Privacy Policy

Facilities Logbook · last updated 17 September 2026

Facilities Logbook is a service operated by Brown Lamp Logistics, a sole proprietorship based in Ontario, Canada. It's a work tool used by building-services crews to record scheduled maintenance, work orders, deficiencies, parts requests, and related notes. Each facility ("account", "org") that signs up gets its own separated data — no facility can see another facility's records. This policy explains what the app collects, why, and who else ever touches it.

What the app collects

• Account details — the name, work email address, and role (owner, admin, or tech) of each person with a login, used to sign them in and to attribute the work they log to them.
• Work records you enter — maintenance checklists, work orders, deficiency reports, parts requests, labour time, free-text notes, and the equipment / building / floor they relate to. Please don't put more personal information about other people (tenants, visitors, etc.) into a note than the job actually requires — a room number and what's wrong with it is usually all that's needed.
• Photos you attach — images added to a log entry, a building, a unit, or your facility's own logo. Photos are downscaled on your device before upload.
• Notification setup — if you turn on phone/browser notifications, the app stores a device-specific subscription reference (not tied to your phone number or any personal account with Google or Apple) so it knows where to deliver an alert, plus which kinds of alerts you've asked for.
• Basic technical & error logs — if the app hits an unexpected error, a short technical description (and your email, to follow up if needed) is recorded so it can be fixed. Standard web server logs (IP address, browser type, timestamps) are kept briefly by our hosting providers as part of normal operation.
• Billing information — for a paid plan, payment is handled entirely by our payment processor (Stripe); we never see or store your card details ourselves.

The app does not use third-party advertising or analytics, does not track your location, does not use tracking cookies (a sign-in keeps you signed in via your browser's local storage, not a cookie), and does not access your contacts, calendar, or files beyond a photo you explicitly choose to attach. We do not sell personal information, ever.

Where it's stored, and who else sees it

We don't build our own servers for things other companies already do well — instead we use a small number of specialist providers, each only for the specific job listed. None of them are permitted to use your information for their own purposes.

Because some of these providers operate outside Canada, some personal information is processed in the United States as part of normal service delivery, and may be accessible to their governments under their local laws — the same is true of almost any online service. Access to your facility's data within the app itself always requires a crew login, and row-level security rules restrict what each account can see and change to their own facility only.

How long it's kept

• Log entries are retained for ongoing maintenance history — that record has lasting value to your facility, so it isn't deleted on any schedule.
• Photos are automatically removed from storage roughly 90 days after the job they belong to is closed, completed, resolved, or the part is marked ordered. The log entry itself remains; only the image is freed.
• Error/technical logs are kept only as long as needed to diagnose the issue.
• If a paid plan lapses, your account and its data are not deleted — the facility switches to read-only (you can still view and export everything, just not add new entries) until the plan is renewed.
• If a facility closes its account entirely, we'll delete its data within a reasonable period after a request to do so, except where we're required to keep something longer (e.g. billing records for tax purposes).

Your choices and rights

To see, correct, or remove what's stored about you, start with the owner or admin at your facility who set up your login — day-to-day account management happens there (e.g. fixing a misspelled name or an old email address). For anything involving your facility's account itself, or if you're not able to reach your facility's admin, contact us directly (below) — we'll confirm what we hold and act on a reasonable request within 30 days. Removing a person's login does not delete the maintenance history they recorded, which stays as part of the facility's operational record.

If you're not satisfied with how we've handled a privacy concern, you can also raise it with the Office of the Privacy Commissioner of Canada.

Notification emails

Emails the app sends (a work order was assigned to you, a deficiency was filed, etc.) are operational messages about your own facility's account, sent only to people already on that facility's crew — not advertising, and not sent to anyone who hasn't been added to a facility. We don't send marketing or promotional email, and if that ever changed, it would be opt-in and separate from these account notifications, in line with Canada's anti-spam law. You can turn individual notification types on or off any time in Settings.

Security, and what happens if something goes wrong

Data is encrypted in transit and at rest. Passwords are never stored in readable form — sign-in is handled by our database provider's authentication system, not by us directly. Access within the app is controlled by role (owner/admin/tech) and restricted to your own facility's data by database-level rules, not just by what the app's screens happen to show. Brown Lamp Logistics, as the operator of the service, retains administrative access to the underlying database across all facilities — the same way any software provider's support/engineering staff can access the systems they run. This access exists to diagnose and fix technical problems, and isn't used to look at your facility's data outside of that. Brown Lamp Logistics is responsible for this policy and for how information is handled. If a security incident ever puts your personal information at real risk, we'll notify the Office of the Privacy Commissioner of Canada and the people affected, as Canadian law requires.

Children

Facilities Logbook is a workplace tool for building-services crews and isn't directed at, or knowingly used to collect information from, children.

Changes to this policy

If this policy changes in a material way, we'll update the "last updated" date above and, where practical, let account owners know. The current version is always available at this address.

Contact

Questions about this policy, or a request about your information: [email protected]