1. Privacy policy

MaintenanceTV Ltd provides a platform (called Mtv for short) for technical information management. We operate this platform for the benefit of User Companies, that is, organisations and businesses who wish to use the platform for their employees and other stakeholders. The Mtv platform includes functionality that provides for users to collect information in the field (inspections, checklists, inventory, etc.) or contribute their know-how (observations, on-the-job, practical solutions to problems and processes). Thus Mtv offers life-cycle management for information: creation, sharing, improving, communication, discarding & superseding…

Privacy therefore pertains to those contributors of information (the employees and other stakeholders of the User Company).

This document lays out the ways the information is protected and the ways in which we protect the privacy of the various stakeholders mentioned above and the information itself.

1.1 Terms used in this document

We use various terms such as IP addresses, mobile devices, encryption, servers…in the course of explaining our Privacy Policy and we assume you either know these terms or can easily find the definitions (from Wikipedia, for instance).

For terms specific to Mtv here is a summary:

Term Use/Explanation
MaintenanceTV Refers to the company or its affiliates, MaintenanceTV France
Mtv Is used to describe the software used by Customers
User Company / Customer The company or organisation that contracts with MaintenanceTV for the use of the software for their employees and other stakeholders
Account The account, including the logon credentials that the User Company allocates to individual users of the Mtv platform…
Contributors The employees or other stakeholders who will use the Mtv platform
Stakeholder Any person authorised by the User Company to use the Mtv platform, including employees, suppliers and other people or businesses related to the User Company
Platform The Mtv software, the cloud infrastructure, the apps for the various devices
Cloud The IT infrastructure on which Mtv operates, includes servers, database and other computer resources…
Cloud Provider The External Secure Cloud provider – companies such as AWS (Amazon Web Services), Azure (Microsoft Cloud Services), Google Cloud, IBM Cloud etc.

1.2 Mtv’s subsidiary role in Privacy

Mtv acts as a vendor and enabler in the privacy area. We sell or rent our services to a User Company most often by hosting our platform on the public secure cloud services of recognized vendors (such as Amazon, Microsoft, Google, IBM, etc.). There are therefore two other main principals involved in the protection of privacy: the cloud service vendors and the User Company who buys or rents our services.

Example of restricted responsibility of Mtv on privacy of information: an employee of the user company creates valuable information with Mtv functionality. The user company decides to share that information and contributor’s identity with other parties, for example, another company. Mtv’s privacy policy cannot cover such activities. It is the User Company who will have this right, granted by the individual contributor.

Example of restricted responsibility of Mtv on cloud services: the cloud service vendor selected to host the Mtv platform for the User Company will be a major player in the industry and thus have highly sophisticated information security measures to protect data. These measures are not accessible by Mtv and Mtv has no control over their viability. Mtv cannot thus be held responsible for any eventual failure of such protection systems and confidential information being hacked.

1.3 What this policy document explains

Thus the present document covers the following topics:

  • What information is collected in Mtv
  • How the information is used and protected
  • The choices offered including how to access and update information

If there is any doubt or further clarification needed please contact us directly or the Administrator of your system.

2. The Information collected

Here is a summary of information we collect:

Data Is the information mandatory? Visibility decided by:
Name Yes, but an alias can be used User Company
Email Yes User Company
Competencies, qualifications No User Company
Work/Job hours No – it is decided by the Customer User Company
Identity of contributors No. An alias can be used User Company
Assessments by managers of contributions (that may vary from good to poor) No, at the discretion of the Customer User Company
Device information – the operating system & version, hardware model, unique device identifiers Yes – for version delivery, upgrade notifications and support User Company
Log-on information
Details of how you use the platform and its content
Yes – for reasons of profiling needs and use of the platform User Company
Timekeeping No, at the discretion of the Customer. When enabled it may be used to log times allocated for the various jobs, time actually worked, times related to the job, travel time, rest or meal breaks, overtime… User Company
Geolocation – via GPS signals, sensor data No, at the discretion of the Customer. It may be enabled for reasons of safety, timestamps/timesheets User Company

3. How we use information collected

We use the information collected for the functioning of the system and to fulfil the requirements of the User Company. These include:

  • To encourage the contributions of know-how, team-working and collaboration in building best practices and “how-to” guides for assets and processes
  • To bring to the attention of others your contributions and promote the use of such contributions and to encourage constructive criticisms and thus enhancements to your contributions
  • Internal & service related purposes, such as to provide, maintain, protect, improve, and personalise our services, to develop new ones and to protect the rights, property, or safety of Mtv and our users
  • To communicate with your and bring to your attention Mtv documents (forms, safety warnings, checklists, work orders, documentation, best practices…) that you are required to execute or that may be of interest to you
  • To enforce the Privacy Policy of Mtv but also of your User Company
  • To monitor and analyse trends, usage and activities in connection with the services provided by the Mtv platform
  • To investigate and prevent fraudulent transactions, unauthorised access to or use of Mtv services, and other illegal or unusual activities
  • To improve your user experience and overall quality of our services

Where appropriate or required by data protection laws, we will ask for your consent before using information for a purpose other than those that are set out in this Privacy Policy.

3.1 Retention of Personal data

We will retain your personal data for the time necessary to perform the services your User Company. Depending on the policy of your User Company or the law of your country we are required to keep the information for certain periods of time. That may happen in the case, for example of the need to issue or resolve legal claims and/or record keeping of your User Company.

When we no longer require your information we will ensure that it is destroyed or de-identified.

3.2 Disclosure of personal information

We will not disclose your personal information to any agency outside of the defined limits of the User Company, unless instructed to the contrary by yourself or by your User Company and permitted by the relevant Privacy Policy.

Your User Company will normally provide a “closed” system that is not accessible to Search engines or outside access. Below we describe the ways we keep you and your information private.

3.3 Protection of your privacy - encryption and data protection

We have put in place robust measures regarding the security of the information we collect and store about you (including through the use of network and database security measures) and will use our reasonable endeavours to protect your personal data from unauthorised access to or unauthorised alteration, disclosure or destruction.

Mtv uses encryption technologies at all levels of the application stack:

At the database level:

  • The user passwords are encrypted
  • At the option of the Customer, the encryption can be extended to the full database so a would-be attacker is blocked from extracting sensitive information directly from the file system’s data files (the table space files)
  • The connection between the database and the middle tier goes through a dedicated channel that may also be encrypted if required by the network topology.

Data transfer encryption:

  • Data transfer between the client and the server is permanently encrypted and cannot be disabled by the end-user
  • The same applies to all external connections like multimedia encoding service providers, CMMS or other systems.

Device or mobiles encryption:

The encryption is provided by the operating system:

  • The iOS devices systematically encrypt the full storage
  • The same option is available to the Android systems and can be enforced according to Customer policies.
  • A password is required to access data in the mobile device’s database so the information is secured in the event a device is lost, stolen, or an attempt is made to access the device by an unauthorized third party.
  • All data entered by the user are encrypted before being committed to persistent storage.
  • To enforce further the effectiveness of the encryption, the mobile application is configured in such a way that the backup of the cached data (on a local computer or cloud) is disabled. Thus, even if a user wants to make a full copy of the device, such a backup will not include the locally cached database.

Other aspects of information protection

There are other ways to protect information:

  • Read/write rights mentioned above, as well as the limitations on downloads per category of information, also mentioned above
  • WMD – or what is termed the weapon of mass destruction that allows an administrator to wipe clean a remote device

4. The changes you can make to your own information

The User Company to which you belong will decide limitations and access to the data. Mtv provides ways for you to:

  • Edit your photo, personal information, email etc.
  • Credentials, qualifications and competencies...

The Mtv platform makes it possible for users to operate anonymously but that function may not be acceptable to the User Company. Normally, on a single User Company database the member users have the ability to consult your contributions, your name, email and other details such as qualifications and your current contributions. Other details such as pay rates, holiday time are not normally recorded in Mtv but if so they are fully protected.

5. Enforcement

We regularly review our compliance with our Privacy Policy. When we receive formal written complaints, we will contact the person who made the complaint to follow up. We work with the appropriate regulatory authorities, including local data protection authorities, to resolve any complaints regarding the transfer of personal data that we cannot resolve with our users directly.

5.1 Restrictions in the use of your information

The User Company to which you belong may provide ways for you to restrict the use of your personal information within the User Company. Mtv makes such tools available, such as Entities, Categories, Access rights and other services.

5.2 Access, Correction & Complaints

Access: You may request details of the personal information that we hold about you. An administrative fee may be payable for the provision of such information.

Correction: If you believe that any information we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, please contact us using the details below. We will take reasonable steps to correct any information found to be inaccurate, incomplete, misleading or out of date.

Complaints: If you believe that any of these Privacy Principles have been breached and wish to make a complaint, please contact us using the details below and provide us with full details of the alleged breach. We will promptly investigate your complaint and respond to you, in writing, setting out the outcome of our investigation and the steps we will take to deal with your complaint.

6. Changes to our Privacy Policy

We may revise this Privacy Policy from time to time and will post the most current version on our website. If a revision meaningfully reduces your rights or involves a material change to our processing of your personal information, we will notify you.

7. Contact

If you have any enquiries or if you would like to contact us about our processing of your personal information, please contact us as indicated below.

MaintenanceTV Ltd is a company incorporated under English law with the company number 8153752. It is the parent company of MaintenanceTV France - Siret No: 791624125 00039. All privacy matters are executed either in or out of the Montpellier office:

Address: MaintenanceTV France, 672, rue du Mas de Verchant - CS37777 F-34967 Montpellier Cedex 02, Tel +33 (0)434 88 34 66

Data protection & Privacy Officer: Mr Adrian Nica