Privacy Policy

Last updated October 7, 2026 (effective October 7, 2026)

This policy explains how The Maintenance Line LLC, a Florida limited liability company based in Sarasota, Florida (“TML,” “we”), collects, uses and shares personal information through themaintenanceline.com, the tickets site and QR forms (tickets.themaintenanceline.com), cleaning check-in pages, the client portal, the vendor application and job links, the TML phone app, and TML’s ops site (the “Services”). TML Workspace has its own policy at tmlworkspace.com/privacy.

1. What we collect

Who	What we collect	Where it comes from
Website visitors	IP address, browser and device details, pages visited (server logs); a language cookie	Your browser
People who report problems (employees, residents, tenants, household members, guests)	Name, phone number, email (if given), the location, the problem, urgency, access notes, photos you choose to add, the time; your device’s location when you send the form (see “Location from QR scans” below); your IP address and a device cookie used only for spam protection	The QR form or app
Cleaners	Name (your phone also remembers it for next time), the area, the checklist you tick, an optional note, an optional photo taken with your phone camera, the time, and your device’s location when you check in or finish (see “Location from QR scans” below)	The cleaning check-in page
Client staff with certifications	Name, email, certification type (for example CPR or food handler), expiry dates, an optional photo of the card	Entered by your employer’s Managers
Client users (Managers and Staff)	Name, email, phone, role, locations, language, sign-in records, approvals and actions in the portal or app; for the phone app, a push notification token and basic device details; at TML locations, your device’s location when you check in, start a visit or finish a visit in the app (see “Location from QR scans and the TML phone app” below)	You, your employer, or TML
Clients (the businesses we serve)	Business and billing contacts, locations, plans, invoices and payment status, site notes, walkthrough photos (shutoffs, panels, equipment labels), equipment details, service agreements and inspection dates, alarm company name, phones, account number and call-ahead instructions (never alarm codes)	The client
Vendors	Business name, contacts, trades, service area, license numbers, insurance and workers’ comp documents, W-9 (which contains a taxpayer ID number), agreement status, job history and performance	The vendor’s application or TML

We don’t receive Face ID or fingerprint data; your phone handles it.

Location from QR scans and the TML phone app

At TML locations, QR forms (repair requests and cleaning check-ins) and the TML phone app (check-ins, Start visit and Finish visit) ask for your device’s location at those steps. The app’s repair-request form doesn’t ask for location. This is always on at TML locations; it is how TML verifies reports and vendor visits. We use your location only to confirm you’re at that site and to prevent false reports.

What we save: latitude, longitude, how accurate it is, how far it was from the site, and the time, with that ticket, check-in or visit. Photos you take in the form or the app get our server’s time and the same verified status and distance; we don’t add coordinates to photos.
Who sees it: the client business sees whether it was verified on site, the distance and the times. Raw coordinates are internal to TML. Reports never show coordinates.
No tracking: we only read your location once at each of those steps. We don’t track it over time or in the background, and we don’t use it for advertising. The app asks for location only while you’re using it, never “Always.”
Deletion: we delete the coordinates after 60 days. The ticket, check-in or visit, with its verified status, distance and times, stays in the client’s records.
Your choice: your phone or browser asks first. You can say no, and you can change it later in your phone’s settings. On a QR form, if you say no, your location is off, or you’re more than 5 miles from the site, the form won’t send and shows how to turn location on. Reports marked as emergencies or ASAP always go through and record that location was off or how far away you were. In the TML phone app, being more than 5 miles away never blocks a visit; it is marked Not verified. In the app, and for other signed-in staff, you can also continue without location by giving a reason. The record is then marked Not verified, and the client business can see the reason in the check-in log. If your phone shares only approximate location, the record may be marked Not verified.

For gas, fire, smoke, or danger to people, call 911 or the utility first.

Ubicación de los escaneos QR y de la app de TML (en español)

En los lugares de TML, los formularios QR (reportes de reparación y registros de limpieza) y la app de TML para teléfonos (registros, “Iniciar visita” y “Terminar visita”) piden la ubicación de su dispositivo en esos pasos. El formulario de reporte de reparación de la app no pide la ubicación. Esto siempre está activado en los lugares de TML; así es como TML verifica los reportes y las visitas de los proveedores. Usamos su ubicación solo para confirmar que está en ese lugar y para evitar reportes falsos.

Qué guardamos: latitud, longitud, su precisión, a qué distancia estaba del lugar y la hora, junto con ese reporte, registro o visita. Las fotos que toma en el formulario o en la app reciben la hora de nuestro servidor y el mismo estado de verificación y distancia; no agregamos coordenadas a las fotos.
Quién la ve: la empresa cliente ve si se verificó en el lugar, la distancia y las horas. Las coordenadas exactas son internas de TML. Los informes nunca muestran coordenadas.
Sin seguimiento: solo leemos su ubicación una vez en cada uno de esos pasos. No la seguimos con el tiempo ni en segundo plano, y no la usamos para publicidad. La app pide la ubicación solo mientras la usa, nunca “Siempre”.
Borrado: borramos las coordenadas después de 60 días. El reporte, registro o visita, con su estado de verificación, distancia y horas, se queda en los registros del cliente.
Su decisión: su teléfono o navegador le pregunta primero. Puede decir que no y cambiarlo después en los ajustes de su teléfono. En un formulario QR, si dice que no, si tiene la ubicación desactivada o si está a más de 5 millas del lugar, el formulario no se envía y le muestra cómo activar la ubicación. Los reportes marcados como emergencia o ASAP siempre se envían y anotan que la ubicación estaba desactivada o a qué distancia estaba. En la app de TML, estar a más de 5 millas nunca bloquea una visita; queda como No verificada. En la app, y para otro personal con sesión iniciada, también puede continuar sin ubicación indicando el motivo. El registro queda como No verificado, y la empresa cliente puede ver el motivo en el registro de visitas. Si su teléfono comparte solo una ubicación aproximada, el registro puede quedar como No verificado.

Si hay gas, fuego, humo o personas en peligro, llame primero al 911 o a la compañía de servicios.

2. How we use it

To take in, route and follow up repair requests, and to tell the right people about them.
To dispatch vendors and share what they need for the job.
To show clients their tickets, costs, logs, reminders and alerts (for example service agreement, inspection and certification reminders, and missed cleaning check alerts).
To run the cleaning check-in log and certification reminders for the client business.
To check vendor documents and track their expiry.
To sign people in, keep the Services secure, and block spam and abuse.
To bill clients.
To follow the law and protect our rights.

We do not sell personal information, and we do not use it for targeted advertising.

The client business the report or record belongs to. For example, a resident’s report is visible to that property’s Managers, and a cleaner’s check-in is visible to that location’s Managers and Staff.
The vendor dispatched for a job: the problem, photos, location, access instructions, alarm call-ahead instructions and the client contact they need.
Service providers that help us run the Services, under their own confidentiality and security terms: our web hosting provider; Google (email and document storage for our business accounts); Stripe (card payments; we don’t store full card numbers); Intuit QuickBooks (invoicing and accounting); a text-message provider (Twilio), if we send you texts; Cloudflare (domain, network and security services); and Apple and Google (push notifications and app distribution).
When the law requires it, or to protect people’s safety or our rights.
If our business is sold or reorganized, to the new owner under this policy.

4. Text messages

We text only people who agreed to get texts from us:

People who report problems and tick the box on the request form get texts about that request, at the number they gave.
Vendors who agreed to job texts get texts about jobs we or a client send them (TML Workspace customers’ texts start “[Business] via TML Workspace”).
Client users get sign-in codes at their mobile number, and ticket alerts only if they turn them on.

Message frequency varies. Message and data rates may apply. Reply STOP to opt out, or HELP for help. You can also email [email protected]. We don’t send marketing texts.

We do not sell, rent or share mobile numbers or text-message opt-in or consent with third parties or affiliates for their marketing or promotional purposes. We share them only with our text-message provider so it can deliver the messages.

5. Cookies and similar tools

We use a few cookies needed for the Services to work: a language cookie, a device cookie for spam protection on public forms, and sign-in session cookies for the portal and ops site. The cleaning check-in page stores the cleaner’s name on their own phone so they don’t have to retype it. We don’t use advertising cookies.

6. How long we keep it

We keep tickets, photos, check-ins, certification records and related information as the client’s service records while the client uses TML and for as long afterward as needed for those records, unless the client asks us to delete them sooner and the law allows. We keep vendor documents while the vendor is on our bench and for as long afterward as we need them for our records. We keep spam-protection logs only as long as needed to protect the forms. We keep billing records as long as tax law requires. Links to check-in photos expire after 24 hours. We delete the location from QR scans and the app (latitude, longitude and accuracy) after 60 days; the ticket, check-in or visit stays.

7. Your choices

Delete your app account in the app (Settings, then Delete account) or at themaintenanceline.com/delete-account. This does not cancel a business’s membership, and tickets stay in that business’s records.
Ask about your information. Email [email protected] to ask what we have about you, or to correct or delete it. If the information belongs to a client’s service records, we may refer you to that client.
Turn off push notifications in your phone’s settings.

8. Children

The Services are for businesses and adults. We don’t knowingly collect information from children under 13. At child care locations, our forms ask for photos of the problem or empty room only, with no people in them. If you believe we have a child’s information, email us and we will delete it.

9. Security

We use encrypted connections, one-time sign-in codes, limited staff access, and signed, expiring links for photos. No system is perfectly secure. If a breach affects your personal information, we will notify you as the law requires.

10. Changes

We will post changes here with a new date. For material changes, we will also notify clients by email.

11. Contact

The Maintenance Line LLC, Sarasota, Florida. Email [email protected]. Phone (941) 957-9838.