iMaintain Solutions Limited  |  Website and product services  |  Updated 8 October 2026

1. Who we are

iMaintain Solutions Limited (company number 16082547) is registered in England and Wales. Our contact address is Unit 20, Kestrel Court, Waterwells Drive, Quedgeley, Gloucester GL2 2AT. Email: info@imaintain.uk. ICO registration: ZB948498.

This notice explains how we handle personal information about website visitors, prospective customers, customer contacts and authorised users of our services.

2. Our role and the scope of this notice

We usually act as a controller for our own website, business enquiries, marketing communications, contracting and account administration. For customer information entered into iMaintain CMMS or the Reliability Management Platform (RMP) on behalf of a business customer, we generally act as a processor and the customer determines the purposes for which its information is used. Requests about data held by a customer in the platform may need to be directed to that customer.

3. Information we collect

• Business contact information, including name, business email address, telephone number, job role and organisation.
• Enquiry, demo and correspondence information, including the content of contact forms and sales discussions.
• Account administration information, such as user identifiers, account permissions, authentication-related records, service communications and support requests.
• Technical and website information, including IP address, browser and device details, diagnostic information and cookie preferences where collected.
• Maintenance records, asset documentation, work orders and other customer-supplied content processed through our products on customer instructions. Such content can contain personal data if customers include names or identifying information.

4. Why we use information and our lawful bases

• To respond to enquiries and provide requested information: legitimate interests, or steps before entering a contract where applicable.
• To contract with business customers, manage accounts, deliver support and maintain service security: legitimate interests, contract where we contract directly with an individual, and legal obligations as applicable.
• To send relevant business-to-business communications: legitimate interests or consent where required by applicable direct-marketing and electronic-communications rules. You can opt out at any time.
• To understand website use and improve the website: legitimate interests for essential measurement where lawful, and consent for non-essential cookies or similar technologies where required.
• To comply with legal obligations, establish or defend claims, and prevent misuse or security incidents: legal obligation or legitimate interests as appropriate.

5. How product data and AI are handled

Our products process maintenance information to provide the contracted maintenance management and reliability functions. RMP can use AI-assisted workflows through external processing services. Primary application hosting is in AWS London; this does not mean that all supporting AI, telemetry or third-party processing remains within the UK. We do not describe customer information as used to train public models without substantiated provider-specific evidence.

Customers should avoid placing unnecessary sensitive personal data in work orders, uploaded files or prompts. Further details of product subprocessors, processing regions and contractual protections are provided through customer security and contractual information as appropriate.

6. Recipients and overseas processing

Information may be shared with service providers supporting hosting, authentication, communications, customer relationship management, analytics, AI processing and technical operations, and with professional advisers or authorities where required. Only information necessary for the relevant service should be provided.

Some providers may process information in the EEA or other countries outside the UK. Where a restricted transfer occurs, we assess the appropriate UK GDPR transfer mechanism and contractual protections. Individual processing destinations and safeguards are reviewed as part of supplier due diligence.

7. Security and retention

We apply access controls, appropriate authentication measures, encryption where configured and relevant, monitoring, backups and security incident processes. No internet-connected service can be guaranteed entirely risk-free.

We retain information only for as long as required for the relevant purpose, applicable law and legitimate record-keeping needs. Different periods apply to enquiry records, customer accounts, operational records, logs and backups. The specific retention and deletion arrangements for customer platform data are governed by applicable customer arrangements and verified operational processes.

8. Your data protection rights

Depending on the circumstances, you may have rights to access, correction, erasure, restriction, objection, portability and withdrawal of consent. To exercise them, contact info@imaintain.uk. If we process information only for a customer, we may refer your request to that customer as controller. You can complain to the Information Commissioner’s Office at ico.org.uk.

9. Cookies and marketing

Our website may use essential cookies and, where enabled, analytics or marketing cookies. Non-essential cookies should not be placed without a valid choice where consent is required. Cookie categories, providers and periods must match the live website consent configuration. You can manage preferences through the website cookie controls where provided and opt out of marketing emails using their unsubscribe links.

10. Updates and contact

We may update this notice as our services and processing arrangements evolve. Material changes will be reflected on this page. For privacy enquiries, contact info@imaintain.uk.