Effective Date: July 9, 2026 | Last Updated: July 9, 2026
This Privacy Policy explains how AgileFM ("AgileFM", "we", "us", or "our") collects, uses, discloses, and protects information when you use the AgileFM facility management application (the "App"). AgileFM is a business-to-business (B2B) software-as-a-service platform used by companies to manage facilities, work orders, compliance, vendors, and related operations. By using the App, you agree to the practices described in this Privacy Policy.
We collect the following categories of information: • Account and user information: name, email address, phone number, role, and profile photo when you are invited to or create an account. • Company/business account information: company name, billing contact, address, and subscription/plan details, provided by your organization's administrator. • Facility and site data: site names, addresses, square footage, floors, and related property details entered by your organization. • Work orders and maintenance records: descriptions, statuses, priorities, photos, assigned technicians, and related maintenance history. • Vendor data: vendor names, contacts, certificates of insurance, contracts, and performance history. • Invoice and business financial data: invoice numbers, amounts, vendor billing details, and related coding information used for facilities operations (not consumer payment card data — the App does not process consumer payments or in-app purchases). • Compliance records: inspection results, regulatory compliance status, due dates, and related documentation. • User-generated content: notes, comments, messages, uploaded documents, and photos added by users within the App. • Device, log, and technical data: device type, push notification tokens, IP address, browser/app version, and usage/log data collected automatically to operate and secure the App.
Information is collected directly from you or your organization when you create or use an account, fill out forms within the App, upload files or photos, or communicate with support. Technical and device data (such as push notification tokens and usage logs) is collected automatically as part of operating the App.
We use collected information to: operate and provide the App's core facility management features; authenticate users and manage account access and permissions; enable work order, compliance, vendor, and invoice tracking workflows; send notifications and alerts related to your account and assigned tasks; provide AI-powered recommendations and insights (see Section 5); maintain security, prevent fraud, and troubleshoot issues; and comply with legal obligations.
The App includes optional AI-assisted features, including an AI Copilot, AI Schedule Assistant, AI Compliance Recommendations, and AI Vendor Review. These features are powered by Base44's InvokeLLM infrastructure and underlying third-party large language model (LLM) providers. What data may be sent to AI services: When you use an AI feature, relevant business data you choose to analyze may be sent to the AI service for processing. This may include work order details, invoice data, compliance records, facility/site data, vendor information, and text you enter into the AI feature. Purpose of AI processing: This data is processed solely to generate the requested output — such as recommendations, summaries, scheduling suggestions, or compliance insights — for your organization's use. AI providers do not use your data to train their general-purpose models on our behalf. Consent required: Before any AI feature is used for the first time, the App displays a clear consent screen explaining what data may be processed and why. AI processing only occurs after a user explicitly agrees. This consent is recorded on the user's account and is not requested repeatedly once given. Third-party AI processing follows industry-standard data protection and security practices consistent with the safeguards described in Section 9.
We use trusted third-party service providers to operate the App, including: Base44 (application hosting, database, backend infrastructure, and AI/LLM processing via InvokeLLM); Firebase/Google (push notifications); and Google (OAuth sign-in, where applicable). These providers process data only as necessary to provide their services to us and are bound by appropriate confidentiality and data protection obligations.
We do not sell your personal information. We may share information: within your own organization (e.g., between team members, administrators, and property managers as intended by the App's role-based access controls); with the third-party service providers described in Section 6; when required by law, regulation, legal process, or governmental request; or to protect the rights, property, or safety of AgileFM, our users, or the public.
We retain account, facility, work order, compliance, vendor, and related business data for as long as your organization's account remains active, or as needed to provide the App's services, comply with legal obligations, resolve disputes, and enforce our agreements. Data associated with a deactivated or deleted account may be retained for a limited period to allow account recovery before permanent deletion.
We implement administrative, technical, and physical safeguards designed to protect information from unauthorized access, alteration, disclosure, or destruction, including encrypted data transmission, role-based access controls, and secure authentication. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.
You may request access to, correction of, or deletion of your personal information, or request to opt out of AI-powered processing, by contacting us using the details in Section 12. Requests related to company-wide business data (such as facility, work order, or compliance records) should generally be directed to your organization's administrator, who controls that data within the App. We will respond to verified requests in accordance with applicable law.
The App is a business tool intended for use by working professionals and is not directed at, nor knowingly used by, children under the age of 16. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected such information, we will take steps to delete it.
If you have questions about this Privacy Policy or wish to exercise your data rights, please contact us at: support@agilefm.ai
We may update this Privacy Policy from time to time. Material changes will be reflected by updating the "Last Updated" date below. Continued use of the App after changes take effect constitutes acceptance of the revised policy.