CMMS Maintenance Management Application Privacy Policy

Last Updated: March 2026

This Privacy Policy explains how personal data is collected, used, and protected when using the CMMS (Computerized Maintenance Management System) Application developed by Greenbotz exclusively for Interlock Group Singapore.

This application is intended only for authorized employees, technicians, and administrators of Interlock Group Singapore to manage maintenance requests, operational issues, and service ticket tracking.

The handling of personal data within this application follows the requirements of the Personal Data Protection Act 2012.

Ownership and Roles

For the purposes of data protection:

Interlock Group Singapore

• Acts as the Data Controller
• Determines how personal data is used
• Owns all data stored within the application

Greenbotz

• Acts as the Technology Provider / Data Processor
• Provides the CMMS software platform
• Processes personal data only based on the instructions of Interlock Group Singapore

Greenbotz does not independently control or use the personal data stored in the system.

Purpose of the Application

The CMMS application is used by Interlock Group Singapore to manage operational and maintenance activities within their organization.

The system allows users to:

• Report maintenance or operational issues
• Create and manage service tickets
• Assign technicians to resolve issues
• Track resolution timelines
• Maintain service history and maintenance records
• Improve operational and facility management processes

Personal Data Collected

The application may collect the following information from authorized users.

User Account Information

• Name
• Work email address
• Contact number
• Department or role
• User access level

Ticket Information

When a ticket is created, the system may store:

• Issue description
• Location of the issue
• Uploaded images or documents
• Date and time of the request
• Assigned technician details
• Resolution notes and service completion time

System Logs

For system security and operational monitoring, the application may record:

• Login activity
• System usage logs
• IP address
• Device or browser information

Use of Personal Data

Personal data collected through the CMMS application is used strictly for operational and administrative purposes, including:

• Managing maintenance requests
• Assigning technicians to issues
• Monitoring service completion timelines
• Maintaining service records
• Ensuring accountability and operational efficiency
• Maintaining system security and performance

Greenbotz does not use personal data collected within the application for marketing or external business purposes.

Disclosure of Personal Data

Access to personal data stored within the CMMS system is limited to authorized personnel within Interlock Group Singapore, including:

• System administrators
• Operations or facility managers
• Assigned technicians
• Authorized support personnel

Greenbotz may access system data only when necessary for technical maintenance, troubleshooting, or support, and only with authorization from Interlock Group Singapore.

Personal data will not be disclosed to external parties unless required by law.

Data Protection and Security

Appropriate technical and organizational security measures are implemented to protect personal data from unauthorized access, misuse, or disclosure.

These measures may include:

• Secure cloud infrastructure
• Encrypted communication (HTTPS)
• Role-based access control
• Authentication mechanisms
• System activity monitoring and logging

Data Retention

All data stored within the CMMS application belongs to Interlock Group Singapore.

Data retention periods are determined by Interlock Group Singapore based on internal policies and applicable legal requirements.

Greenbotz will retain or delete data only according to instructions provided by Interlock Group Singapore.

Access and Correction of Personal Data

Users who wish to access or correct their personal data should contact the system administrator of Interlock Group Singapore.

Requests will be handled in accordance with the requirements of the Personal Data Protection Act 2012.

Policy Updates

This Privacy Policy may be updated when necessary to reflect:

• Changes in system functionality
• Updates to legal or regulatory requirements
• Changes requested by Interlock Group Singapore

Contact Information

For questions regarding this Privacy Policy or data protection matters, please contact:

• Interlock Group Singapore – System Administrator (tech@interlockgroup.sg)

For technical support related to the application:

• Greenbotz – Technical Support (info@greenbotz.co)