required by law or reasonably necessary for security, fraud prevention, dispute resolution, or enforcement of agreements. After the retention period, Customer Data may be deleted from active systems. Residual copies may remain in backups for a limited period until overwritten or deleted through normal backup retention processes.

9. Data Exports

Customers may use available export functionality to retrieve supported Customer Data. Customers are responsible for exporting information they wish to retain before the applicable deletion period expires. Thomas Software Solutions may provide reasonable assistance with data export subject to technical limitations and any applicable service terms.

10. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, alteration, or disclosure. These safeguards may include access controls, authentication, encrypted transmission, logging, backups, software maintenance, and restrictions on production access. No method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security.

11. Data Breaches

If we become aware of a security incident involving personal information, we will investigate and take actions we determine appropriate under the circumstances, including providing notifications when required by applicable law.

12. Business Customer Responsibilities

The subscribing business is responsible for its authorized users, the accuracy and lawfulness of information entered into the Services, permissions granted to users, and obtaining any notices, permissions, or consents necessary to collect, upload, process, or communicate information through Operations Maintenance.

13. Children's Privacy

The Services are intended for business users age 18 and older. We do not knowingly offer the Services to children under 18. If we learn that information was collected from a person under 18 in violation of this policy, we may delete it as appropriate.

14. Disclosure Required by Law

We may disclose information if we reasonably believe disclosure is required by law, legal process, court order, or governmental request; is necessary to enforce our agreements; or is necessary to protect the rights, property, or safety of Thomas Software Solutions, our customers, users, or others.

15. Business Transfers

If Thomas Software Solutions is involved in a merger, acquisition, financing, reorganization, sale of assets, or similar business transaction, information may be transferred as part of that transaction subject to applicable law and appropriate protections.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will post the revised version and update the effective or last-updated date. Material changes may also be communicated through the Services or other reasonable means.

17. Contact Us

Questions or requests regarding this Privacy Policy may be directed to:

Thomas Software Solutions
408 E North St
Westmoreland, KS

Privacy/Legal Email: tregenthomas@opsmaint.com
Support Email: tregenthomas@opsmaint.com