This policy explains what information RPM Filter LLC (“RPM Filter”, “we”, “us”) collects through this website, the RPM Filter customer portal and the emails we send, and what we do with it. It applies to rpmserviceview.com, the customer portal and any page that links here.
Information we collect
When you request a quote. The contact form asks for your name, company, work email, and optionally your phone number, building city, building type, number of buildings and a message. We also record the time of the request and the IP address it came from, which helps us filter spam.
When you use the customer portal. Your organization’s administrator, or RPM Filter, invites you. We keep your name, work email, role and which locations you can see. Your password is stored only as a one-way hash, so nobody at RPM Filter can read it.
Service records. The portal shows the service we perform for your organization. That includes location names and addresses, visit dates, technician notes, photos taken on site, equipment nameplate details, filter counts, invoices, purchase-order numbers and the requests and comments you send us. These records come from our field-service system and from your team.
Security and usage records. We log sign-ins, failed sign-in attempts and actions that change data, so we can protect accounts and investigate problems.
Cookies. The portal sets a cookie that keeps you signed in; it is strictly necessary, and it expires after seven days or when you sign out. A browser that RPM Filter staff sign in from also receives a one-year cookie that remembers it as a staff device, so it opens on the staff sign-in page. Neither cookie is used for advertising or analytics, and this website sets no cookies of its own.
How we use it
- To answer quote requests and provide the services you buy from us.
- To run the portal, including service history, reports, photos and email notices about visits and site issues.
- To keep accounts and data secure, and to find and fix problems.
- To meet our legal obligations.
We do not sell personal information, and we do not share it for advertising.
Who we share it with
Inside your organization, portal users see the locations their account administrator gives them access to. Outside RPM Filter, we use a small number of service providers who process information on our behalf and only for the purposes above:
| Provider | What they do for us |
|---|---|
| Patton AI LLC | Builds, hosts and maintains this website and the portal. |
| Fly.io | Runs the portal application and its database in the United States. |
| Cloudflare | Serves this website and stores service photos and database backups, encrypted at rest. |
| ServiceFusion | Our field-service and scheduling system, where service records originate. |
| Resend | Delivers email, such as quote requests, invitations, password resets and visit notices. |
| Anthropic | Reviews service photos with its AI model to find equipment nameplates and record model and serial numbers. Under its commercial terms, this data is not used to train its models. |
We may also disclose information if the law requires it, to protect people or property, or as part of a sale or reorganization of our business.
How long we keep it
- Quote requests stay in our business email for as long as we need them to follow up and keep business records.
- Portal records are kept while your organization is an RPM Filter customer. When an account becomes inactive in our field-service system, it is removed from the portal at once, and its data is deleted by RPM after a 14-day grace period as part of our account clean-up.
- Backups roll over after 30 days.
- Sign-in sessions expire after seven days. Invitation links expire after 14 days and password-reset links after one hour.
How we protect it
All traffic to the portal is encrypted in transit. Each customer’s data is kept separate, and automated tests check that one organization can never see another’s. Passwords are hashed, sign-in attempts are rate-limited and administrative actions are logged. No system is perfectly secure. If a breach affects your personal information, we will notify you as the law requires.
Your choices
You can ask us to show, correct or delete the personal information we hold about you. Email servicesupport@rpmfilter.com. If your organization manages your portal account, we may need to coordinate the request with its administrator. Some service records must be kept for business or legal reasons, and we will tell you if that applies.
Children
Our services are for businesses. We do not knowingly collect information from children under 13.
Changes to this policy
We will update the date at the top of this page when we change it. For significant changes, we will also tell portal users by email or in the portal.
Contact us
RPM Filter LLC · Nashville, Tennessee
servicesupport@rpmfilter.com · (855) 477-6358