Privacy Notice

Last updated: 3 November 2026

This Privacy Notice explains how Halo Maintain ("we", "us") collects, uses and protects personal data when you use the Halo Maintain website and application (the "Service"). We act as the data controller for the personal data described here.

1. Data we collect

  • Account data — your name, email address and sign-in credentials, used to create and secure your account.
  • Workspace data — the records you enter: assets, jobs, notes, photos, meter readings, schedules, client and staff details. Used to provide the Service to you.
  • Support messages — when you contact us, we keep the correspondence to help you.
  • Usage and device data — technical information such as IP address, device and browser type, and usage events, used for security, fraud prevention and improving the Service.

Payment card details are collected and processed directly by our payment provider, Paddle; we never see or store your full card number.

2. Why we use it (legal basis)

  • Performing our contract with you — creating your account, providing the Service, billing and support.
  • Legitimate interests — keeping the Service secure, preventing fraud, and improving the product.
  • Consent — where we ask for it, for example optional marketing emails; you can withdraw consent at any time.
  • Legal obligations — records we must keep for tax, accounting or legal reasons.

3. Who we share it with

  • Service providers — hosting, email delivery and support tooling providers that process data on our behalf under contract.
  • Paddle — our Merchant of Record, for the sale of subscriptions, payment processing, tax compliance and invoicing.
  • Professional advisers — legal and accounting advisers where necessary.
  • Authorities — where we are required to do so by law.

We do not sell your personal data.

4. International transfers

Some of our service providers process data outside your country. Where data is transferred internationally, we rely on appropriate safeguards such as standard contractual clauses or adequacy decisions.

5. Retention

We keep your personal data for as long as your account is active and as needed to provide the Service. When data is no longer needed — for example after your account is closed and any legal retention periods have passed — it is deleted or anonymised.

6. Your rights

Depending on where you live, you may have the right to access, correct or delete your personal data, to restrict or object to processing, to data portability, and to withdraw consent. To exercise any of these rights, contact us at support@halomaintain.com; we respond within one month. You also have the right to complain to your local data protection authority.

7. Security

We use appropriate technical and organisational measures to protect personal data, including encryption in transit, hashed credentials and access controls that limit who can access workspace data.

8. Cookies and storage

The Service uses essential cookies and browser storage only — to keep you signed in, protect against cross-site request forgery, and remember your preferences. We do not use advertising or third-party marketing cookies. You can clear cookies and site data in your browser settings, but signing in will no longer work until you sign in again.

9. Changes and contact

We may update this notice from time to time and will post the new version here. Questions or requests about your personal data: support@halomaintain.com.