Privacy Policy — Pulsus Machinae

Pulsus Machinae is a computerized maintenance management system ("CMMS") offered as a subscription service by Machina Dominus Systems ("we", "us", or "the Provider") to subscribing companies ("Customers"). This Privacy Policy explains what information we collect through the Pulsus Machinae web application, how we use it, and the choices you have.

1. Who this policy applies to

Pulsus Machinae is a business application used by the personnel of subscribing Customers — maintenance technicians, supervisors, administrators, requesters, and approved vendors or contractors. External work-request submitters (visitors scanning a QR code to report an issue) are also covered by this policy with respect to any information they voluntarily provide. Each Customer controls the data entered into its own account; we process that data on the Customer's behalf to provide the service.

2. Information we collect

Account information. Name, email address or username, role, discipline, hourly rate (administrator use only), and a hashed password.
Contact information. Optional phone number, provided by the user for workplace contact purposes.
Subscription and billing information. Company name, billing email, and subscription status. Payment card details are collected and stored by our payment processor (Stripe), not by us.
Push subscription data. If you enable push notifications on a device, we store the push endpoint and encryption keys issued by your browser so we can deliver notifications to that device.
Operational data. Work orders, asset records, maintenance history, time logs, comments, photos and documents uploaded by users, and audit-trail activity (who did what, when).
Device and usage data. IP address, browser user-agent, and basic access logs retained for security and debugging purposes.
Submitted requests. If you submit a work request from a public QR-code landing page, we collect the issue description and any contact details you choose to provide.

3. How we use your information

To operate the Pulsus Machinae application and authenticate your access.
To route work orders, send notifications, and coordinate maintenance work.
To produce reports on labor, asset cost, and vendor performance for your company.
To deliver push notifications and email alerts about work orders to users who have enabled them.
To manage subscriptions, process payments, and communicate about billing.
To detect and prevent security incidents and misuse of the system.

4. Push notifications

Pulsus Machinae can send push notifications to devices where you have installed the app and explicitly granted notification permission. Notifications are transactional alerts about equipment and work orders — not marketing.

Opt-in only: notifications are sent only after you enable them on a device; your browser or operating system will ask you to confirm.
Frequency: varies with maintenance activity — typically work order assignments, status changes, and CRITICAL equipment alerts.
Opt out: disable notifications from your Profile page on that device, or revoke the permission in your browser or device settings, at any time.
Delivery: notifications are routed through your browser vendor's push service (for example Apple, Google, or Mozilla), which sees only an encrypted payload.

No contact or subscription information will be shared with third parties or affiliates for marketing or promotional purposes. Push subscription data is used only to deliver alerts within the Pulsus Machinae system.

5. How we share information

We do not sell personal information. We share information only with the service providers required to operate Pulsus Machinae, and only to the extent necessary for them to deliver their service:

Stripe — to process subscription payments and manage billing.
Resend — to transmit transactional email.
Browser push services (Apple, Google, Mozilla) — to deliver push notifications to devices where you have enabled them.
AI providers (xAI and Anthropic) — to power equipment identification, diagnostic assistance, document summarization, and translation of user-entered content. Content sent to these providers is not used to train their models.
Vultr — our hosting provider, which stores the database and application files.

We may disclose information if required to do so by law, subpoena, or valid legal process, or to protect the rights, property, or safety of the Provider, our Customers, our users, or the public.

6. Data retention

Work-order and asset records are retained for the life of the Customer's subscription as part of its maintenance history. User accounts may be deactivated (disabled) rather than deleted so that historical labor attribution remains accurate. Backups are retained for 30 days.

7. Security

Pulsus Machinae is served over HTTPS with a valid TLS certificate. Passwords are hashed with argon2id. Each Customer's data is isolated from other Customers' data. The database is not publicly accessible from the internet. We apply security updates promptly and follow industry-standard practices, though no system can be guaranteed completely secure.

8. Your choices

You may update your profile information at any time from the Profile page.
You may turn push notifications off from your Profile page or your device settings at any time.
You may request a copy or deletion of your personal data by contacting us at the address below. Data required for audit, safety, or legal purposes may be retained.

9. Children

Pulsus Machinae is a workplace application. It is not directed to, and we do not knowingly collect personal information from, anyone under 16.

10. Changes to this policy

We may update this policy from time to time. The "Effective date" at the top of this page reflects the latest revision. Continued use of Pulsus Machinae after an update constitutes acceptance of the revised policy.

11. Contact

Questions about this policy or your data can be directed to:
Machina Dominus Systems
Attn: Pulsus Machinae Administrator
support@mdominus.com