Privacy Policy

Last updated: 14 October 2026

This Privacy Policy explains how Boroto Ltd ("Maintivo", "we", "us") collects, uses and protects personal data when you use the Maintivo iPhone app, the Maintivo web app at app.maintivo.com and this website (together, the "Service"). We are the data controller for your account and billing data, and a data processor for the records you create about your own customers (see section 5). We process data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Maintivo is a product of Boroto Ltd, a company registered in England & Wales (company number 15171190), registered office 10 Church Square, Leighton Buzzard, England, LU7 1AE. For any privacy question you can reach us at info@maintivo.com.

2. Data we collect

We collect the following categories of personal data:

• Account data, name, email address, phone number and password when you create an account. If you sign in with Apple or Google, we receive your name and email address from that provider instead of a password.
• Company details, business name, address, contact details, logo, company and VAT numbers, the company's Gas Safe registration number and F-Gas certificate number, and the bank details you choose to show on your invoices, where you enter them.
• Engineer details, each engineer's name, email address, role in the company, and their Gas Safe ID and F-Gas certificate number and category where entered. These print on the records they sign.
• Content you create, inspection reports, photos, meter readings, checklists, the signatures of engineers and of their customers, client and site contact details, equipment records, invoices and any files you upload.
• Subscription data, which plan you have, whether it was bought through Apple or by card on the web, and its status and renewal dates. We do not receive or store your full card number.
• Notification data (iPhone app), if you allow notifications, a push token for your device, used to send reminders such as equipment that is due.
• Usage & device data, technical logs kept by our hosting providers, such as IP address, browser or device type and the time of a request. The iPhone app contains no third-party analytics tools. It records a short list of in-app events in our own database, linked to your account (for example: a report saved, a PDF made, the subscription screen shown, a trial started), so that we can see how the app is used and improve it. If you have chosen in your iPhone settings to share analytics with app developers, Apple also passes us crash reports, which do not identify you. When the iPhone app opens, and when you come back to it, it asks Expo’s update service whether there is an app update and downloads it if there is; that request carries your device’s IP address, its platform and the app version, and no account data. The web app (app.maintivo.com) counts anonymous usage events through our own server, which passes an anonymous count to Google Analytics: no analytics cookie or identifier is stored and your IP address is not passed on. On this website, cookies for analytics and session replay are set only after you accept the cookie banner. Before you make a cookie choice, we count page views and a few clicks through our own server, which passes an anonymous count to Google Analytics; no cookie or other identifier is stored on your device and your IP address is not passed on. If you click Accept, Google Analytics and Microsoft Clarity are loaded and use cookies. If you click Essential only, nothing is counted from then on.
• Device permissions (iPhone app), the app asks before it uses any of these, and you can change your answer in iOS Settings at any time: the camera and photo library, to add site photos to a report; the microphone and speech recognition, to dictate notes, which are turned into text on your iPhone so the audio never leaves it; notifications, for reminders; and tracking, described below. The app contains the Face ID permission text for an optional app lock, but Face ID is not used today.
• Communications, messages you send us via the contact form, email or support.
• Advertising & attribution data (iPhone app), only if you give permission through Apple's App Tracking Transparency prompt: your device's advertising identifier (IDFA), the vendor identifier (IDFV), IP address, an anonymous Meta ID, app install and app-open events, and purchase/subscription events. This is used to measure the performance of our advertising, as described in section 6a. If you decline the prompt, none of this is collected for that purpose.

Some content you enter (for example your customers' names, contact details and signatures) is personal data about third parties. Where you enter such data, you are responsible for having a lawful basis to do so, and we process it on your behalf (see section 5).

3. How and why we use it

• To provide and operate the Service, creating reports, generating and sending branded PDFs, storing your records and enabling invoicing.
• To manage your account, subscription and free trial.
• To provide support and respond to your enquiries.
• To improve, secure and troubleshoot the Service.
• To send service and, where permitted, occasional product messages. You can opt out of marketing at any time.
• To measure and improve the performance of our advertising campaigns (iPhone app, only with your tracking permission, see section 6a).
• To meet legal, tax and regulatory obligations.

4. Legal bases

We rely on the following legal bases under UK GDPR: performance of a contract (to deliver the Service you sign up for); legitimate interests (to secure, improve and support the Service, and for limited product communications); consent (for optional marketing, non-essential cookies, advert measurement in the iPhone app and the optional AI wording assistance); and legal obligation (for tax and compliance).

5. Controller and processor roles

We are the data controller for your account data, your billing and subscription data, and the data collected on this website.

We are a data processor for the reports, client details, site details, equipment records, signatures and invoices that a business customer puts into Maintivo. That is personal data about that business's own customers. The business is the controller of that data and we process it only on its instructions, to provide the Service. If you are a customer of a business that uses Maintivo and want to see, correct or delete your data, please contact that business first; we will help it respond.

6. Sharing & sub-processors

We do not sell your personal data. We share it only with the service providers who help us run the Service, under contracts that require appropriate protection. They are:

• Supabase, our database, sign-in (authentication) and file storage. Your account, reports, photos, signatures, client records and invoices are stored here, in London, United Kingdom (AWS region eu-west-2).
• Vercel, hosting for the web app and this website. The web app runs in Vercel’s London region, and report PDFs made in the web app are generated there.
• Apple, distribution of the iPhone app through the App Store, Sign in with Apple, in-app purchases, delivery of push notifications to your iPhone and, if you allow it in your iPhone settings, crash reports.
• Google, Sign in with Google, if you choose it. Google also provides Google Analytics on this website and in the web app, as described above and in our Cookie Policy.
• RevenueCat, subscription management for both the iPhone app and the web app. It receives your Maintivo account ID, your purchase history and, for a web purchase, your email address.
• Stripe, card payments on the web app. Your card details go directly to Stripe; we do not see or store your full card number.
• Resend, delivery of email: the reports and invoices you send to the recipients you choose, team invitations and account notices.
• Expo (650 Industries, Inc., United States), two services for the iPhone app: its push notification service passes reminders (such as equipment that is due) to Apple for delivery, and its update service (EAS Update) delivers app updates. The app contacts the update service when it opens and when you come back to it, sending your device’s IP address, its platform and the app version, and no account data.
• Anthropic, PBC, only if you switch on the optional AI wording assistance described in section 7.
• Meta Platforms, advert measurement in the iPhone app, only with your tracking permission (see section 6a).
• Microsoft, Microsoft Clarity on this website, which produces heatmaps and anonymised session replays with sensitive content masked. It loads only after you accept the cookie banner. The Google Analytics script also loads only after you accept; before that, Google Analytics receives only the anonymous counts described in our Cookie Policy.
• FormSubmit, delivery of messages sent through the contact form on this website.

Reports and invoices you generate are sent to the recipients you choose. We may also disclose data where required by law.

Your records are stored in the United Kingdom. Several of the providers above are based in, or may process data in, the United States or other countries outside the UK. Where data is transferred outside the UK, we ensure appropriate safeguards (such as UK adequacy regulations or standard contractual clauses) are in place.

6a. Advertising & app tracking (iPhone app)

Our iPhone app includes the Meta (Facebook) SDK, and uses RevenueCat, to help us understand whether our advertising works. The app shows Apple's App Tracking Transparency prompt. Only if you tap "Allow" does the app switch on Meta's SDK. It then shares your device's advertising identifier and app events (such as install and app open) with Meta Platforms, and passes your device's advertising and vendor identifiers, IP address and an anonymous Meta ID to RevenueCat, so that installs and subscriptions can be attributed to the adverts that led to them. Meta processes this data in accordance with its own privacy policy.

If you tap "Ask App Not to Track", the app does not initialise Meta's SDK from its own code and sends no events to Meta, and no advertising identifier is collected. You can change this choice at any time in iOS Settings → Privacy & Security → Tracking; if you withdraw permission, the app switches the measurement off the next time it starts. The web app contains no advertising or tracking tools. This data is never used to decide anything about your reports, records or account, your reports and customer data are never shared with Meta, and declining has no effect on any feature of the Service.

7. Optional AI wording assistance

Maintivo includes an optional feature that can tidy up the wording of the free-text notes you type. It works the same way in the iPhone app and the web app. It is off unless you turn it on, we ask you before it is used for the first time, and you can turn it off again at any time in Settings. Your choice is checked on our servers each time, so the feature cannot run without it. Declining costs you nothing but that one feature.

Who processes it. If you turn it on, the text you choose to refine is sent to Anthropic, PBC (the provider of the Claude models), acting as our sub-processor, and processed on servers in the United States.

What is sent. Only the text of the note in the single field you choose to refine. If you have typed personal details into that note yourself, they are part of the text and are sent with it. When a note is dictated, the numbers in it are replaced with placeholders before the text is sent.

What is never sent. Your customer's name, address and contact details; photographs; and your readings, measurements and pass/fail results. The feature is technically prevented from writing a measurement, a pass, a fail or a signature. It can only rewrite free text, and every suggestion is checked before you see it and rejected if it adds a number, drops a fault, or claims something you did not say. You always see what changed and nothing is used until you confirm it.

Legal basis. Your consent (UK GDPR Art. 6(1)(a)), which you may withdraw at any time in Settings without affecting the lawfulness of processing carried out before withdrawal.

Training. Your text is not used to train AI models.

What we keep. We keep a record of each suggestion in your account: your original wording, the suggested wording and whether you accepted it. It is removed when your account is deleted.

International transfer. This transfer to the United States is covered by appropriate safeguards, including standard contractual clauses / the UK Addendum.

No automated decision-making. The feature only proposes wording. It makes no decision about you or your customers, and produces no legal or similarly significant effects.

8. Storage & retention

Your records are stored with Supabase in London, United Kingdom. We keep personal data for as long as your account is active and as needed to provide the Service. Billing records are kept for as long as tax and accounting law requires.

Deleting a report. A deleted report moves to "Recently deleted" for 30 days. During that time the company's owner or admin can restore it from the web app. After 30 days, or sooner if the owner chooses to remove it straight away, it is permanently removed together with its photos, signatures and saved PDFs. A short history entry (the report number, what was done, when and by whom, and the changes made to the report while it existed) stays in the company's audit trail, which only the owner or admin can see.

Deleting an account. You can delete your account from Settings in the iPhone app or the web app. It takes effect immediately and cannot be undone.

• An engineer or admin, your sign-in, profile and profile photo are removed. The reports you created stay with your company, as they are part of its records.
• The only owner of a company, the company is removed with you: all its reports, photos, signatures and PDFs, its logo, clients, sites, equipment records, templates, invoices and report history. Engineers in the company keep their own sign-in but lose access to the company.

Deleting an account does not cancel a subscription. Cancel it first, in your Apple ID settings or from Plan & billing in the web app. Copies may remain in our providers' backups for a limited time before they are overwritten.

Downloading your data. A company's owner or admin can use "Download my data" in the web app to export the company's records, including report PDFs, photos and invoices.

Erasing one of your customers. If one of your customers asks you to delete their data, the owner or admin can erase that client from the web app. The client record is removed and their reports move to "Recently deleted". Records that the law requires to be kept (such as gas safety records still inside their keep period, F-Gas records and invoices) are not removed.

Records the law requires you to keep. Some records must be kept for a set time, for example gas safety records and F-Gas records. As the controller of your own customers' data, you are responsible for keeping the records the law requires. Maintivo warns you before such a record is deleted.

Drafts in the web app. A report you have started but not saved in the web app is kept as a draft in your own browser, and is dropped after 14 days.

9. Your rights

Under UK GDPR you have the right to access, correct, delete, restrict or object to processing of your personal data, to data portability, and to withdraw consent where processing is based on consent. To exercise any right, email info@maintivo.com. You also have the right to complain to the UK Information Commissioner's Office (ICO) at ico.org.uk.

10. Security

We use technical and organisational measures to protect personal data. These include:

• Encryption in transit, all connections to the apps, this website and our database use HTTPS.
• Separation per company, each company's data is kept apart by row-level security rules in the database, so one company cannot read another's records.
• Role-based access, a company's owner and admins can see all of that company's records; an engineer can see only their own reports.
• Private file storage, report photos, signatures and saved PDFs are held in private storage and are reached through time-limited links. Company logos and profile photos are held in storage that can be reached by anyone who has the link, so that they can appear on the documents you send.

No system is perfectly secure, but we work to protect your data and will notify you and the relevant authority of any breach as required by law.

11. Contact

Questions about this policy or your data? Email info@maintivo.com. We may update this policy from time to time; the "last updated" date above shows the current version.