Omnia CMMS

Privacy Policy

Effective Date: March 31, 2026 | Last Updated: March 31, 2026

This Privacy Policy describes how Omnia CMMS ("the App", "we", "our", or "us") collects, uses, stores, and protects information when you use our hotel facility and maintenance management application. By accessing or using Omnia CMMS, you agree to the practices described in this policy.

Omnia CMMS is a B2B application designed exclusively for hotel operations staff and facility management teams. It is not intended for use by the general public or by minors.

1 Information We Collect

We collect only the minimum information necessary to provide secure, role-based access to the application and to support hotel facility operations.

Account Data

When a user account is created by an authorized hotel administrator, we collect the following personal information:

Full Name — used to identify staff members within the platform and to attribute tasks, maintenance tickets, and log entries to the correct personnel.
Email Address — used strictly for secure user authentication, account verification, and system notifications related to assigned tasks or operational updates.

This information is collected and stored solely for the purpose of providing role-based access control within the App. We do not collect personal information beyond what is required for these functions.

Operational Data

As part of normal use, the App may store structured operational records including maintenance tickets, task assignments, asset logs, inventory records, and lost & found entries. This data is property of the operating hotel and is used exclusively for internal facility management purposes.

Device & Usage Data

We may collect limited technical data such as device type, operating system version, and app crash logs to maintain App stability and performance. This data is not linked to individual identities.

2 Camera & Photo Library Access

Omnia CMMS requests access to your device's Camera and Photo Library (Gallery) exclusively to support hotel operations documentation workflows. Specifically, these permissions are used for:

Maintenance Tickets: Allowing staff to capture or attach photographs that document equipment faults, repair progress, or completed work orders.
Lost & Found: Enabling staff to photograph items logged in the lost & found system for accurate identification and guest recovery.
Asset Management: Capturing photos of physical assets during inspection, tagging, or condition-reporting workflows.
General Task Documentation: Attaching visual evidence to any operational task record where photographic documentation is operationally required.

Camera and Photo Library permissions are used solely to allow hotel staff to document operational tasks within the App. Photos are never accessed in the background, used for advertising, shared with third parties, or processed for any purpose outside of the specific task record to which they are attached.

Media captured or selected through the App is uploaded directly to the hotel's secure Firebase Storage environment and is not transmitted to any other server or third party. You may deny these permissions at any time through your device settings; doing so will limit photo-attachment functionality but will not affect other App features.

3 How We Use Collected Data

All data collected through Omnia CMMS — including account data, operational records, and media — is used exclusively for the following purposes:

Authenticating users and enforcing role-based access control within the hotel's CMMS environment.
Enabling hotel operations staff to create, assign, track, and close facility management tasks and maintenance work orders.
Supporting internal hotel workflows including asset tracking, preventive maintenance scheduling, lost & found management, and inventory control.
Sending in-app and push notifications to staff regarding task assignments, escalations, and operational updates.
Maintaining the security, performance, and reliability of the App.

We do not use collected data for advertising, profiling, marketing, or any purpose unrelated to hotel facility management and service execution.

4 Data Sharing & Disclosure

We do not sell, rent, trade, or otherwise share user personal data or hotel operational data with any outside third parties for commercial or non-operational purposes.

Data may be disclosed only in the following limited circumstances:

Within the Hotel Organization: Data is visible to authorized staff and administrators of the same hotel property as governed by their role and access level within the App.
Service Providers: We use Google Firebase (a Google LLC service) as our backend infrastructure for authentication, database storage, and file hosting. Firebase processes data on our behalf under strict data processing agreements and does not use this data for its own purposes. For more information, see Firebase's Privacy Policy.
Legal Obligations: We may disclose data if required to do so by applicable law, regulation, or a valid legal process such as a court order.

5 Data Security

We take the security of your data seriously. All data is securely stored using Google Firebase, which provides industry-standard security including:

Encryption of data in transit using TLS (Transport Layer Security).
Encryption of data at rest within Firebase's managed infrastructure.
Role-based security rules that ensure users can only access data within their authorized scope.
Firebase Authentication for secure, token-based session management.

While we implement strong technical safeguards, no system can guarantee absolute security. We encourage hotel administrators to practice good account hygiene, including promptly deactivating accounts for staff who leave the organization.

6 Data Retention & Deletion

Account data and operational records are retained for as long as the hotel's account with Omnia CMMS is active, or as long as necessary to provide the services described in this policy.

User Data Deletion Requests: Any user or hotel administrator may request the deletion of their personal data (including name, email address, and any associated records) at any time by contacting us directly at:

Data Deletion Contact:
Email: [Insert Contact Email]
Please include your full name, the name of your hotel property, and a description of the data you wish to have deleted. We will process verified deletion requests within 30 days.

Hotel administrators may also directly manage and delete staff accounts and associated operational records from within the App's administration panel.

7 Children's Privacy

Omnia CMMS is a professional B2B application intended solely for use by hotel operations staff who are adults (18 years of age or older). We do not knowingly collect personal information from children. If you believe a minor has provided personal information through the App, please contact us immediately so we can remove it.

8 Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we do, we will revise the "Last Updated" date at the top of this page. For significant changes, we may also notify hotel administrators through the App or via email. Continued use of the App after any changes constitutes your acceptance of the updated policy.

9 Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or the handling of your data, please contact us at:

Omnia CMMS — Privacy Inquiries
Email: augustas.j@outlook.com