Data deletion

1. Delete your Maintn account

Account owners can ask us to delete their Maintn account and its data by emailing privacy@maintn.com.au from the email address on the account, with your business name. We will verify that the request comes from the account owner before acting on it.

If you want a copy first, export it in the app under Settings → Data & backups → Export all my data.

2. Disconnect a connected service

Disconnecting stops Maintn reading from or writing to that service.

• Gmail or Microsoft 365 mailbox — in the app, go to Settings → Gmail & Microsoft 365, open the mailbox and choose Disconnect. We stop watching the mailbox and erase the stored access and refresh tokens. A record that the mailbox was once connected is kept for audit.
• Xero — in the app, go to Integrations → Xero and choose Disconnect. We erase the stored Xero tokens and pause syncing.
• Google Business Profile, Facebook, Instagram and other connected accounts — remove Maintn’s access in that provider’s own settings (for Google, your Google Account’s third-party access page; for Meta, Settings → Apps and Websites), or email privacy@maintn.com.au and we will disconnect it for you.

You can also revoke Maintn’s access from the provider’s side at any time. Disconnecting stops new data coming in; data already copied into Maintn (for example, jobs created from emails) stays in your account until you ask us to delete it as described in section 1.

3. If a Maintn operator holds your details

If you are a tenant, property owner, agency or other customer of a business that uses Maintn, that business controls your record. You can ask them to erase it, or email privacy@maintn.com.au and we will work with them on your request.

Operators raise the request in the app from the customer’s record (Agencies → the customer → Erase data). An owner or admin of the business must approve it before anything is erased.

4. What is deleted

When an erasure request is approved, we remove the person’s identifying details:

• names, email addresses, phone numbers, billing email, office address and notes;
• property addresses and access instructions;
• call transcripts, call summaries, recording links and phone numbers on calls linked to their jobs or contacts;
• SMS message bodies and phone numbers; and
• email subjects, bodies and sender addresses linked to their jobs or contacts.

These fields are blanked or replaced with “[erased]”, and the records are marked deleted so they no longer appear in the app.

5. Timeline

• Shortly after approval — our deletion job runs every 15 minutes and anonymises the person’s details on its next run.
• 30 days later — a final pass erases anything written in the meantime, deletes any data-export files generated for that person, and marks the request complete.

6. What we keep, and why

• Open work and money owed. If the person still has active jobs or unpaid or disputed invoices, the request is flagged. The business must resolve them or explicitly confirm an override before approving.
• De-identified business records. Jobs, quotes and invoices are kept with the personal details removed, so the business keeps its financial and job history. Tax and financial records are kept for at least 5 years, as Australian tax law requires.
• Audit trail. We keep a record that the erasure happened (what was requested, approved and processed) so we can prove it was done.
• Legal obligations. We may keep information where the law requires us to, or to establish, exercise or defend legal claims.

7. Questions

Contact our Privacy Officer at privacy@maintn.com.au. For how we handle personal information generally, see our Privacy Policy and Subprocessors. Maintn Pty Ltd · ABN 76 692 800 856.