Privacy · Gearlog

1. Overview

1.1.Gearlog (“we”, “us”, or “our”) provides shared-equipment checkout software for schools, labs, AV cages, and gear rooms. This Privacy Policy explains what information we collect, how we use it, and the choices you have. It covers the marketing website at gearlog.io and the Gearlog application (web and companion apps).

1.2.By using Gearlog, you agree to this policy. If you do not agree, please do not use the service.

2. Information We Collect

2.1.Marketing website. The marketing site does not require an account. We may collect standard technical data such as IP address, browser type, device type, pages viewed, and referring URLs when you visit—typically through server logs or privacy-respecting analytics. We do not sell marketing-site visitor data.

2.2.Account and workspace data. When you create or join a Gearlog workspace, we collect information needed to run the service, which may include:

Name, email address, and authentication credentials
Organization or workspace name and plan details
Inventory records (assets, kits, locations, labels, and related metadata)
Checkout, reservation, return, and service-history records
Condition notes, photos, or other files you upload to an asset or checkout
Borrower and staff profile details entered by your organization

2.3.Communications. If you contact us for support or sales, we keep the content of that correspondence and related contact details so we can respond.

3. How We Use Information

3.1.We use information to:

Provide, operate, and improve Gearlog
Authenticate users and secure workspaces
Process plan changes, billing, and support requests
Send transactional messages (for example, invites, password resets, overdue reminders your workspace configures)
Monitor reliability, prevent abuse, and investigate security issues
Comply with legal obligations

3.2.We do not sell personal information. We do not use workspace inventory or checkout content to train third-party advertising models.

4. Sharing

4.1.We may share information with:

Service providers who help us host, email, bill, or analyze the service under contractual confidentiality and data-processing terms
Workspace administrators within your organization, who control membership and content in that workspace
Legal authorities when required by law or to protect rights, safety, and security
Successors in connection with a merger, acquisition, or asset sale, with notice where required

5. Workspace Control

5.1.Inventory, checkout history, and uploads belong to the workspace that created them. Administrators manage who can access that content. Gearlog staff may access workspace data only as needed to operate the service, provide support you request, or meet legal requirements.

6. Retention and Deletion

6.1.We retain account and workspace data while your workspace is active and for a reasonable period afterward for backups, dispute resolution, and legal compliance. Workspace administrators may delete assets and records inside the product. To request deletion of an account or workspace, contact us using the details below. We will respond within a reasonable time, subject to legal retention needs.

7. Security

7.1.We use industry-standard measures to protect data in transit and at rest. No method of transmission or storage is completely secure; we encourage strong passwords, careful admin permissions, and prompt reporting of suspected incidents.

8. Cookies and Similar Technologies

8.1.We may use cookies or similar technologies for authentication, preferences, and measuring how the site and app are used. You can control cookies through your browser settings; disabling some cookies may affect sign-in or other features.

9. Children

9.1.Gearlog is designed for organizations that manage equipment programs. We do not knowingly collect personal information from children under 13 for marketing purposes. Schools and departments that enroll student borrowers are responsible for obtaining any consents required by their policies and applicable law.

10. Changes

10.1.We may update this Privacy Policy from time to time. We will post the revised policy on this page and update the “Last Updated” date. Continued use of Gearlog after changes take effect constitutes acceptance of the updated policy.

11. Contact

11.1.For privacy questions or deletion requests, email privacy@gearlog.io. You can also review our Terms of Service and Help pages.