Privacy policy

Last updated: [effective date]

1. Who we are

GarageSuite is provided by [Legal entity] (ABN [ABN]), [address]. You can reach us at support@garagesuite.app.

2. Two roles

• Your account (your name, email, password and your shop's details): we decide how this information is used, as this policy explains.
• Your shop's records (your customers, vehicles, jobs, photos and documents): your shop decides how they're used, and we process them on its behalf, only to provide GarageSuite. If you're a customer of a shop that uses GarageSuite, please contact the shop first.

3. What we keep

• Your account: your first and last name, your email, your password (stored only as a one-way hash, never the password itself), your role, when you verified your email, and your preferences (such as the daily summary email).
• Your shop: its name, contact details, address, tax number, logo and settings.
• Your shop's records: whatever the shop enters: customers and their contact details, vehicles (plate, VIN, mileage, service and inspection due dates), jobs, estimates, inspections, reports, photos, notes, invoices, payments, suppliers and inventory.
• When you sign up: the country and the language you choose.

If you send us a spreadsheet so we can convert it for the GarageSuite import, we use it only to prepare your shop's import and delete it once the import is done.

4. Cookies and your device

• We use one sign-in cookie, which keeps you signed in for up to a week, on one device at a time.
• A shop's customer who opens an estimate link gets a security cookie that protects the page's forms and, once they enter the PIN, a short session cookie that lasts at most a day.
• We use no analytics, advertising or tracking cookies.
• Your browser keeps a few things on your device: the last language, a short list of recently opened records and some screen preferences.
• If you turn on notifications on a device, your browser gives us an address at its push service (Google, Apple, Mozilla or Microsoft) and keys to encrypt messages for it. We keep them until you turn notifications off, sign out on that device, or don't sign in on it for a week, and use them only to send GarageSuite's notifications.

5. Logs

• Our server logs record ids (which account, which shop, which record), status codes and error codes. They never record names, email addresses, notes or what you searched for.
• When GarageSuite hits an error in your browser, your browser tells our server which kind of error it was and on which screen. That report carries no names, numbers or anything you typed. We also measure, for a sample of requests, how long they take to reach our server and come back, to keep GarageSuite fast where you are.
• To stop abuse, we limit how often some actions can be repeated. These limits look at your IP address in memory only, and don't store it. On the sign-up page we also read the country Cloudflare reports for that address, to suggest your country, and don't store it either.
• Grafana Labs (Grafana Cloud, in the United States) receives the same ids-only information, with which kind of request or screen it was, its status or error code and how long it took, to tell us about errors and slowdowns. It never receives names, email addresses or anything you typed.

6. Who else processes data, and why

We use these service providers, only to run GarageSuite:

• Cloudflare: the network in front of GarageSuite, storage for photos, documents and feedback screenshots (R2), and sending email (Email Service).
• Cloudflare Turnstile: the check that tells people from bots when you register, join the waitlist, ask for a password reset or sign in after several failed attempts. To do that, Turnstile looks at your IP address and signals from your browser, under Cloudflare's privacy policy.
• Hetzner: our server and database, in [server region].
• NHTSA's vPIC (United States shops only): when you decode a VIN, only the VIN is sent to the US government's vehicle database.
• Have I Been Pwned (Pwned Passwords): when you choose a password, our server checks it against a public list of passwords exposed in data breaches. Only the first five characters of a one-way hash of the password are sent, from our server; your password, your email and your IP address never leave GarageSuite.
• Grafana Labs (Grafana Cloud, in the United States): error tracking and performance monitoring. It receives ids, the names of requests and screens, status and error codes and timings; never names, email addresses or anything you typed.
• Dictation: when you dictate a note, your browser's own speech service turns your voice into text. Depending on your browser, it may send the audio to its maker (Google for Chrome, Apple for Safari). We receive only the text.
• Your browser's push service (Google, Apple, Mozilla or Microsoft, depending on your browser), when you turn on notifications: it delivers them to your device. The message is encrypted so only your device can read it; the push service sees only when it was sent and to which device. What your phone shows on the lock screen is the kind of event and a job number, never a customer's name.
• WhatsApp, SMS and email links you tap open your own apps. We send nothing through them.

7. Emails

• We send account emails (email verification, password resets, technician invites, and the daily summary if you turn it on).
• When a shop asks, we send appointment reminders to its customers, under the shop's name. Each one has an unsubscribe link. A customer who unsubscribes gets no more reminders from that shop until the shop turns them back on.
• After an email is sent, we keep only that it was sent (its kind, status and date) for 30 days. We don't keep its address, its subject or its content.

8. Feedback

When you use Send feedback, your message, the page you were on (which screen, not its address), the app version and your browser's name and version go to our support inbox, together with your name and email, so we can reply.

If you attach screenshots, your browser shrinks them and removes any location data before they're sent. They're stored privately in Cloudflare R2 and deleted after 30 days; the email to our support inbox carries only links to them, which stop working after 7 days. A screenshot can show your shop's records, including your customers' details: we use it only to answer your feedback.

9. Who can access your data

• Your shop's users, according to their role. For example, technicians don't see costs or the shop's money totals.
• The developer of GarageSuite, who can reach the database directly to fix problems and restore backups. During the beta there's no separate admin tool and no log of that access. We access your data only when we need to run, fix or restore the service, or when the law requires it.
• No one else. We never sell your data.

10. Where your data is, and for how long

• Your data is stored in [server region]. Cloudflare's network delivers it worldwide.
• Your shop's data is kept while your account is open.
• Backups are encrypted and kept for [backup retention, e.g. 30 days].
• When you ask us to delete your shop, we delete it within [30 days], and it leaves our backups as they expire.

11. Waitlist

If you join our waitlist, we keep your email address, the country you chose, the language you want us to write in and the date you joined. We use them only to send you one email when GarageSuite opens in your country, and to count how many people are waiting in each country. We don't share them, and we don't use them for marketing. We delete your entry once we've sent that email, after two years if we haven't opened in your country by then, or sooner if you ask us at support@garagesuite.app.

12. Your rights

• You can ask to see, correct, export or delete your data at support@garagesuite.app.
• A shop's owner can also download the shop's data themselves from Settings, after entering their password, once a week: customers, vehicles, jobs, invoices, payments, notes, suppliers and inventory as spreadsheet files, and optionally all of its stored PDFs.
• If you're a customer of a shop, ask the shop, or ask us and we'll pass your request on.
• You can also complain to the privacy regulator in your country [reviewer: the AAIP in Argentina, the OAIC in Australia].

13. Security, in brief

Passwords are stored as one-way hashes, new passwords are checked against passwords known from data breaches, every request checks your session, each shop's data is kept apart from every other shop's, photos and documents are private and reached only through short-lived links, and backups are encrypted.

14. Children

GarageSuite isn't for anyone under 18.

15. Changes

We'll tell you by email or in the app before a change to this policy that matters to you takes effect.