This Privacy Policy explains how , operator of Riffhelm (“Riffhelm”, “we”, “us”, or “our”), collects, uses, stores, and shares personal information when you visit our website, create an account, use a Free Trial, use the Riffhelm Service, or contact us.
Controller / operator:
Privacy contact:
1. Information We Collect
Depending on how you use Riffhelm, we may collect: (a) account information, such as name, business email address, role, organization, and authentication identifiers; (b) organization and workspace information; (c) Customer Data uploaded or entered into the Service, which may include maintenance records, equipment information, work orders, task assignments, employee or contractor names, notes, images, and files; (d) support and communication records; (e) technical and security information, such as device/browser information, login events, IP-related security data, audit information, and error logs; (f) usage information about how features are used; (g) billing information if paid services are introduced or purchased. Payment-card information should be handled by the applicable payment provider rather than stored directly by Riffhelm where feasible.
2. Why We Use Information
We use information to: (a) create and authenticate accounts; (b) operate and provide the Service; (c) import, structure, classify, and analyze maintenance data; (d) generate recommendations and assist with maintenance planning; (e) provide customer support; (f) secure accounts, detect abuse, investigate incidents, and maintain auditability; (g) improve product reliability and user experience; (h) administer trials, subscriptions, and billing; (i) comply with legal obligations and enforce our agreements.
3. Automated Processing and AI
Riffhelm may use automated processing, rules, algorithms, or artificial-intelligence tools to analyze Customer Data and suggest classifications, maintenance tasks, trades/professions, frequencies, durations, priorities, or schedules.
These outputs are intended to assist users, not replace professional judgment. Where a recommendation may affect safety, legal compliance, equipment integrity, or significant operational decisions, users should review the recommendation before acting on it.
Customer Data will not be used to train generalized or shared AI models unless the customer separately and explicitly opts in.
4. Information You Provide About Other People
If you upload or enter personal information about employees, contractors, suppliers, or other individuals, you are responsible for having an appropriate legal basis or authorization to provide that information to Riffhelm.
5. Service Providers
We may use vetted service providers to support hosting, databases, authentication, email delivery, security, analytics, support, artificial-intelligence processing, payment processing, and other functions. These providers may process information only for the relevant service purposes and subject to applicable contractual and legal requirements.
6. International Processing
Our service providers may process or store information in countries other than your own. Where required, we use appropriate contractual, organizational, or legal safeguards for international transfers.
7. We Do Not Sell Personal Information
Riffhelm does not sell personal information to advertisers or data brokers.
8. Retention
We retain information only for as long as reasonably needed for the purposes described in this Policy, to provide the Service, maintain security records, resolve disputes, comply with legal obligations, and enforce agreements.
For an expired inactive Free Trial, our operational target is to delete or anonymize account and Customer Data after 30 days unless the customer upgrades, requests retention, or a longer period is reasonably necessary for security, backup cycles, legal obligations, or dispute handling.
Backups may retain deleted information temporarily until they are overwritten under normal backup cycles.
9. Security
We use reasonable technical and organizational measures designed to protect information, including access controls, authentication, tenant separation, encrypted network transport, restricted administrative access, and security monitoring appropriate to the Service.
No internet service can guarantee absolute security.
10. Your Rights
Depending on the applicable law and the circumstances, you may have rights to request access to personal information about you, request correction of inaccurate information, request deletion where legally applicable, object to or restrict certain processing, or withdraw consent where processing is based on consent.
To make a privacy request, contact . We may need to verify your identity before completing a request.
11. Required and Optional Information
Where we request personal information to create or operate an account, providing the information is generally voluntary unless we state otherwise. However, if necessary account information is not provided, we may be unable to create the account or provide the requested Service.
12. Marketing Communications
If we later offer marketing communications, marketing consent will be separate from acceptance of the Terms and Privacy Policy where required. You may unsubscribe from marketing messages using the method provided in the message.
Service, security, billing, and account communications are not marketing messages and may still be sent when necessary to operate the account.
13. Cookies and Similar Technologies
We may use essential cookies or similar technologies necessary for authentication, security, preferences, and core Service functionality.
If we introduce non-essential analytics or advertising technologies, we will provide additional disclosures and, where required by applicable law, a consent mechanism before those technologies are activated.
14. Children
Riffhelm is a business service and is not intended for children. Users who create business accounts must have legal capacity to do so and authority from the relevant organization where applicable.
15. Changes to this Policy
We may update this Privacy Policy from time to time. The current version will state its effective date. Material changes will be communicated by reasonable means.