Privacy Policy

InvictaHQ (“InvictaHQ,” “we,” “us,” or “our”) provides an AI-powered service operations platform that helps equipment manufacturers and service organizations manage installation, preventive maintenance, field service, spare parts, contracts, warranty, and related operations (the “Service”). This Privacy Policy explains what information we collect, how we use and share it, and the choices you have, when you visit our website or use the Service.

By using the Service, you agree to the collection and use of information in accordance with this policy. If you do not agree, please do not use the Service.

We collect information in the following ways:

• Account & contact information — name, work email, phone number, job title, company name, and password when you create an account or request a demo.
• Customer data — data your organization uploads or generates while using the Service, such as asset records, work orders, service history, spare parts inventory, contracts, and customer contact details.
• Usage data — pages visited, features used, clickstream events, log files, device and browser type, IP address, and timestamps.
• Cookies & similar technologies — identifiers used to keep you signed in, remember preferences, and understand how the Service is used (see Section 8).
• Communications — information you provide when you contact support, subscribe to our newsletter, or otherwise correspond with us.

We use the information we collect to:

• Provide, operate, maintain, and improve the Service, including our AI service copilot;
• Create and manage accounts, process demo requests, and provide customer support;
• Personalize your experience and communicate product updates or service notices;
• Monitor and analyze usage, trends, and performance to improve reliability and security;
• Detect, investigate, and prevent fraud, abuse, and security incidents; and
• Comply with legal obligations and enforce our agreements.

Where we use artificial intelligence to power features such as the AI Copilot, customer data is processed solely to deliver and improve the Service for your organization and is not used to train models shared across other customers without your consent.

We do not sell your personal information. We may share information with:

• Service providers — vendors who perform functions on our behalf, such as hosting, analytics, email delivery, and customer support tooling, under contractual confidentiality obligations;
• Integrations — third-party systems you choose to connect to InvictaHQ, such as ERP, CRM, or accounting software;
• Legal & safety — when required to comply with law, regulation, legal process, or governmental request, or to protect the rights, property, or safety of InvictaHQ, our customers, or others; and
• Business transfers — in connection with a merger, acquisition, financing, or sale of assets, subject to standard confidentiality arrangements.

We maintain administrative, technical, and physical safeguards designed to protect information against unauthorized access, disclosure, alteration, or destruction, including AES-256 encryption at rest, TLS 1.3 in transit, role-based access controls, single sign-on, audit logging, and regular backups. Our security program is aligned with SOC 2 Type II, ISO 27001, and GDPR frameworks. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

We retain personal information and customer data for as long as needed to provide the Service, comply with our legal obligations, resolve disputes, and enforce our agreements. When you close your account, we delete or anonymize your data within a commercially reasonable period, except where retention is required by law or reflected in a signed data processing agreement.

Depending on your location, you may have the right to access, correct, export, or delete your personal information, object to or restrict certain processing, and withdraw consent. To exercise these rights, contact us at privacy@invictahq.com. If your organization is our customer, requests concerning data stored on your behalf should generally be directed to your InvictaHQ administrator, who controls that data.

We use cookies and similar technologies to keep you signed in, remember preferences, and understand aggregate usage of our website and Service. You can control cookies through your browser settings; disabling cookies may affect certain features.

InvictaHQ operates globally and may process information in countries other than your own. Where required, we rely on appropriate safeguards, such as Standard Contractual Clauses, to protect information transferred internationally. Enterprise customers may choose region-specific data residency where supported.

The Service is intended for business use and is not directed to individuals under 16. We do not knowingly collect personal information from children.

We may update this Privacy Policy from time to time. We will post the revised policy on this page with an updated “Last updated” date and, for material changes, provide additional notice as appropriate.

If you have questions about this Privacy Policy or our data practices, contact us at privacy@invictahq.com.