Privacy policy

1. Who we are and when we are the controller

KeepUp is a maintenance management system (CMMS) for organizations. The service is provided by KeepUp, LLC (identification number 445870736, address: 105 Parnavaz Mepe St, apt. 60, Batumi 6004, Georgia) - "KeepUp" or "we".

This policy explains how we process personal data where we ourselves are the controller:

• visitors of keepup.ge;
• people who fill in the quote form, write to us or call us;
• the KeepUp account a person signs in with (phone number, name, password).

Data entered in an organization's workspace (work orders, photos, voice notes, comments, assets, costs, staff roles) is processed by the customer organization as the controller. KeepUp processes that data as a processor, on the organization's instructions (see the data processing agreement). For questions about that data, please contact your organization.

2. What data we process

• Website: keepup.ge uses no cookies and no advertising. To count visits it uses Cloudflare Web Analytics: cookieless, aggregate statistics (pages viewed, the referring site, country, browser and device type) that do not identify you and do not follow you across sites. When you send a form or sign in, the server log briefly keeps the IP address, time, requested address and browser type, for security.
• Quote request: name, organization, sector, phone, city, language and the time of consent; optionally your e-mail, number of assets and a message.
• Letters and calls: what you write to info@keepup.ge or tell us on the phone.
• Account: phone number, name, a hash of the password (we never store the password itself), language, when the number was verified, sign-in sessions and hashes of one-time SMS codes.
• SMS log: a masked number (e.g. +995 59• ••• •67), the purpose and the delivery status.

KeepUp does not collect patient data, and we ask users not to enter it.

3. Why we process it

• to prepare a quote and get back to you;
• to let you sign in, send you an SMS code and protect your account;
• for security, fixing errors and preventing abuse;
• to meet obligations set by law.

We do not sell data, do not use it for advertising and do not take automated decisions based on it.

4. Legal basis

Under the Law of Georgia on Personal Data Protection:

• consent - the quote form (the consent box is required; you can withdraw consent at any time);
• concluding and performing a contract - your account and signing in;
• legitimate interest - security, the server log and error reports;
• legal obligation - where the law requires it.

5. Retention

• Quote requests: 12 months, then deleted automatically;
• account data: while the account is active; a sign-in session lasts 30 days, an SMS code 5 minutes;
• technical records of the mobile app's offline actions: 90 days;
• server log and error reports: a short period, then replaced automatically;
• backups: 7 daily, 4 weekly and 6 monthly copies - deleted data disappears from the backups within 6 months at the latest.

6. Who we share it with

We share data only with providers who work on our instructions to deliver the service:

• Hetzner Online GmbH - servers and backups (Germany, Finland - EU); backups are encrypted with our key;
• Cloudflare, Inc. - DNS for the domain, forwarding of mail sent to info@keepup.ge and cookieless, aggregate visit statistics of keepup.ge (Cloudflare Web Analytics);
• uBill (Georgia) - sending SMS;
• Functional Software, Inc. (Sentry) - error reports, EU region; phone numbers, codes and tokens are removed before sending;
• Google (Firebase Cloud Messaging), Apple (APNs) and the browsers' push services - notifications in the app and browser; a notification contains no description, comment or reporter text;
• Let's Encrypt - TLS certificates (domain names only);
• Backblaze, Inc. (if switched on) - a second encrypted backup copy (EU);
• the AI provider (currently Anthropic, PBC, USA) - only in organizations whose admin switched on the AI advice. It receives text about the equipment and the work order, with phone numbers, e-mails, personal ID numbers and people's names removed first; photos and voice notes are never sent; the data is not used to train models.

We transfer data outside Georgia only with the safeguards the law requires (a data protection agreement). We disclose data to public authorities only where the law requires it.

7. Your rights

Under the Law of Georgia on Personal Data Protection you can:

• get information about how your data is processed and a copy of it;
• ask us to correct inaccurate data;
• ask us to delete your data or stop processing it (blocking); how to delete your account: Account deletion;
• receive your data in a structured format;
• withdraw your consent at any time;
• complain to the Personal Data Protection Service of Georgia (personaldata.ge).

We answer within the period set by law. If a request concerns data in an organization's workspace (for example a comment you wrote), we forward it to that organization and help it respond.

8. Changes

When we change this policy we update the date at the top of the page. We tell customer organizations about significant changes in advance.

9. Contact

E-mail: info@keepup.ge
Phone: +995 599 06 60 05 (Mon-Fri 10:00-19:00)
Address: 105 Parnavaz Mepe St, apt. 60, Batumi 6004, Georgia