Privacy Policy
Last updated: 20 August 2026
PlantAtlas respects your privacy. This policy explains what data we collect, how we use it, and your rights.
What we collect
We collect the email address (or username) and name provided when your account is created by an administrator. We also store the equipment data, documents, and BOMs you upload as part of using the service. If you use the PlantAtlas Lube mobile app, photos you take of equipment and lubrication points are uploaded and stored with your site's data, and a copy of your site's data is kept on the device to allow offline use. If you use the AI assistant, we process the messages you send it and, where you choose to use voice input, a recording of your voice. See AI features below.
How we use it
Your data is used solely to provide the PlantAtlas service. We do not sell your data, we do not use it for advertising or marketing, and we do not share it with advertisers or data brokers. The only third parties who receive your data are the service providers we need to run PlantAtlas, described under Storage and security and AI features.
AI features
PlantAtlas includes an AI assistant used to record and edit your plant data, to answer questions about it, and, if you choose, to accept spoken input. Using it sends your messages, any photos or files you attach, any voice recording, and the equipment data needed to carry out your request to AI providers located in the United States. Your name and role accompany the request; your email address does not. These providers do not train their models on your data. PlantAtlas does not store the audio at any point. The providers we use, and their retention terms, are available on request. These features stay off until you give explicit consent, and you can withdraw that consent at any time from your account menu. Withdrawal stops any further use, but cannot recall what has already been sent. Other AI-assisted features, such as criticality scoring and part lookup, process equipment and part information only, not personal information.
Storage & security
Data is stored in PostgreSQL databases on Render (Ohio, USA) and files, including equipment photos, in AWS S3 (ca-central-1, Canada). Text extracted from uploaded drawings is processed by AWS Textract. Where AI features are used, data is additionally processed by the providers named under AI features, in the United States. Passwords are hashed and salted using an industry-standard algorithm. All traffic is encrypted via HTTPS. On mobile devices, locally cached site data is removed when the app is deleted.
Your rights
You may request access to, correction of, or deletion of your personal information by contacting your organization administrator or emailing us. Where you have consented to AI processing, you may withdraw that consent at any time from your account menu without losing access to the rest of the service. We are committed to supporting your rights under applicable privacy laws, including Quebec's Law 25, PIPEDA, and the GDPR.
Contact
Privacy inquiries: privacy@plant-atlas.com