Privacy Policy
Last updated 15 October 2026.
ForOps is maintenance management software, offered by ForOps LLC (“we”). It is sold to organisations, and almost everything in it is put there by a customer about their own equipment, sites and staff. This page explains what we hold, why, how long for, and who else is involved.
Who controls the information
The organisation that holds the ForOps account controls the information inside it. They decide who has an account, what equipment is recorded, and what is written about it. We hold and process it on their behalf in order to run the service. If you use ForOps at work and want your information corrected or removed, ask your employer first — they control it, and they can do most of it themselves inside the app. You can also delete your own account yourself (see “Your choices and rights” below).
What we hold
Account and contact details. Name, work email address, role, assigned locations and who you report to. Optionally, as your organisation chooses to fill them in: a phone number, a staff number, a uniform size, and files on your profile such as certificates or licences. Your language and notification preferences. A password stored only as a salted hash, never in a form anyone can read back; if you turn on two-step sign-in, its secret and recovery codes. When you last used the app, and a count of recent failed sign-ins.
Phone numbers for text alerts. If your organisation uses text alerts, a person can register a mobile number for urgent alerts. A number is only ever texted after it has answered a verification code, and replying STOP stops every text to it. We keep the number, whether it is verified, and when it opted in or out.
What the organisation records. Equipment and sites, work orders and their history, checklists, inspections, meter readings, parts, purchase orders, vendors and their contacts, invoices, downtime, chat messages and notes. This is the customer’s operational record and it is whatever they choose to enter.
Photos, videos, voice notes and files. Photos of machines and completed work, short videos, voice memos recorded in chat, manuals and wiring diagrams, invoices, and signatures where sign-off requires one. These are held in private storage, and each one is served through a link that we sign on request and which stops working after 15 minutes. Location metadata is removed from photos: before a photo leaves your device, ForOps strips the camera information a phone writes into it, including the GPS position where it was taken.
Sites and location. The addresses of your organisation’s sites, as entered. For the weather feature, a site’s address is turned into map coordinates, which we store with the site. ForOps does not collect the location of your phone or computer: the app does not ask for it, and the browser’s location permission is switched off for it.
Hours, pay and labour cost. The hours recorded against work orders, and the times a job’s timer was started and stopped. If your organisation uses labour costing, a person’s hourly pay rate and its history. Because cost divided by hours reveals a person’s pay, pay rates and labour costs are shown only to people their organisation has given the specific permission to see them, and are removed on the server for everyone else.
Reports from people without an account. A customer may put a QR code on a machine or a poster at a site so anyone nearby can report a problem. Whoever reports it may optionally give their name and a phone number or email address, and may attach photos. If they leave those blank, the report is anonymous.
Vendors. When a work order is sent to an outside vendor, the vendor receives a view-only link to that one work order: its description, the machine and site, and its photos. A vendor’s name, phone number and email are stored as the customer enters them.
A record of who did what. Significant actions — creating and closing work orders, changing permissions, editing company settings, exporting data — are written to an activity log with the acting account and the time. This lets an organisation answer “who changed this?”, and it is also a safety record.
Technical records. Sign-in sessions (with a label such as “iPhone Safari” so you can tell your devices apart), password reset and invitation links, in-app notifications, and push notification registrations for devices that turned them on. Our hosting provider keeps ordinary server logs of requests.
What we do not do
- We do not sell information, and we do not share it for anyone else’s marketing.
- We do not use advertising or analytics cookies, and we do not track visitors across other websites.
- We do not use customer information to train machine-learning models.
- One customer’s information is never visible to another. Separation is enforced by the database itself, not only by the application.
Cookies and storage on your device
The app sets only the cookies it needs to work. None is used for advertising or tracking.
| Cookie | What it is for |
|---|---|
__Host-forops_session | Keeps you signed in, for up to 30 days. Signing out clears it. |
__Host-forops_claims | A short-lived copy of your role and company, so each page does not have to look them up. |
__Host-forops_home_session | Only while you explore a sample company: the way back to your own. |
forops_locale, forops_tz | Your language and your device’s time zone, so dates and text read right. |
forops_kiosk | Only on a shared device an administrator set up in kiosk mode. |
Sign-in cookies are marked HttpOnly so scripts in the browser cannot read them, SameSite=Lax so they are not sent from other sites, and they are only sent over HTTPS. So that the app keeps working without signal, it also keeps a copy of the work you have open — work orders, checklists, photos waiting to upload — in your browser’s own storage on that device, and remembers small preferences there such as light or dark theme.
Who else processes it
We use a small number of suppliers to run the service. Each receives only what it needs to do its job.
| Supplier | Purpose | What it receives |
|---|---|---|
| Vercel | Application hosting | Requests to the service, and ordinary server logs |
| Neon (on Amazon Web Services) | Database | All stored records, encrypted in transit |
| Supabase | File storage and backups | Photos, videos, voice notes, documents and signatures, kept private; and nightly copies of the database, encrypted before they leave our systems |
| Resend | Email delivery | The recipient’s address and the message: invitations, password resets and notifications |
| Twilio | Text messages | The recipient’s phone number and the alert text, for organisations that use text alerts |
| Sentry | Error monitoring | Diagnostics only — see below |
| Anthropic | AI features (off unless a customer switches them on) | What one request needs — see below |
| Giphy | GIF search in chat | The words typed into the GIF search box |
| U.S. Census Bureau geocoder and National Weather Service | Weather at a site | The site’s address (to find its coordinates) and its coordinates (for the forecast) |
| Have I Been Pwned | Checking new passwords against known breaches | The first five characters of a scrambled (hashed) form of the password — never the password itself |
| Stripe | Payments, once billing is switched on | The organisation’s name and billing details; card details are entered on Stripe’s own page and never reach us |
Two more services belong to your browser rather than to us. Dictation uses your browser’s own speech recognition, which may send the audio to the browser’s maker (for example Google or Apple) to turn it into text; ForOps receives only the text. Push notifications are delivered through your browser maker’s push service, encrypted so that the service cannot read them. If an organisation connects ForOps to its own systems with an API key or a webhook, the information it chooses to send goes to the address it set up.
Error monitoring is deliberately starved of content. Personal information is switched off at the source, and before an error is sent we strip the request body, the headers, the cookies and the query string, keeping only the page path. What is left is the error, the line of our code that raised it, and which screen it happened on.
AI features — describing a problem for you, reading a machine’s nameplate or a vendor’s invoice, drafting a checklist — are off unless a customer switches them on, and they only ever suggest: a person reads what was filled in and decides. Each request sends only what that one request needs: the photo, document or manual the person chose, the words they typed or dictated, and, where it helps, the names of the machines at that site. Under our agreement with the provider, what is sent is used to answer the request and not to train its models. We keep no copy of what was sent or of the answer: our own record of a request is who asked, which feature, how large it was, and whether it worked.
Where each supplier runs is listed on our security page. Most process information in the United States; where information leaves your country, it is covered by the supplier’s standard data protection terms.
How long we keep it
Operational records belong to the customer and are kept until the customer deletes them or closes the account. Everything below is deleted automatically on a schedule:
| Record | Kept for |
|---|---|
| Expired sign-in sessions | 30 days |
| Used or expired password reset links | 7 days |
| Invitations that were never accepted | 30 days after they expire |
| Text-message verification codes | 60 days |
| Notifications you have read | 90 days |
| Notifications you have not read | 365 days |
| Webhook delivery records | 30 days |
| A sample company nobody has opened | 14 days |
| Activity log | 2 years |
| Nightly database backups, stored with Supabase (United States) | 30 days |
The activity log is protected against early deletion by the database itself: a request to remove an entry younger than 2 years is refused, whoever makes it. Separately, the database can be restored to any point in the last 6 hours.
An account nobody has used for 90 days is paused (its administrators are warned first); it is not deleted, and an administrator can turn it back on. When an organisation closes its company, everyone is signed out at once and its records, files included, are deleted 30 days later, other than anything we must keep by law; its administrators are emailed a link to a full export to download in the meantime. Copies inside the nightly backups age out within a further 30 days.
Keeping it safe
- Each customer’s information is isolated at the database level, so a mistake in the application cannot expose one customer’s records to another.
- Passwords are stored as salted hashes, and new passwords are checked against lists of publicly breached passwords.
- Two-step sign-in with an authenticator app is available, and an administrator can require it.
- Repeated failed sign-ins lock an account temporarily.
- Files are private and reachable only through short-lived signed links.
- Everything travels over HTTPS.
- An administrator can end another user’s sessions immediately when someone leaves.
Your choices and rights
Depending on where you live you may have the right to see what we hold about you, correct it, have it deleted, or receive a copy in a portable form. Most of this can be done inside the app:
- Delete your own account from Settings → My account. Your login and your personal details — email, phone, staff number, profile files, pay rates and text and push registrations — are removed at once; the work you did stays in your organisation’s records under the name “Deleted user”.
- Export everything. An administrator can download all of the organisation’s information as one file at any time.
- Correct or remove people’s details: an administrator can edit them or deactivate an account.
- Stop texts and emails: reply STOP to any text, use the unsubscribe link in an email, or change your notification settings.
For anything else, write to support@forops.app. We will respond within 30 days. If you believe we have handled your information badly, you may complain to your local data protection authority.
Children
ForOps is workplace software and is not intended for anyone under 16.
Changes
If we change how we handle information we will update this page and change the date at the top. Where a change is significant we will tell account administrators by email before it takes effect.
Contact
ForOps LLC, South Weber, Utah, United States. Email support@forops.app.