MachineMinder Pro Privacy Policy

Effective date: November 9, 2026

MachineMinder Pro is provided by Machine Minder Technologies LLC (Ankeny, Iowa, USA). This policy covers the website at www.machineminderpro.ai, the web app at app.machineminderpro.ai, and the MachineMinder Pro iOS app (together, the “Service”).

We do not sell your personal information and do not use it for targeted advertising.

Information we collect

Account and company information. When you sign up or join a company workspace, we store your name, email address, company name, and role. Company admins can add coworkers’ names, email addresses, and access roles. Our app hosting provider (Bubble) stores passwords in hashed form and sends account emails such as password-reset messages.

Equipment and service records. You and your company can store equipment details (such as make, model, year, serial number, type, and meter readings), maintenance schedules, service logs, inspection results, maintenance costs, notes, oil-analysis results, and photos or files you upload (including documents and oil reports).

Connected equipment services. If you connect John Deere, we import equipment details you authorize—such as name, make, model, serial number, year, and type—and store the connection tokens needed to keep that link working. We do not import engine hours or machine locations through that connection today. If you save login details for another connected equipment service, we store those credentials; secrets are encrypted with a Cloudflare Worker we operate.

AI questions and suggestions. If you use AI features, we process the information needed for that request (see below).

Subscription information. We store your company’s plan, subscription status, and trial-end date, along with Stripe customer and subscription identifiers. Card numbers are entered on Stripe’s pages and are handled by Stripe, not stored in MachineMinder Pro.

Analytics and technical information. We use Google Analytics and Cloudflare Web Analytics to understand how the website and app are used. This can include pages viewed, product interactions, device and browser information, approximate location (city or region from IP address), and similar identifiers (including cookies for Google Analytics). Cloudflare Web Analytics does not use cookies.

Mobile app updates. The iOS app is built with Expo. Update checks may send Expo a device identifier, app or update version details, and occasional app error text. We do not use that for advertising or link it to your account in the app.

Signup notifications. When someone joins a company, we send their name, email, and company name to an internal automation tool so our team can be alerted.

Support messages. If you email or call us, we keep the contact details and message content needed to help you.

How we use information

We use this information to:

Provide the Service, including sign-in, company workspaces, equipment tracking, schedules, history, documents, and team access
Run AI features you choose to use
Process subscriptions, trials, and billing status
Send account and security messages (such as password resets)
Measure usage and improve the Service
Respond to support requests
Protect the Service and meet legal obligations

We do not use your information to show you third-party ads.

AI features

MachineMinder Pro uses OpenAI to power optional AI help. Depending on the feature, a request may include equipment details (such as name, type, make, model, year, and meters), your question or description, related maintenance schedules, service history (including technician names and notes), oil-analysis results and recommendations, and maintenance cost details. Conversation history for the assistant is kept for that session in the app and is not saved as a permanent chat record in our database. Some AI outputs—such as suggested service schedules or lubrication specs—are saved to your company records when you keep them.

Do not include information that is not needed for the request. AI suggestions can be wrong; check them against the manufacturer’s instructions. OpenAI processes requests under its own terms. By default it says API data is not used for training; it may keep content briefly for abuse monitoring.

Payments (Stripe)

Subscriptions are handled through Stripe. Payment details entered on Stripe’s checkout or customer portal are processed under Stripe’s privacy policy: https://stripe.com/privacy. MachineMinder Pro keeps plan, status, trial, and Stripe identifiers so we can run your subscription in the app.

Analytics

Google Analytics helps us understand visits and in-app usage and may use cookies or similar identifiers. Cloudflare Web Analytics measures page performance and traffic without cookies.

Google: https://policies.google.com/privacy
Cloudflare: https://www.cloudflare.com/privacypolicy/

You can limit Google Analytics in your browser (for example with Google’s opt-out add-on at https://tools.google.com/dlpage/gaoptout) or by blocking cookies.

Who can see your information

Within your company. People in your company workspace can see company records according to their roles (for example equipment, service history, notes, and files).

Service providers. Providers that help run the Service include Bubble (app hosting and database), Squarespace (website), Stripe (payments), OpenAI (AI), Google and Cloudflare (analytics and related infrastructure), Expo (iOS updates), and an internal automation tool for signup alerts. They process information only as needed for those services.

Legal and business transfers. We may disclose information if required by law, to protect rights and safety, or as part of a merger, sale, or similar business transfer.

We do not sell personal information.

How long we keep information

We keep account and company workspace records while the account or company is active. Backups, payment records, analytics, and AI providers may keep information under their own policies. We do not promise a fixed deletion deadline for every provider copy.

Your choices and requests

Access and correction. You can view and update much of your account and company data in the Service.

Account deletion. You can start deletion in the app under Settings → Delete Account (also available from Pricing where shown), or email shaun.machineminderpro.ai@gmail.com from the email on your account and ask us to delete it.

If you are a member of a company that continues after you leave, we remove your user and employee account. Equipment, service history, notes, costs, and files that belong to the company stay with the company for remaining authorized members.
If you are the sole company account and deletion completes, we remove that company’s workspace records—including equipment, schedules, logs, inspections, costs, telematics connections, documents, and oil-analysis records—and delete the related uploaded document and oil-report files.
Deleting your MachineMinder Pro account does not automatically cancel a Stripe subscription. Contact us (or manage billing in Stripe’s portal, where available) if you also need billing stopped.
Information already sent to providers (for example AI requests, analytics events, or signup alerts) is not removed by the in-app deletion flow and remains subject to those providers’ practices.

John Deere. You can disconnect in the Service or through your John Deere account.

Questions or other requests. Email us to ask about access, correction, or deletion. We may need to confirm that you are entitled to the account or company information involved.

Security

We use HTTPS, access controls based on company roles, and reputable hosting providers. No system is completely secure.

Children

The Service is for businesses and adults. It is not directed to children under 13, and we do not knowingly collect their information. If you believe a child provided information, contact us and we will delete it.

Changes

We may update this policy. When we make material changes, we will post the updated policy here with a new effective date and, when appropriate, notify account holders by email or in the Service.