Your Privacy Matters

At UtilTag, we believe in transparency and respect for your privacy. We collect only the data necessary to provide our QR-code based maintenance alerts service. We never sell your information. Data that is no longer needed is handled in accordance with our retention practices and can be deleted upon request where applicable.

Privacy Policy

Last Updated: 9 January 2026

1. Information We Collect

Account Information

When you create a UtilTag account as a facility manager, we collect your name, email address, and account preferences. Payment information is processed securely through trusted third-party payment providers (such as Stripe) and is not stored on our servers.

Location and Configuration Data

When you create locations and UtilTags, we store the information you provide, such as location names, categories, physical location descriptions, report options (e.g. "Needs cleaning", "Broken fixture"), and notification settings. This data is used to display the reporting form to visitors who scan your QR codes and to route alerts to you and your team.

Report and Issue Data

When a visitor scans a UtilTag and submits a report, we collect the information they provide: the options they select (e.g. issue type), any free-text feedback, and any photos they upload. We may also collect technical data such as IP address and browser fingerprint for anti-spam and security purposes. Visitors do not need to create an account or provide their name or email to submit a report. Report data is associated with the location and shown to the facility manager and their designated team so they can resolve the issue.

Telegram and Team Data

If you or your team members link Telegram accounts to receive alerts, we store the association between your UtilTag account (or team member identity) and the linked Telegram identifier so we can send notifications for the relevant locations. We do not store the content of your Telegram messages beyond what is necessary to deliver UtilTag alerts.

Technical and Analytics Data

We automatically collect certain technical information when you or visitors use our service, including IP addresses, browser type, device information, and access times. We may use aggregated, anonymized analytics to improve the Service (e.g. usage patterns, performance). Analytics are designed to avoid identifying individual reporters or end-users.

2. How We Use Your Information

We use the information we collect to:

Provide and maintain the maintenance reporting service (QR codes, dashboard, alerts)
Deliver issue reports and notifications to you and your team (dashboard, email, Telegram)
Display the correct reporting form and options when a visitor scans a UtilTag
Process payments and manage your subscription
Communicate with you about your account and service updates
Provide customer support and respond to inquiries
Detect, prevent, and address abuse, spam, and security threats
Comply with legal obligations

3. Data Retention & Deletion

We retain data only as long as necessary for the purposes described:

Report and issue data: Retained so you can view and resolve issues; retention may vary by plan and configuration
Account and location data: Retained while your account is active; deleted or anonymized upon account closure in accordance with our procedures
Telegram linkages: Retained while linked; removed when you unlink or close your account
Anonymous/aggregated analytics: May be retained for improvement purposes but does not identify individuals
Payment records: Retained as required by tax and financial regulations

You may request deletion of your account and associated data. We will process such requests in accordance with our policies and applicable law.

4. Data Protection & Security

We implement industry-standard security measures to protect your data:

Data in transit is encrypted using TLS/SSL
Data at rest is protected using appropriate encryption and access controls
Access to personal and report data is limited to authorized personnel and systems
We use secure cloud infrastructure with redundancy and backup where appropriate

5. Data Sharing

We do not sell your personal data or report data to third parties. We share information only in these limited circumstances:

Service providers: We work with trusted providers for hosting, payment processing, email delivery, and (where used) Telegram integration. These providers are contractually obligated to protect your data and use it only to provide the service.
Legal requirements: We may disclose information if required by law, court order, or government regulation.
Business transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction, subject to the same privacy commitments.
With your consent: We may share information for other purposes with your explicit consent.

6. Your Privacy Rights

Depending on your location, you may have rights such as:

Access: Request a copy of your personal data
Correction: Request corrections to inaccurate or incomplete data
Deletion: Request deletion of your personal data
Export: Request your data in a portable format
Restriction or objection: Request limitation of processing or object to certain processing
Withdraw consent: Where processing is based on consent, you may withdraw it

To exercise these rights, contact us at support@utiltag.com. We will respond within a reasonable period as required by applicable law.

7. Visitors Who Submit Reports

If you scan a UtilTag QR code and submit a maintenance report:

You are not required to create an account or provide your name or email
The facility manager (and their team) for that location will see your report content (issue type, free text, photos) so they can address the issue
We may store technical data (e.g. IP, browser fingerprint) for anti-spam and security
Your report is processed by UtilTag on behalf of the facility manager; the manager is responsible for how they use that information at their venue
If you have concerns about how a specific venue handles reports, please contact that venue or organisation directly

8. Cookies and Tracking

We use cookies and similar technologies to:

Keep you logged in and remember your preferences
Help prevent abuse and enforce rate limits (e.g. on report submissions)
Understand how our service is used so we can improve it (where possible in an aggregated or anonymized way)

You can manage cookie preferences through your browser settings. Disabling certain cookies may affect the functionality of the Service (for example, staying logged in).

9. International Data Transfers

UtilTag may process data in countries other than where you are located. We ensure appropriate safeguards are in place to protect your data in accordance with applicable laws, including standard contractual clauses or other mechanisms where required.

10. Children's Privacy

Our Service is designed for use by facility managers and organisations, and for members of the public to submit maintenance reports. We do not knowingly collect personal information from children under 16. If we become aware that a child has provided personal information, we will take steps to delete it.

11. Policy Updates

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of material changes through email or in-app notifications where appropriate. Your continued use of the Service after changes may constitute acceptance of the updated policy. The "Last Updated" date at the top indicates when the policy was last revised.

12. Contact Us

For privacy-related inquiries or to exercise your rights, contact us at: support@utiltag.com

Sonne Solutions, Ltd.
Delaware, United States