Privacy Policy - GearGenius.ai ShopOS & FlatRate Pro

Your Data Belongs to You

You own the information you enter into FlatRate Pro and ShopOS, including job logs, work history, goals, performance metrics, certifications, customer records, work orders, and uploaded files, subject to any rights that belong to your employer, shop, school, or customer under applicable law or contract. Our Services are the secure workspace you use to organize, manage, and analyze that data.

Export, download, or request deletion of your information at any time, subject to legal and operational limits.
Students keep ownership of their records when FlatRate Pro is used in classrooms or training programs, except as otherwise required by the institution or applicable law.
Parents or authorized educational institutions can request data access, export, or deletion as required by FERPA, COPPA, or other applicable laws.
Deletion requests can be sent to support@geargenius.ai.

1. Information We Collect

We may collect the following categories of information:

A. Information You Provide Directly

Email address, login credentials, and account preferences
Optional profile details such as name, school or training institution, profile photo, and shop affiliation
Business name, shop name, staff data, and business contact information for ShopOS organizations
Repair and diagnostic records, vehicle information, job notes, work order numbers, repair categories, and labor times
Customer names, phone numbers, email addresses, and vehicle details entered by shops into ShopOS
Estimate details, intake notes, diagnosis notes, verification notes, invoice line items, and payment status
Goals, certifications, instructor feedback, mentoring notes, progress reports, and technician performance history
Documents, images, and other content uploaded to the Services
Communications you send to us, including support requests, feedback, and account inquiries

B. Information Collected Automatically

IP address, browser type, device information, and operating system
Usage data, access times, pages viewed, clicks, and feature interaction data
Diagnostic, crash, error, and performance data
Information stored locally on your device for offline use, performance, and session continuity
Cookies, local storage, and similar technologies used to authenticate users, remember preferences, and support app functionality

C. Voice Data

When you use Total Voice or ShopOS voice intake, audio is recorded only while you actively record.
Audio is used only for speech-to-text conversion and related AI processing needed to create structured job or intake records.
Raw audio is not stored by us after transcription. Only the resulting text and associated structured fields may be retained.

D. Photo and File Uploads

Photos and attachments uploaded for diagnosis, documentation, estimates, or work orders may be stored with the relevant record.
Uploaded images may be analyzed by AI features to suggest diagnosis, intake details, or workflow guidance.

E. Payment Information

Payments for subscriptions and premium features are processed through Stripe or another payment processor we may designate.
We do not store full credit or debit card numbers.
We may receive transaction details such as billing contact information, plan details, transaction identifiers, and payment status.

F. Time and Workflow Data

Time blocks, start times, pauses, resumes, completions, and tags recorded in Where's My Time Go or other timing workflows
Assignment data, verification events, approval events, and related workflow timestamps in ShopOS

G. Information from Third Parties

Authentication providers, including Google Sign-In through Firebase
Payment processors
Vehicle and VIN lookup services
Third-party integrations you enable or authorize

2. How We Use Information

We may use collected information to:

Provide, maintain, and improve the Services
Create and manage user accounts, organizations, roles, permissions, and connected shop workflows
Process subscriptions, payments, renewals, invoices, and related account administration
Support repair shop operations including intake, estimates, work orders, scheduling, technician assignment, verification, invoicing, approvals, and reporting
Generate AI-assisted recommendations, summaries, labor time estimates, coaching, diagnostic guidance, and workflow support
Provide educational, mentoring, and technician development tools when authorized
Respond to support inquiries and communicate with users about updates, security, billing, and service changes
Monitor usage, security, abuse, fraud, and system performance
Produce aggregated and de-identified analytics to improve the platform
Comply with legal obligations and enforce our agreements

We do not sell personal information for monetary consideration and we do not use personal information for third-party advertising.

3. AI Features and Automated Processing

The Services include AI-powered features that may use third-party models and tools, including OpenAI services, to provide:

Job analysis and labor time suggestions
Performance coaching and efficiency insights
Diagnostic Trouble Code lookup and probable cause suggestions
Voice-to-text transcription for job logging and customer intake
Photo analysis for diagnosis support
Estimate drafting, summaries, intake structuring, and workflow guidance
Career reports, technician history summaries, and productivity insights

Important AI Notice

AI-generated outputs are provided for informational and productivity purposes only.
You are responsible for reviewing and validating AI-generated outputs before relying on them for repairs, pricing, diagnostics, safety, compliance, customer communications, or business decisions.
AI outputs may be incomplete, inaccurate, or inappropriate in some cases.
We send only the information reasonably necessary to generate the requested output.
We do not permit your data to be used by us for advertising model training, and voice audio used for transcription is intended to be deleted after conversion.

4. How We Share Information

We may share information in the following circumstances:

With service providers that perform services on our behalf, such as hosting, analytics, authentication, payment processing, communications, and AI processing
With your organization if you access the Services through a business, enterprise, school, or ShopOS account
With integration partners when you enable or authorize an integration, including external AI tools using Connect Tokens or similar access methods
With your educational institution where the Services are deployed in a classroom, training, or mentoring context and disclosure is authorized or required
In connection with a merger, acquisition, financing, reorganization, or sale of assets
When required by law, legal process, or to protect rights, safety, property, or security
With your consent or at your direction

Service Provider	Purpose	Data Shared
Google Firebase	Hosting, authentication, database, cloud functions, storage	Account, job, organization, work order, and uploaded content data needed to run the Services
OpenAI	AI analysis, transcription, summaries, coaching, and diagnosis assistance	Minimal prompt context, temporary audio for transcription, and uploaded images when AI features are used
Stripe	Payment processing, payment links, reconciliation	Name, email, billing details, transaction status, and metadata needed to process payment
Microsoft Power Automate	Operational emails and workflow notifications	Email addresses and minimal workflow context
VIN Lookup Services	Vehicle decoding and autofill assistance	VIN numbers submitted for lookup

Each provider receives only the data reasonably necessary to perform its function and is expected to protect that data under applicable contractual or legal obligations.

5. Customer Data Processed on Behalf of Shops

When a shop uses ShopOS to store or manage customer, vehicle, or service information, we may act as a service provider or processor on behalf of that shop.

The shop is generally responsible for obtaining required permissions, providing required notices, and determining how the data is used.
Shop customers may receive approval or payment links that use secure token-based access without requiring a user account.
We do not independently use shop customer data for advertising or unrelated commercial purposes.

6. Technician and Organization Sharing

When a technician connects FlatRate Pro to a ShopOS organization, information may be shared between the technician and the organization according to the connection settings and workflow rules.

ShopOS work assigned to the technician is visible to the connected organization and is not treated as private technician-only work.
Technician-created FlatRate Pro jobs that are not organization work may remain private if the feature settings allow it.
Connection flows may allow the technician to choose whether to share no history, a recent history window, or a full backfill of eligible records.
After disconnection, the organization retains its own work orders and operational records.

7. Cookies and Tracking Technologies

We may use cookies, pixels, local storage, and similar technologies to:

Keep users signed in
Remember preferences and settings
Support offline functionality and device caching
Measure platform performance and analytics
Support security and fraud prevention

You may be able to control cookies through your browser settings, but disabling some cookies may affect the functionality of the Services.

8. Aggregated and De-Identified Analytics

We may use aggregated, de-identified information to improve the Services.

We aim to exclude direct identifiers such as personal names, email addresses, student identifiers, and VINs from aggregated analytics datasets used for general product improvement.
Aggregated analytics may include metrics such as feature adoption, average efficiency, workflow completion rates, or usage trends.
We do not publish identifiable job logs, student records, or shop customer records as part of aggregated analytics.

9. Data Storage and Security

Data is stored using secure cloud infrastructure, including Google Firebase services located in the United States.
Data may be encrypted in transit and at rest where supported by our providers and configurations.
Role-based access controls and authentication safeguards are used to limit access.
Payment transactions are handled by Stripe under PCI-related controls maintained by Stripe.
Temporary copies of data may exist on user devices for caching, offline access, and synchronization.

No method of internet transmission or electronic storage is completely secure, and we cannot guarantee absolute security.

10. Data Retention

Active account data is retained for as long as reasonably necessary to provide the Services and maintain legitimate business records.
Verified deletion requests are generally processed within 30 days, subject to backups, fraud prevention, legal retention, and operational constraints.
Encrypted backups may persist for up to 90 days or longer where required for disaster recovery or legal compliance.
Voice recordings used for transcription are intended to be deleted immediately after transcription, while the resulting text may be retained with the related record.
ShopOS customer and payment records may be retained as required by the applicable shop account settings, accounting needs, or legal obligations.

11. Your Rights and Choices

Depending on your location and applicable law, you may have rights that include:

Accessing certain personal information we hold about you
Correcting inaccurate information
Requesting deletion of certain information
Requesting data portability where applicable
Objecting to or restricting certain processing
Withdrawing consent where processing is based on consent
Declining optional voice, AI, or image-based features

To exercise applicable rights, contact us at support@geargenius.ai. We may need to verify your identity before processing requests.

12. Children's Privacy and Educational Use

ShopOS is intended for business use and is not directed to children under 13.
FlatRate Pro may be used in educational or training settings. Users under 13 may use the Services only through an account created or authorized by a parent, guardian, or educational institution where permitted by law.
Users under 18 must have parent, guardian, or institutional approval before making purchases.
When used by an educational institution, student data may be treated as an educational record subject to FERPA or related laws.

13. Third-Party Services

The Services may link to or integrate with third-party services. We are not responsible for the privacy, security, or content practices of third parties. Your use of third-party services is governed by their own terms and policies.

14. International Data Transfers

If you access the Services from outside the United States, your information may be transferred to and processed in the United States or other jurisdictions where our providers operate and where privacy laws may differ from those in your location.

15. Data Breach Notification

We may notify affected users, organizations, and educational partners of confirmed breaches as required by applicable law.
Notifications may describe the affected information, known impacts, remedial actions, and available support steps.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.
If we make material changes, we may provide notice through the Services, by email, or by updating the effective date above.
Your continued use of the Services after the updated Privacy Policy becomes effective constitutes acceptance of the revised policy.

17. Contact Us

If you have questions about this Privacy Policy, contact us at:

GearGenius.ai ShopOS & FlatRate Pro

Jess Recruiting LLC

Email: support@geargenius.ai

Website: https://geargenius.ai