Privacy Policy

Who operates EquipDex

EquipDex is operated by Vinidim Basargin, doing business as EquipDex, from Alberta, Canada. This Privacy Policy describes how information is handled when you use the EquipDex service.

Information we collect

We collect the information you and your organization enter into EquipDex to operate the service. This includes:

• Account and profile information such as your name, email address, phone number, avatar and preferences.
• Company information you provide for your organization.
• Company membership, roles and permissions.
• Invitation information when you invite colleagues to join a company account.
• Fleet and equipment information, including units, VINs, plates and other equipment identifiers.
• Meter readings and usage records.
• Work orders, repairs and service information.
• Technician and labour information.
• Maintenance records and service intervals.
• Parts, inventory, vendors and fitment details.
• Costs associated with work, parts and maintenance.
• Downtime events.
• Concerns, defects and reported issues.
• Invoices and related financial records.
• Photos, documents and files uploaded to units, work orders or support requests.
• Support requests and diagnostic information when you contact us or use EquipDex Help.
• Reports, shares and export information you generate.
• Any other information you voluntarily enter into free-text or custom fields.

Passwords are handled by our authentication provider and are not visible to or stored by EquipDex application code.

How information is used

We use the information we collect to:

• Provide, operate and support EquipDex.
• Authenticate users and keep accounts secure.
• Maintain company accounts, roles and permissions.
• Provide fleet-maintenance, repair, inventory and reporting functionality.
• Send transactional and account-related emails such as confirmations, invitations and password resets.
• Respond to support requests and diagnose errors.
• Back up and recover service data.
• Improve the service and fix issues.
• Comply with applicable legal obligations.

EquipDex does not sell your information. We do not operate an advertising system and do not use advertising or behavioural tracking on users.

Company and customer data

The organization that creates and administers a company account controls the operational information entered into EquipDex. Access within a company is restricted according to company membership, roles and permissions set by that company's administrators. EquipDex uses these controls to help isolate company data from other customers.

Uploaded files

Photos, documents and invoices you upload are stored privately and are accessed through controlled temporary links. Uploaded files may contain metadata supplied by your device, such as embedded photo metadata. You should avoid uploading unnecessary sensitive information.

AI — EquipDex Help

EquipDex Help uses AI to answer product and how-to questions. It receives only limited contextual information needed to answer help questions, such as the current page, your role, whether cost visibility is enabled, the type of device you are using, and relevant EquipDex help documentation.

EquipDex Help does not have access to your fleet records, work orders, parts, costs, documents or other operational company records. Help conversations are session-based within your browser and are not permanently stored by EquipDex as conversation transcripts.

Service providers

EquipDex relies on third-party service providers for the infrastructure needed to operate the service. This includes hosting, database, authentication and storage services, transactional email delivery, AI functionality, and backup infrastructure.

Current providers include Lovable and Lovable Cloud infrastructure, Cloudflare, and AI services accessed through Lovable's AI infrastructure. If you choose "Sign in with Google," Google may process authentication information on its own terms.

These providers process information on our behalf and under their own contractual and privacy obligations.

Cookies and local browser storage

EquipDex uses authentication and session technology, as well as local and session browser storage, necessary for sign-in, preferences, drafts and application functionality. EquipDex currently does not use third-party advertising pixels, behavioural advertising trackers or session-recording software.

EquipDex may record first-party referral and campaign information from the link used to reach our website, such as the source, medium, campaign and ad label included in that link, in order to understand how people discover the service and to evaluate Early Access adoption. This information is stored by EquipDex itself, is associated with a company account rather than with an individual visitor profile, and is not used for third-party behavioural advertising.

Security

Protecting customer information is an important part of how EquipDex is built.

We use administrative, technical and organizational safeguards designed to protect information handled through the service, including company-level data separation, role-based access controls, private file storage, account verification, password protections and independent backups.

While no online service can guarantee absolute security, we continually work to maintain appropriate safeguards as EquipDex evolves.

Data retention

Operational and customer information is generally retained while necessary to provide EquipDex and for legitimate operational, security, legal and dispute-resolution purposes. We do not promise a fixed universal retention period for all fleet records.

Deleted information may remain temporarily in backups until those backups expire. Our independent backup system currently uses a lifecycle of up to approximately 31 days. Other infrastructure backups may have different retention periods.

Work orders placed in Recently Deleted can currently be recovered for approximately 30 days.

Account/company deletion and privacy requests

EquipDex does not currently provide self-service account or company deletion. To request access to, correction of, or deletion of personal information, or to request account or company deletion, contact us at support@equipdex.net.

We may need to verify your identity and, where company data is involved, confirm that you have authority to act on behalf of the organization. Deletion may be limited where retention is required for legal, security, fraud-prevention, dispute-resolution or legitimate business purposes. Information may remain temporarily in backups until normal backup expiration.

International and service-provider processing

Service providers may process or store information outside Alberta or Canada. As a result, information may be subject to the laws of the jurisdictions where those providers operate.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time. Material changes will be communicated in an appropriate way, such as through the application or by email. Continued use of EquipDex after changes means you accept the updated policy.

Contact

Privacy questions or requests: support@equipdex.net

Vinidim Basargin, operating as EquipDex, Alberta, Canada.