Privacy Policy

1. Scope of This Privacy Policy

This Privacy Policy applies to information collected through:

• The CortexCMMS website;
• CortexCMMS web applications;
• CortexCMMS mobile applications;
• CortexCMMS software-as-a-service platform;
• CortexCMMS AI Agents and AI-powered features;
• Customer support and communications;
• Marketing and sales activities;
• Product demonstrations and trials;
• APIs and integrations; and
• Other services that link to this Privacy Policy.

CortexCMMS is primarily designed for businesses and their employees, contractors, and other authorized representatives.

For purposes of this Privacy Policy, “Personal Information” means information that identifies, relates to, describes, or can reasonably be associated with an identifiable individual.

2. Information We Collect

The information we collect depends on how you interact with CortexCMMS.

2.1 Information You Provide Directly

We may collect information that you voluntarily provide, including:

Account and Contact Information

• First and last name;
• Business email address;
• Business telephone number;
• Company name;
• Job title or role;
• Username;
• Account credentials;
• Business address;
• Company size or industry;
• Profile information; and
• Other information necessary to create and manage an account.

Customer Information

When an organization subscribes to CortexCMMS, we may collect:

• Company information;
• Billing information;
• Subscription information;
• Authorized User information;
• Contract and order information;
• Customer support information; and
• Information necessary to configure the CortexCMMS environment.

Communications

We may collect information you provide when you:

• Contact us;
• Request a product demonstration;
• Request customer support;
• Submit feedback;
• Complete surveys;
• Participate in promotions;
• Communicate with our sales team; or
• Communicate with us through email, phone, chat, or other channels.

3. Customer Data

CortexCMMS is a business-to-business maintenance and asset-management platform. Customers may enter substantial operational information into the Services.

Customer Data may include:

• Equipment and asset information;
• Asset hierarchies;
• Work orders;
• Preventive maintenance schedules;
• Maintenance procedures;
• Failure records;
• Technician notes;
• Inspection results;
• Maintenance history;
• Parts and inventory information;
• Labor information;
• Equipment manuals;
• Images and videos;
• Audio recordings or voice-to-text inputs;
• Sensor or IoT data;
• Meter readings;
• Production information;
• Maintenance costs;
• Reliability information;
• Asset-performance information;
• Names and contact information of employees or contractors;
• Location information associated with facilities or assets;
• Documents uploaded by Customer;
• AI prompts and instructions; and
• AI-generated outputs.

Customer-Controlled Data

Where CortexCMMS processes information on behalf of a business Customer, the Customer generally determines what information is submitted to the Services and how that information may be used.

CortexCMMS processes such information in accordance with the applicable Customer agreement, these terms, and applicable law.

If you are an employee, contractor, technician, or other Authorized User of a CortexCMMS Customer and have questions about how your organization uses your information, you should first contact your organization.

4. Information Collected Automatically

When you access or use CortexCMMS, we may automatically collect technical and usage information.

This may include:

• IP address;
• Browser type;
• Operating system;
• Device type;
• Mobile device identifiers;
• Application version;
• Approximate location derived from IP address;
• Login activity;
• Date and time of access;
• Pages or screens viewed;
• Features used;
• Search activity;
• Workflows performed;
• Error and crash information;
• Performance information;
• Network information;
• API activity;
• Log information; and
• Other technical information necessary to operate and secure the Services.

We use this information to operate, maintain, secure, troubleshoot, and improve CortexCMMS.

5. Cookies and Similar Technologies

CortexCMMS and our service providers may use cookies, pixels, web beacons, software development kits, local storage, and similar technologies.

These technologies may be used to:

• Keep users logged in;
• Remember preferences;
• Provide core functionality;
• Improve website performance;
• Understand how visitors use our website;
• Analyze product usage;
• Detect fraud and security threats;
• Measure marketing campaigns; and
• Improve our Services.

Some cookies may be strictly necessary for the operation of the Services.

Where required by applicable law, we will provide appropriate choices regarding non-essential cookies.

6. Information We Receive From Third Parties

We may receive information from third parties, including:

• CortexCMMS Customers;
• Customer administrators;
• Identity providers;
• Cloud and hosting providers;
• Analytics providers;
• Payment processors;
• Marketing providers;
• Business information providers;
• Integration partners;
• Enterprise software platforms;
• IoT platforms;
• ERP and MES systems;
• Social media platforms; and
• Other business partners.

For example, if your organization connects CortexCMMS to an enterprise system, we may receive information made available through that integration.

7. Third-Party Integrations

CortexCMMS may integrate with third-party applications and platforms, including ERP, EAM, CMMS, MES, IoT, identity, inventory, analytics, and other enterprise systems.

Depending on the integration, CortexCMMS may receive or transmit information such as:

• Asset records;
• Work orders;
• Maintenance history;
• Inventory information;
• User information;
• Equipment information;
• Production information;
• Sensor information;
• Authentication information; and
• Other information authorized by the Customer.

Third-party integrations are controlled by the Customer and/or the applicable third-party provider.

Your use of a third-party integration may also be subject to that provider’s privacy policy and terms.

CortexCMMS is not responsible for the privacy or security practices of independent third-party services.

8. How We Use Personal Information

We may use Personal Information for the following purposes:

Providing the Services

To:

• Create and manage accounts;
• Provide access to CortexCMMS;
• Process work orders;
• Provide AI Agent functionality;
• Operate mobile applications;
• Provide integrations;
• Provide customer support;
• Maintain system functionality; and
• Perform services requested by Customers.

Improving CortexCMMS

We may use information to:

• Improve functionality;
• Develop new features;
• Analyze product usage;
• Troubleshoot technical problems;
• Improve reliability;
• Conduct research and development;
• Improve AI-powered functionality; and
• Develop new products and services.

Security and Fraud Prevention

We may use information to:

• Detect unauthorized activity;
• Prevent fraud;
• Protect accounts;
• Monitor security events;
• Investigate abuse;
• Protect our infrastructure; and
• Maintain the security of the Services.

Communications

We may use information to:

• Respond to requests;
• Provide service notifications;
• Send administrative communications;
• Provide product updates;
• Provide support communications; and
• Send marketing communications where permitted by law.

Legal and Compliance

We may process information to:

• Comply with applicable laws;
• Respond to lawful requests;
• Enforce our agreements;
• Protect our rights;
• Resolve disputes; and
• Prevent or investigate illegal activity.

9. CortexCMMS AI Agents and Artificial Intelligence

CortexCMMS uses artificial intelligence and machine-learning technologies to provide features including AI Agents, automated workflows, maintenance recommendations, asset analysis, work-order generation, troubleshooting assistance, summarization, and other intelligent functionality.

AI functionality may process information such as:

• Work orders;
• Maintenance history;
• Asset information;
• Equipment manuals;
• Technician notes;
• Images;
• Voice or text inputs;
• Sensor information;
• Failure history;
• Parts information;
• Procedures;
• User instructions; and
• Other Customer Data made available to the AI functionality.

9.1 AI Processing

AI Agents may analyze Customer Data to perform tasks authorized by the Customer’s configuration, including:

• Creating work orders;
• Prioritizing maintenance activities;
• Routing work;
• Recommending procedures;
• Identifying potential maintenance issues;
• Summarizing information;
• Identifying patterns;
• Supporting preventive maintenance;
• Supporting predictive maintenance;
• Recommending parts or resources; and
• Performing other configured maintenance workflows.

9.2 AI Outputs

AI-generated information may not always be accurate, complete, current, or appropriate.

Users should review AI-generated recommendations before taking consequential actions, particularly actions involving safety, equipment operation, regulatory compliance, or significant financial or operational impact.

9.3 AI Training

CortexCMMS will not use Customer Data to train generalized AI models without the Customer’s authorization, unless otherwise expressly agreed in writing or permitted by applicable law.

CortexCMMS may use aggregated or de-identified information for product improvement, analytics, research, benchmarking, and development, provided that the information cannot reasonably be used to identify the Customer or an individual.

9.4 Third-Party AI Providers

Certain CortexCMMS AI features may rely on third-party AI infrastructure or model providers.

Where applicable, information may be processed by those providers solely as necessary to provide the requested functionality, subject to contractual and security requirements.

CortexCMMS will seek to use providers that maintain appropriate confidentiality and security protections.

10. Aggregated and De-Identified Information

We may create aggregated, statistical, or de-identified information from information collected through the Services.

This may include information about:

• Maintenance trends;
• Asset performance;
• Work-order activity;
• Failure patterns;
• Maintenance frequency;
• Equipment categories;
• Industry trends;
• Product usage; and
• System performance.

We may use aggregated or de-identified information to:

• Improve CortexCMMS;
• Develop products;
• Conduct research;
• Analyze industry trends;
• Improve AI functionality;
• Produce benchmarking insights; and
• Measure Service performance.

We will not attempt to re-identify de-identified information except where required by law.

11. How We Share Information

We may share information in the following circumstances.

11.1 With Customers

If you are an Authorized User, information you submit through your organization’s CortexCMMS environment may be accessible to that organization and its authorized administrators.

Your organization may control how that information is used within its CortexCMMS environment.

11.2 Service Providers

We may share information with vendors and service providers that help us operate CortexCMMS, including providers for:

• Cloud hosting;
• Data storage;
• Security;
• Analytics;
• Customer support;
• Communications;
• Payment processing;
• Email delivery;
• Authentication;
• AI infrastructure;
• Monitoring;
• Data backup; and
• Other business functions.

These providers are authorized to process information only as necessary to provide services to CortexCMMS or as otherwise permitted by applicable law.

11.3 Business Transactions

We may disclose information in connection with:

• A merger;
• Acquisition;
• Financing;
• Reorganization;
• Bankruptcy;
• Sale of assets; or
• Other corporate transaction.

11.4 Legal Requirements

We may disclose information where reasonably necessary to:

• Comply with applicable law;
• Respond to legal process;
• Respond to government requests;
• Protect our rights;
• Protect the safety of individuals;
• Investigate fraud or abuse; or
• Enforce our agreements.

11.5 With Your Direction

We may share information when you instruct or authorize us to do so.

12. Sale of Personal Information

CortexCMMS does not sell Personal Information for monetary consideration.

CortexCMMS does not sell Customer Data to advertisers or data brokers.

If our practices change in a manner that constitutes a sale or sharing of Personal Information under applicable privacy law, we will update this Privacy Policy and provide any legally required notices and choices.

13. Marketing Communications

We may use business contact information to communicate with prospective and existing customers about CortexCMMS.

Marketing communications may include:

• Product announcements;
• New features;
• Industry information;
• Events;
• Webinars;
• Product demonstrations;
• Offers; and
• Other CortexCMMS-related information.

You may unsubscribe from marketing emails by using the unsubscribe mechanism included in the communication.

Even if you opt out of marketing communications, we may continue sending transactional or service-related communications.

14. Data Retention

We retain Personal Information and Customer Data for as long as reasonably necessary to:

• Provide the Services;
• Maintain Customer accounts;
• Fulfill contractual obligations;
• Meet legal requirements;
• Resolve disputes;
• Enforce agreements;
• Maintain security; and
• Support legitimate business purposes.

Retention periods may vary depending on the type of information and the applicable Customer agreement.

Following termination of a Customer account, Customer Data may be deleted or anonymized in accordance with applicable contractual obligations and CortexCMMS’s data-retention practices.

Customers may request data export subject to the terms of their applicable agreement.

15. Data Security

CortexCMMS uses commercially reasonable administrative, technical, and organizational safeguards designed to protect information.

These safeguards may include:

• Encryption in transit;
• Encryption at rest where applicable;
• Access controls;
• Authentication controls;
• Role-based permissions;
• Monitoring and logging;
• Security testing;
• Backup and recovery procedures;
• Network security controls; and
• Employee security practices.

However, no method of transmission or storage is completely secure.

Accordingly, CortexCMMS cannot guarantee absolute security.

16. International Data Transfers

CortexCMMS may use service providers and infrastructure located in countries other than the country in which you reside.

Where required by applicable law, we will implement appropriate safeguards for international transfers of Personal Information.

Customers with specific international data residency or transfer requirements may enter into additional contractual arrangements with CortexCMMS.

17. Children’s Privacy

CortexCMMS is intended for business use and is not directed to children.

We do not knowingly collect Personal Information from children under the age of 13, or such higher age as may be required by applicable law.

If we learn that we have collected Personal Information from a child in violation of applicable law, we will take appropriate steps to delete the information.

18. Your Privacy Rights

Depending on where you live, you may have certain rights regarding your Personal Information.

These rights may include:

• Right to know what Personal Information we collect;
• Right to access Personal Information;
• Right to correct inaccurate information;
• Right to request deletion;
• Right to data portability;
• Right to restrict certain processing;
• Right to object to certain processing;
• Right to opt out of certain targeted advertising or data sharing;
• Right to withdraw consent where processing is based on consent; and
• Right to appeal certain privacy decisions.

These rights vary by jurisdiction and may be subject to legal limitations.

If you are an Authorized User of a CortexCMMS Customer, some Personal Information may be controlled by your organization. In those circumstances, we may direct your request to the applicable Customer.

19. California Privacy Rights

If you are a California resident, you may have additional rights under the California Consumer Privacy Act (“CCPA”), as amended.

Subject to applicable exceptions and requirements, California residents may have rights to:

• Know the categories of Personal Information collected;
• Access specific Personal Information;
• Correct inaccurate Personal Information;
• Request deletion;
• Obtain information about disclosures;
• Opt out of certain sales or sharing;
• Limit certain uses of sensitive Personal Information; and
• Not receive discriminatory treatment for exercising applicable privacy rights.

CortexCMMS does not sell Personal Information for monetary consideration.

To submit a California privacy request, contact us using the information provided below.

We may need to verify your identity before completing certain requests.

If you are an Authorized User of a CortexCMMS Customer, we may refer your request to the applicable Customer because that Customer may control the relevant information.

20. European Economic Area, United Kingdom, and Switzerland

If you are located in the European Economic Area, United Kingdom, or Switzerland, you may have additional rights under applicable data protection laws, including the GDPR.

Depending on the circumstances, these rights may include:

• Access;
• Rectification;
• Erasure;
• Restriction of processing;
• Data portability;
• Objection to processing; and
• Withdrawal of consent.

Where applicable, CortexCMMS may process Personal Information based on:

• Performance of a contract;
• Legitimate interests;
• Compliance with legal obligations;
• Consent; or
• Other lawful bases recognized under applicable law.

Where CortexCMMS processes information on behalf of a Customer, the Customer may be the data controller and CortexCMMS may act as a processor or service provider.

21. Third-Party Websites and Services

CortexCMMS may contain links to websites or services operated by third parties.

This Privacy Policy does not apply to third-party websites or services that CortexCMMS does not control.

We encourage you to review the privacy policies of third-party services before providing them with Personal Information.

22. Do Not Track

Some web browsers offer a “Do Not Track” setting.

Because there is currently no universally accepted standard for responding to Do Not Track signals, CortexCMMS may not respond to such signals unless required by applicable law.

23. Changes to This Privacy Policy

We may update this Privacy Policy periodically.

When we make material changes, we may provide notice through:

• The CortexCMMS website;
• The CortexCMMS application;
• Email; or
• Other reasonable communication methods.

The “Last Updated” date at the top of this Privacy Policy indicates when it was most recently revised.

Your continued use of CortexCMMS following the effective date of an updated Privacy Policy constitutes acceptance of the revised policy to the extent permitted by applicable law.

24. Contact Us

If you have questions about this Privacy Policy or wish to submit a privacy request, contact us at:

CortexCMMS
6620 Gunn Hwy, Tampa, FL 33625
United States
Privacy Email: privacy@cortexcmms.com
General Contact: support@cortexcmms.com
Website: www.cortexcmms.com

For privacy requests, please include enough information for us to understand and respond to your request.

If you are an Authorized User of a CortexCMMS Customer, you may also contact your employer or organization regarding information they control.

25. Data Processing Agreements

Enterprise Customers that require additional privacy, security, or data-processing commitments may enter into a separate Data Processing Agreement (“DPA”) with CortexCMMS.

Where applicable, the DPA will govern the processing of Customer Data on behalf of the Customer and may include additional requirements concerning:

• Data protection;
• Security;
• Subprocessors;
• International transfers;
• Data retention;
• Data deletion;
• Data subject requests; and
• Incident notification.

Where there is a conflict between a signed DPA and this Privacy Policy, the DPA will control with respect to Customer Data processing.

CortexCMMS is committed to building AI-powered maintenance technology that helps organizations operate more efficiently while maintaining strong standards for privacy, security, and responsible use of data.