Privacy Policy

1. Information We Collect

We may collect the following categories of information:

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

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

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: