1. Scope
This Privacy Policy applies to PassFlag websites, applications, and services that link to it (the “Service”). It does not govern an organization’s independent practices or third-party services that maintain their own privacy notices.
2. Information we collect
Account and identity information
When you create or use an account, we may receive your name, email address, username, authentication identifier, profile details, and session information. Authentication is provided by Clerk. PassFlag does not store your raw account password in its application database.
Organization and workspace information
We process organization names, memberships, roles, account status, display names, employee identifiers, and usernames. Organization administrators may create and manage Operator accounts and decide which members can access workspace content.
Deck, equipment, and inspection information
The Service stores content you or your organization provides, including Deck titles and instructions, equipment names and identifiers, make, model, serial number, location, inspection answers, flagged concerns, notes, timestamps, results, and reports.
Personal and public content
Personal accounts may create a public username and publish or share Decks. Content marked public can be discovered by other users. Content marked unlisted can be accessed by people with its link. Private content is limited to authorized account access.
Device, browser, and usage information
We and our infrastructure providers may automatically process IP address, browser and device type, requested pages, timestamps, error and security events, and similar technical information needed to deliver, protect, and troubleshoot the Service.
Information stored on your device
PassFlag uses necessary cookies and similar browser storage for authentication, organization selection, unfinished drafts, guest sample data, and offline relaunch. See our Cookie Policy for details.
Communications
If you contact us, we process your contact details and the contents of your request so we can respond and maintain an appropriate support record.
3. How we use information
- Provide, authenticate, maintain, and improve the Service.
- Save Decks, equipment records, inspections, drafts, and reports.
- Apply account, role, organization, and content-visibility controls.
- Prevent fraud, abuse, unauthorized access, and security incidents.
- Respond to support, privacy, and legal requests.
- Comply with law and enforce our agreements.
Where applicable law requires a legal basis, we rely on performance of our agreement, legitimate interests in operating and securing the Service, compliance with legal obligations, and consent where requested.
4. How we disclose information
We may disclose information in the following circumstances:
- Service providers. Vendors that help operate the Service, including Clerk for identity and authentication, Neon for database infrastructure, and Vercel for application hosting and delivery.
- Your organization. Organization administrators and authorized members can access workspace information according to their roles.
- At your direction. Information you publish, share by link, export, or otherwise direct us to disclose.
- Legal and safety purposes. When reasonably necessary to comply with law, protect rights and safety, investigate abuse, or secure the Service.
- Business changes. In connection with financing, reorganization, merger, acquisition, or transfer of all or part of the Service, subject to appropriate safeguards.
PassFlag does not currently sell personal information or share it for cross-context behavioral advertising. Learn more in Your Privacy Choices.
5. Organization-managed information
If an organization provides your account or directs your use of PassFlag, that organization controls its workspace and may access, retain, export, correct, or delete workspace records. Privacy requests concerning organization-managed data may need to be directed to your organization administrator.
6. Retention
We retain information for as long as reasonably needed to provide the Service, preserve operational and inspection records, comply with legal obligations, resolve disputes, and enforce agreements. Retention may depend on organization settings and instructions. Browser-only drafts and guest data remain on the device until they are cleared, replaced, or removed through available controls.
7. Security
We use administrative, technical, and organizational safeguards designed for the nature of the information we process. No system is completely secure, and we cannot guarantee that information will never be accessed, lost, or altered without authorization.
8. Your rights and choices
Depending on where you live, you may have rights to know, access, correct, delete, or obtain a copy of personal information, or to appeal a decision about a request. You can also manage Deck visibility, clear browser data, and sign out of your account. Instructions are available on our Privacy Choices page.
9. Children
The Service is intended for adults and workplace users. It is not directed to children under 13, and we do not knowingly collect personal information from children under 13.
10. International processing
PassFlag and its providers may process information in the United States and other countries. Where required, we use recognized safeguards for transfers of personal information.
11. Changes and contact
We may update this policy as the Service or applicable requirements change. We will post the revised policy and update its effective date. Questions and privacy requests can be sent to info@passflag.com.