Memotory Technologies

Privacy Policy

This Privacy Policy applies to all current and future applications and services offered by Memotory Technologies, including Memotory Fleet, Memotory Health, and all future Memotory products. It describes how we collect, use, protect, and handle information entrusted to us by the organizations and individuals who use our platform.

Effective Date

July 2, 2026

Version

1.0 — Pre-Launch Draft

Status

Pending Legal Review

Pre-Launch Draft. This Privacy Policy is a working document prepared for internal review and legal counsel. It is not yet in effect for public use. Placeholder fields (shown in brackets) will be finalized before public launch.

Memotory Technologies builds cloud-based business memory platforms designed to help organizations preserve their operational history, maintain accurate records, and make better-informed decisions. Our mission is captured simply: Know the history. Take control.

We believe that privacy and the protection of customer information are not optional features — they are fundamental principles of how we build and operate the Memotory platform. Every architectural decision, every feature we build, and every policy we establish is designed with the security and privacy of your organization's data in mind.

This Privacy Policy explains what information we collect, why we collect it, how we use it, and how we protect it. It applies to everyone who interacts with Memotory applications and services — whether you are a Primary Administrator, a team member, or a visitor to our platform.

By using any Memotory application, you agree to the practices described in this Privacy Policy. If you do not agree, please do not use our products or services.

We collect only the information necessary to provide and improve the Memotory platform. Below is a clear description of the categories of information we may collect, organized by type.

Account Information

Name, email address, and password used to create and authenticate your account.
Account role and permission level within your organization.
Date and time of account creation and last login.

Organization Information

Organization name, address, phone number, and email address.
Organization subscription plan and billing status.
Organization settings and configuration preferences.
Invitation and member management records.

User-Generated Records — Fleet & Asset Management

Vehicle and asset profiles, including descriptions, identification numbers, and assigned details.
Service orders, maintenance records, repair histories, and associated costs.
Complaint records, work items, mechanic and supplier information, and remarks.
Asset statuses, mileage data, and acquisition information.

User-Generated Records — Health Management (Future)

Health records and clinical data created by authorized healthcare organizations.
Patient records, visit histories, and associated clinical documentation.
Health-related files, forms, and uploaded documents.
Any other health information entered by authorized users within future Memotory Health features.

Uploaded Files & Attachments

Documents, photographs, and files uploaded to service orders or asset profiles.
Backup files generated by your organization through the platform's data backup tools.
Any other files your organization chooses to attach to records on the platform.

Usage Analytics

Pages and features accessed within the application.
Actions taken on the platform (e.g., records created, features used), collected in aggregate.
Session duration and general navigation patterns used to improve the platform.

Device & Technical Information

Device type, operating system, and browser information.
IP address and general geographic region for security and fraud prevention purposes.
Application version and platform environment.

Diagnostic Logs

Error reports, crash logs, and performance diagnostics used to maintain and improve platform reliability.
These logs do not contain the content of your organization's records — only technical metadata.

We use the information we collect only for the purposes described below. We do not use your organization's operational records for advertising, profiling, or any purpose unrelated to providing the Memotory platform.

To operate the platform and provide the services your organization has requested.
To authenticate users and ensure only authorized individuals access your organization's records.
To synchronize records securely across devices and team members.
To generate in-platform reports, summaries, and analytics for your organization's internal use.
To improve platform performance, resolve bugs, and develop new features based on aggregated usage patterns.
To provide customer support, including responding to inquiries and resolving issues.
To maintain platform security, detect unauthorized access, and protect the integrity of all organizations' data.
To send service-related communications, such as subscription updates, maintenance notices, and security alerts.
To comply with applicable legal obligations where required.

We do not use the content of your organization's operational records — such as your vehicle histories, service orders, or health records — for any purpose beyond delivering the platform services you have contracted.

Your data belongs to your organization. This is a core principle of the Memotory platform and one we will never compromise on.

Memotory Technologies does not claim ownership over any records, files, or operational data created or uploaded by your organization. This includes, without limitation:

Vehicle and asset histories, maintenance records, and service orders.
Health records, clinical data, and patient documentation (current and future products).
Uploaded photographs, documents, and attachments.
Business records, cost summaries, and operational reports.
Any other information your organization enters, creates, or uploads through any Memotory application.

Memotory serves as the secure custodian and technology provider for your organizational memory. We provide the infrastructure, tools, and security — you own everything stored within it. Our role is to preserve, organize, and protect your records, not to claim or leverage them.

You may export your organization's records at any time using the tools available within the platform. Your data remains yours, before, during, and after your use of Memotory.

The security of your organization's records is a responsibility we take seriously. We have built the Memotory platform with multiple layers of protection designed to safeguard your data from unauthorized access, loss, or misuse.

Organization Isolation

Each organization's data is logically isolated from all others. No organization can access the records of another organization through the platform.

Authenticated Access

All access to the platform requires authenticated login. Unauthenticated requests are rejected. Session tokens are managed securely and expire appropriately.

Permission Controls

Primary Administrators can assign role-based permissions to each member of their organization, limiting access to only the features and records appropriate for each user's responsibilities.

Encrypted Communications

Data transmitted between your device and the Memotory platform is protected using industry-standard encryption protocols where applicable.

Secure Cloud Storage

All organizational records are stored in secure, managed cloud infrastructure. We work with trusted cloud providers who maintain their own rigorous security certifications and practices.

Backup Systems

The platform provides both automatic and manual backup capabilities to protect your organization's records against loss. Backup files are stored securely and are accessible only to authorized administrators of your organization.

Audit Logging

The platform maintains an activity log for each organization, recording key actions taken by members. This supports accountability, supports compliance, and helps organizations investigate any concerns.

While we work diligently to protect your data, no digital system can guarantee absolute security against all threats. We encourage organizations to use strong, unique passwords, enable available security features, and report any suspected unauthorized access promptly.

Memotory does not sell your data. Period.

We do not sell, rent, trade, or otherwise transfer your organization's operational records or personal information to third parties for commercial or marketing purposes.

Information may be shared only in the following limited circumstances:

When Required by Law

We may disclose information when required to do so by applicable law, court order, government regulation, or other legal process. We will make reasonable efforts to notify affected organizations of such requirements where legally permissible.

With Customer-Authorized Integrations

If your organization chooses to connect Memotory with a third-party service or integration, information may be shared with that service as authorized and directed by your organization. You are responsible for reviewing the privacy practices of any third-party integrations you enable.

With Trusted Service Providers

We may share limited technical information with trusted third-party providers who support the operation of the Memotory platform — such as cloud infrastructure providers, security services, and analytics tools. These providers are bound by contractual obligations to protect information and are prohibited from using it for any purpose other than supporting the Memotory platform.

In the Event of a Business Transfer

In the unlikely event that Memotory Technologies is involved in a merger, acquisition, or sale of assets, customer data may be transferred as part of that transaction. Affected organizations will be notified in advance, and data will remain subject to this Privacy Policy until a new policy takes effect.

We retain your organization's data for as long as your account remains active and for a reasonable period thereafter to allow for data export and account recovery.

Active Accounts

All records created by your organization — including service orders, vehicle histories, uploaded files, and activity logs — are retained and accessible for as long as your organization's account is active and in good standing.

Archived Records

Records that have been archived within the platform remain stored and accessible to authorized administrators. Archiving a record does not delete it — it simply removes it from the default view while preserving the historical record.

Account Closure

Upon voluntary account closure, your organization's data will be retained for a limited transition period to allow for data export. Following this period, your data will be permanently and securely deleted from our systems, unless retention is required by applicable law.

Backups

Backup files created through the platform are retained according to your organization's backup management practices. Removing a backup from the platform will result in that backup file being deleted.

Legal Retention Requirements

In some circumstances, we may be required by law to retain certain records for specified periods even after account closure. Where this applies, retained data will be handled in accordance with the relevant legal obligation and deleted as soon as that obligation is satisfied.

We respect your right to understand, control, and manage the information associated with your account and your organization. The rights available to you may vary depending on the laws applicable in your jurisdiction.

Subject to applicable law, you may have the right to:

Access — request a copy of the personal information we hold about you or your organization.
Correction — request that inaccurate or incomplete personal information be corrected.
Export — export your organization's operational records at any time using the platform's built-in export tools.
Deletion — request deletion of personal information or organizational records, subject to legal retention requirements and the platform's data retention practices.
Account Closure — close your organization's account at any time, with the ability to export your data before closure.
Objection — object to certain uses of your information where permitted by law.
Restriction — request restriction of processing of your information in certain circumstances.

To exercise any of these rights, or to ask questions about the information we hold, please contact us at [privacy@memotory.com].

We will respond to all requests in a timely manner and in accordance with applicable legal requirements. In some cases, we may need to verify your identity before processing a request.

Memotory applications may use cookies and similar technologies to support platform functionality, maintain secure sessions, and improve your experience.

Authentication Cookies

We use session-based cookies to keep you securely logged in during your use of the platform. These cookies are essential to the operation of the application and cannot be disabled without affecting your ability to use the platform.

Preference Cookies

We may use cookies or local storage to remember your preferences, such as theme settings, language choices, or interface configurations, so that your experience is consistent across sessions.

Security Cookies

Certain cookies are used to detect and prevent fraudulent activity, unauthorized access, and other security risks.

Analytics

We may use aggregate analytics tools to understand how the platform is used in general terms — such as which features are most frequently accessed. Where applicable, this data is collected and processed in aggregate and is not used to identify individual users or organizations.

We do not use cookies or similar technologies to track your activity across third-party websites or to deliver targeted advertising.

The Memotory platform is designed for use by businesses and organizations, and is not intended for unsupervised use by children.

General-purpose Memotory products (such as Memotory Fleet) are business management tools intended for use by adults acting in a professional capacity. We do not knowingly collect personal information from children under the age of 13 in connection with these products.

Certain future Memotory products — such as those serving healthcare or education sectors — may have specific age-related requirements and eligibility criteria defined in product-specific terms or supplemental policies. Those products will include appropriate age verification and parental consent mechanisms as required by applicable law.

If we become aware that personal information has been collected from a child without appropriate consent, we will take prompt steps to delete that information. If you have concerns about information collected from a minor, please contact us at [privacy@memotory.com].

Memotory Technologies serves and intends to serve organizations operating in multiple countries and jurisdictions. We recognize that privacy laws and obligations differ across regions, and we are committed to respecting those differences.

If you access or use Memotory from outside the primary jurisdiction in which our services are hosted, please be aware that your information may be transferred to, stored in, or processed in a different country. We take steps to ensure that any such transfers are handled with appropriate safeguards.

As the Memotory platform expands, we are committed to understanding and meeting our privacy obligations under the laws applicable in each jurisdiction where we operate or have customers. This Privacy Policy will be updated accordingly as our compliance posture evolves.

The landscape of data privacy regulation continues to evolve globally. Memotory Technologies is actively committed to meeting our legal and ethical obligations under applicable privacy laws as the platform grows.

We are aware of and monitoring regulatory frameworks including, but not limited to:

General Data Protection Regulation (GDPR) — European Union and European Economic Area.
California Consumer Privacy Act (CCPA) — State of California, United States.
Republic Act No. 10173 — Data Privacy Act of 2012, Philippines.
Other applicable national and regional privacy regulations in jurisdictions where Memotory operates.

Important Notice

We do not claim formal certification or full compliance with any specific regulatory framework at this stage of our development. We are a growing platform committed to responsible data practices, and we are working toward formal compliance verification with qualified legal and compliance counsel as we prepare for public launch. This policy will be updated to reflect verified compliance postures as they are achieved.

Organizations operating under specific regulatory obligations (such as healthcare privacy laws or financial regulations) remain responsible for ensuring that their use of the Memotory platform meets their own compliance requirements. We are committed to supporting those efforts by maintaining a secure, transparent, and well-documented platform.

We may update this Privacy Policy from time to time as the Memotory platform evolves, as new products are introduced, or as applicable laws change. All updates will be reflected in a revised version of this document with an updated effective date.

Material Changes

Where changes are material — meaning they significantly affect how we collect, use, or share your information — we will provide advance notice through one or more of the following methods:

An in-application notification visible to account administrators.
An email notification sent to the registered email address of the Organization's Primary Administrator.
A prominent notice on our website prior to the change taking effect.

Minor Changes

For non-material changes — such as clarifications, corrections, or updates to placeholder information — we may update this document without providing individual advance notice. The updated policy will always be accessible within the application and on our website.

Your continued use of the Memotory platform following any update to this Privacy Policy constitutes your acceptance of the revised policy. We encourage you to review this document periodically.

If you have any questions, concerns, or requests related to this Privacy Policy or the handling of your information, please contact us through the following:

CompanyMemotory Technologies

Business Address[Business Address — To Be Finalized Before Public Launch]

Support Email[support@memotory.com]

Privacy Contact[privacy@memotory.com]

Website[www.memotory.com]

All placeholder fields above will be replaced with verified contact information before public launch.

Memotory Technologies

Know the history. Take control.
Preserving organizational memory — responsibly and securely.

Version 1.0 · Pre-Launch Draft · July 2, 2026

Pending review by qualified legal counsel before public release.