Privacy Notice

FreshControls provides multi-tenant environmental-monitoring software and related hardware. This notice applies to visitors to our website, people who contact us or request a demo, and the users and administrators of organizations that subscribe to the service.

When your organization is our customer, that organization is the controller of the operational data it collects through the service, and FreshControls processes that data on its behalf under our agreement.

Data residency is a first-class promise, not a setting we quietly work around. In plain terms:

Monitoring data and login credentials are stored in your chosen region; notification providers process delivery content. Directory and commerce data are processed on the US control plane.

Live readings, alarm history and device credentials are stored by the monitoring plane in your chosen region. Notification providers process the message content needed for delivery. Directory and commerce information — who your organization is and what you have purchased — is processed on the US control plane.

When you use the service, devices report operational data that we process to deliver monitoring, alarms, and reporting. This typically includes:

• Sensor readings such as temperature, humidity, door state, and power status, with their timestamps.
• Device and gateway identifiers, connectivity status, and diagnostic signals.
• Alarm events, notifications sent, and acknowledgements — including who acknowledged and when.
• Configuration you enter, such as sites, zones, thresholds, schedules, and recipient lists.

We process operational data to run the service for your organization, to send the alerts you configure, to generate compliance reports, and to keep the service secure and reliable. We retain it according to your plan and configuration so that your compliance records remain complete.

Your organization owns its operational data. We may also derive aggregated, de-identified information from how the service is used across our customer base — typical sensor behaviour, alarm patterns, and reliability statistics — and use it to operate, secure, benchmark, and improve the service and to produce general industry insight. We do this only where the result cannot reasonably be used to identify your organization, your sites, or any individual, and we do not publish or share your identifiable operational data. Our Terms of Service state the same right in contractual terms.

To provide and bill for the service, we process a limited set of directory and commerce data on the US control plane, including account and user identity, roles, organization details, subscription and purchase records, and support correspondence.

Payment card details are handled by our payment processor; FreshControls does not store full card numbers.

When you submit our contact or demo form, or otherwise ask to hear from us, we process the details you provide — such as your name, company, email, phone, fleet size, and message — as prospect data. This information is processed on the US control plane so that our team can respond and follow up.

How long we keep prospect data

We keep prospect and lead data only as long as we have a reasonable prospect of doing business together. If a lead does not become a customer and has no qualifying activity for 24 months, we anonymize that lead record so it can no longer be linked to you. Anonymized, aggregate information may be retained to understand demand and improve our marketing.

We use lead data to reply to you and to send information you asked for. We do not sell it. You can ask us to stop contacting you at any time.

Our marketing website uses privacy-friendly, cookieless analytics that do not track you across sites and do not build an advertising profile. Because it does not use tracking cookies, we do not show a consent banner for it.

We also process standard server logs to keep the site secure and available.

We share data only as needed to run the service and our business:

• With service providers that host infrastructure, deliver notifications (email, SMS, and voice), and process payments — under contracts that limit their use of the data.
• With your own organization’s administrators and the recipients you configure to receive alerts and reports.
• When required by law, or to protect the rights, safety, and security of our users and the service.
• In connection with a business transfer, subject to the commitments in this notice.

We do not sell personal information.

We use technical and organizational measures designed to protect data in transit and at rest, to control access on a need-to-know basis, and to keep the service resilient. No system is perfectly secure, but security and reliability are core to how the product is built.

Depending on where you live, you may have rights to access, correct, delete, or port your personal information, and to object to or restrict certain processing. To exercise a right, contact us using the details below.

If you are a user within a customer organization, we may direct your request to that organization, which controls the operational data.

We may update this notice as the service evolves or the law changes. When we make a material change, we will update the effective date above and, where appropriate, provide additional notice.

Questions or requests can be sent to privacy@freshcontrols.com, or through our contact page.