Privacy Policy

MendTag is operated by CloudMind Prints LLC (“MendTag,” “we,” “us,” or “our”). This policy explains what information we collect, how we use it, who we share it with and the choices you have.

1. Two kinds of information

MendTag is used by service businesses, so we handle information in two different roles:

• About you and your business. Your account and your company’s details. We decide how this is used, as described in this policy.
• About your customers. The customers, sites and equipment you record in MendTag, and the service reports you send them. This belongs to the service business that entered it. We process it on that business’s behalf and according to its instructions. If you are a customer of a business that uses MendTag, please contact that business about your information.

2. What we collect

Account and company information

• Your name and email address.
• Your password, which is handled by our sign-in provider and stored only in a form that cannot be read back. We never see it.
• Your company’s name, phone number, email address, address and logo.
• If you invite a colleague, the email address you invite and the role you give them. We hold that address only to let them accept, and it is used for nothing else.

If you subscribe to a paid plan

• Your card details are never sent to us. Payment is taken on our payment provider’s own page, and card numbers go straight to them. We are told the card’s brand and last four digits so you can tell which card is being charged, and nothing more of it.
• Which plan you are on, whether you pay monthly or yearly, when the current period ends, and whether a payment has succeeded or failed.
• Your invoices, which are held by our payment provider and reachable from your billing settings.

Records of what the Service did

• Counts of the work done in your company — jobs created, reports written, minutes of audio transcribed — kept against your plan’s allowances so that both of us can see what has been used. These are counts and timestamps, not copies of the work itself.

What you record in MendTag

• Your customers’ names and contact details, and the addresses of their service locations.
• Equipment details, including manufacturer, model and serial numbers, and photographs of equipment and of its data plate.
• Service jobs: notes, photographs, and the reports you finalize, including any customer signature (the signature image and the strokes used to draw it).
• Email addresses you send reports to, and whether each report was delivered, bounced or marked as spam.
• Voice recordings and their transcripts, if you use voice notes.
• The contents of barcodes and QR codes you scan. These are read on your device to show you what the code contains; the result is not stored unless you choose to save it, for example as a serial number. If you choose to search the web for a scanned value, that value is sent to the web search engine that opens, under its own privacy policy.

Technical information

• Cookies that keep you signed in. They are strictly necessary for the Service to work, and they are the only cookies we set.
• Standard server logs kept by our hosting provider, such as your IP address, browser type and the time of each request, used for security and to keep the Service running.

3. What we do not do

• We do not sell personal information, or share it for advertising.
• We do not use advertising or tracking scripts, we set no third-party cookies, and we do not build a profile of you or follow you to other websites.
• We do count page views, using a measurement tool run by our hosting provider and served from this website rather than from somewhere else. It records which page was visited, roughly where in the world the request came from, and what kind of device it was. It also counts a few named actions that are not pages — a demo opened, an account created, a checkout started — along with which plan was chosen, so that we can tell which parts of the site work. None of them carries anything about who did it. It sets no cookie, stores no identifier that lasts beyond the visit, and cannot tell us who you are or link two visits together. We use it to see which pages are read and whether people can find what they came for.
• We do not use your data, or your customers’ data, to train AI models, and the providers we use for AI features do not either (see section 5).

4. How we use information

• To provide the Service: storing your records, producing reports and sending them where you ask.
• To run the features you choose to use: transcribing voice notes, drafting report sections from your notes, and reading equipment data plates.
• To send account emails, such as confirming your address or resetting your password.
• To keep the Service secure, prevent abuse and fix problems.
• To respond when you contact us.
• To meet our legal obligations.

5. Service providers

We use other companies to run MendTag, each for one of these purposes. Each receives only the information it needs for that task, and processes it on our behalf:

• Database, sign-in and file storage
• Hosting the application and counting page views
• Drafting reports and reading equipment data plates
• Transcribing voice notes
• Taking subscription payments
• Holding an off-site backup copy
• Sending email
• Looking up a vehicle's year, make and model from its VIN
• Domain name and email forwarding

The providers that process your data for AI features, such as drafting reports, reading data plates and transcribing voice notes, do not use it to train their models.

The current list of providers, what each one receives and a link to each one’s own privacy policy is on our Service providers page.

Service reports you send are delivered to the address you enter, from our reports address. If your company has an email address set in MendTag, it is used as the reply address, so your customer’s reply reaches you rather than us. We may also disclose information if the law requires it, or to protect the rights and safety of our users or others.

6. How long we keep it

• Your account and records are kept while your account is open. The account owner can close the account from Settings, which deletes the company’s records, files, reports and the owner’s sign-in immediately. If you ask us to close it by email instead, we delete them within 30 days. Other members of the company keep their own sign-in, but lose all access to the company’s information.
• Finalized service reports are permanent records. Once issued, a report is not changed, so that it always shows what was sent. Reports are kept until your account is closed.
• Voice recordings are deleted as soon as the technician accepts or discards the transcript. A recording that is never reviewed is deleted automatically once it is more than 24 hours old, the next time anyone in your organization uses MendTag.
• Transcripts that a technician accepts become part of the job’s notes and are kept with the job. A transcript the technician discards is deleted.
• Backups. We keep backup copies so that information can be restored if it is ever lost — both of the database and of the files you upload, and one of those copies is held off-site with a storage provider listed on our service providers page. Information you delete, including everything in a closed account, can remain in those copies for a period afterwards, until they are replaced by newer ones. They are read only to restore something that has been lost.

7. Security

We protect information with measures including:

• encryption of data in transit between your device and the Service;
• isolation of each company’s data at the database level, so one business cannot read another’s records;
• private file storage, with photos and reports opened through links that expire; and
• passwords handled by our sign-in provider and never stored by us in readable form.

No system is perfectly secure. If we become aware of a breach affecting your information, we will notify you as the law requires.

8. Your choices and rights

You can view and update your account and company details in the Service at any time, and download your reports. The account owner can close the account and delete its data from Settings. To access, correct or export your information, or for anything else, email support@mendtag.com.

Depending on where you live, you may have additional rights over your personal information, such as the right to know what we hold or to ask us to delete it. We will respond to requests as the law in your location requires. If you are a customer of a business that uses MendTag, contact that business first; we will help it respond.

9. Where information is processed

MendTag and our service providers process information in the United States and in other countries where those providers operate.

10. Children

MendTag is a service for businesses and is not intended for anyone under 18. We do not knowingly collect information from children.

11. Changes to this policy

We may update this policy. When we do, we will change the effective date at the top of this page, and if a change is significant we will tell you by email or in the Service before it takes effect.

12. Contact

CloudMind Prints LLC
support@mendtag.com

See also our Terms of Service.