Privacy Policy
Last Updated: January 16, 2026
SteadOS is owned and operated by Imagesoft Northwest, LLC, located in Rochester, Washington, USA. We are committed to protecting your privacy and being transparent about how we collect, use, and protect your personal information.
1. Information We Collect
Contact Information We Collect
We collect the following contact information to provide our services:
- Name: Used to personalize your experience and identify your account
- Email Address: Required for account creation, authentication, and to send you important notifications about your properties and scheduled maintenance
- Phone Number (optional): If provided, used to send SMS reminders for upcoming maintenance tasks
- Physical Address: Used to locate your properties, provide weather-based maintenance recommendations, and enable location-specific features
User Content We Collect
- Photos and Videos: You may upload photos of your properties, equipment, and maintenance work. These are stored securely and used only to provide your property management features.
- Customer Support Communications: When you contact support, we retain records of your communications to resolve issues and improve our service.
- Property Notes and Descriptions: Any notes, descriptions, or documentation you create about your properties and equipment.
Identifiers We Collect
- User ID: A unique identifier assigned to your account, used to associate your data across our services and ensure your information is properly linked to your account.
Usage Data We Collect
- App Usage Data: We collect information about how you use SteadOS, including which features you access, actions you take, and time spent in the app. This helps us improve our service and understand how to better serve your needs.
This data is collected automatically and is linked to your account to provide personalized experiences.
Diagnostic Data We Collect
- Crash Data: If the app crashes, we automatically collect information about the crash to help us fix bugs and improve stability.
- Performance Data: We collect diagnostic information about app performance to identify and resolve issues.
Diagnostic data is linked to your account to help us provide better support if you report issues.
Account Information
- Email address
- Name (optional)
- Password (encrypted)
- Billing information (processed securely via Stripe)
Usage Information
- Property and equipment data you enter
- Maintenance schedules and completion records
- Documents and photos you upload
- AI chat queries and responses
- App usage patterns and feature interaction
Device Information
- IP address
- Browser type and version
- Device type and operating system
- Approximate location (for timezone and regional features)
2. How We Use Your Information
To Provide the Service
- Create and manage your account
- Store your property and equipment data
- Send maintenance reminders via email, SMS, and push notifications
- Process AI queries about your equipment
- Enable offline sync across your devices
To Communicate with You
- Send service updates and feature announcements
- Respond to support requests
- Send billing notifications and receipts
- Request feedback and product suggestions (opt-in only)
To Improve the Service
- Analyze usage patterns to improve features
- Diagnose technical issues and bugs
- Train AI models to provide better answers (anonymized data only)
- Measure performance and reliability
3. Information Sharing
We never sell your data to third parties.
We only share your information with:
Service Providers
- Microsoft Azure: Cloud hosting and data storage
- Clerk: Authentication and user management
- Stripe: Payment processing
- SendGrid: Email delivery
- Azure Communication Services: SMS notifications
- OpenRouter: AI-powered features
- PostHog: Product analytics to understand feature usage and improve the service (no personal data is shared - only hashed identifiers and usage patterns)
All service providers are contractually obligated to protect your data and use it only for the services they provide to us.
Legal Requirements
We may disclose your information if required by law, court order, or government regulation, or if we believe disclosure is necessary to:
- Comply with legal processes
- Protect our rights or property
- Prevent fraud or abuse
- Protect the safety of users or the public
4. Data Security
We take security seriously and implement industry-standard measures:
- Encryption in Transit: TLS 1.3 for all data transmission
- Encryption at Rest: AES-256 encryption for stored data
- Secure Authentication: Password hashing with bcrypt
- Infrastructure Security: Microsoft Azure enterprise-grade security
- Regular Backups: Daily automated backups with 30-day retention
- Access Controls: Role-based access with least-privilege principle
While we use best practices to protect your data, no system is 100% secure. We encourage you to use a strong, unique password and enable two-factor authentication (coming soon).
5. Data Retention
We retain your data as follows:
- Active Accounts: Data is retained as long as your account is active
- Cancelled Accounts: Data is archived for 30 days, then permanently deleted
- Backups: Backup copies are retained for 30 days
- Legal Holds: Data subject to legal requirements is retained as required by law
6. Your Rights
You have the following rights regarding your data:
Access
You can access all your data at any time through the SteadOS app. You can also request a copy of your data by contacting support@steados.com.
Correction
You can update or correct your information at any time through your account settings.
Deletion
You can delete your account and all associated data from Settings > Account > Delete Account. We'll archive your data for 30 days in case you change your mind, then permanently delete everything.
Export
You can export your data at any time in CSV, PDF, or JSON formats through the app or by contacting support@steados.com.
Opt-Out
You can opt out of marketing emails by clicking "unsubscribe" in any email. Note: You cannot opt out of essential service emails (password resets, billing receipts).
7. Cookies and Tracking
We use the following types of cookies:
Essential Cookies
Required for the app to function (authentication, session management, offline sync). These cannot be disabled.
Analytics Cookies (Opt-In)
Help us understand how you use the app to improve features and performance. You can disable these in Settings > Privacy > Analytics.
We do not use advertising or third-party tracking cookies.
No Tracking
SteadOS does not track you across other companies' apps or websites. We do not share your data with data brokers, and we do not use your data for targeted advertising. All data collected is used solely to provide and improve the SteadOS service.
How Your Data Is Linked
All information we collect is associated with your SteadOS account. This means:
- Your data is linked to your identity for the purpose of providing our services
- You can request a copy of all data associated with your account
- You can request deletion of your account and all associated data
8. Children's Privacy
SteadOS is not intended for children under 13. We do not knowingly collect information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately at support@steados.com.
9. Changes to This Policy
We may update this privacy policy from time to time. We'll notify you of significant changes via email at least 30 days before they take effect. Continued use of SteadOS after changes constitutes acceptance of the updated policy.
You can view the history of changes in our changelog (coming soon).
10. Contact Us
If you have questions about this privacy policy or how we handle your data, please contact us:
- Email: support@steados.com
- Mail: Imagesoft Northwest, LLC, Rochester, WA 98579, USA
International Users
SteadOS is operated from the United States. If you're using SteadOS from outside the US, your data will be transferred to and stored in the US. By using SteadOS, you consent to this transfer.
For users in the European Economic Area (EEA): We comply with GDPR requirements. You have additional rights under GDPR, including the right to data portability and the right to lodge a complaint with your local data protection authority.
California Privacy Rights
If you're a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):
- Right to know what personal information we collect and how we use it
- Right to delete your personal information
- Right to opt out of the sale of personal information (we don't sell your data)
- Right to non-discrimination for exercising your privacy rights
To exercise these rights, contact us at support@steados.com or use the privacy controls in your account settings.
This privacy policy was last updated on January 16, 2026. If you have any questions, please don't hesitate to contact us.