Privacy Policy

RepairTrak LLC ("RepairTrak," "we," "us," or "our") is committed to protecting the privacy and security of your personal information and business data. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our auto repair tracking platform and related services (the "Service").

This Privacy Policy applies to all information collected through our Service, including our website, mobile applications, and any related services, sales, marketing, or events. It also describes your rights regarding your personal information and how you can exercise those rights.

Key Privacy Principles

• Data Ownership: You retain complete ownership of your business and customer data
• Transparency: We clearly explain what data we collect and how we use it
• Control: You have full control over your data and can request access, modification, or deletion
• Security: We implement industry-leading security measures to protect your information
• Compliance: We adhere to global privacy regulations including GDPR and CCPA

We collect several types of information to provide and improve our Service. The information we collect falls into three main categories:

2.1 Account and Business Information

When you create a RepairTrak account, we collect:

2.2 Customer Data (Data You Input)

Through your use of RepairTrak, you may input customer information including:

2.3 Usage and Technical Information

We automatically collect certain technical information to improve our Service:

• Device Information: IP address, browser type, operating system, device identifiers
• Usage Data: Pages visited, features used, time spent, click patterns
• Performance Data: Error logs, loading times, feature usage statistics
• Location Data: General geographic location (for service optimization)
• Communication Metadata: Timestamps, delivery status, message types

We use the collected information for various legitimate business purposes to provide, maintain, and improve our Service:

3.1 Service Provision

• Creating and managing your RepairTrak account
• Processing repair status updates and notifications
• Facilitating communication between shops and customers
• Storing and organizing repair documentation
• Processing payments and managing subscriptions
• Providing customer support and technical assistance

3.2 Service Improvement

• Analyzing usage patterns to improve user experience
• Developing new features and functionality
• Optimizing performance and reliability
• Conducting quality assurance and testing
• Troubleshooting technical issues

3.3 Communication

• Sending transactional emails (receipts, notifications)
• Providing important service updates and announcements
• Responding to your inquiries and support requests
• Sending educational content about auto repair best practices
• Marketing communications (with your consent)

3.4 Legal and Security

• Complying with legal obligations and regulations
• Protecting against fraud, abuse, and security threats
• Enforcing our Terms of Service and policies
• Responding to legal requests and court orders
• Protecting our rights, property, and safety

RepairTrak does not sell, trade, or rent your personal information to third parties. We only share data in the limited circumstances described below:

4.1 With Your Explicit Consent

We may share information when you explicitly authorize us to do so, such as:

• Integrating with third-party payment processors you choose
• Connecting with external invoice systems you authorize
• Sharing data with business partners for specific features you enable

4.2 Service Providers

We work with trusted third-party service providers who assist in operating our Service:

4.3 Legal Requirements

We may disclose information when required by law or to protect our rights:

• In response to valid legal process (subpoenas, court orders)
• To comply with regulatory requirements
• To protect the safety of users or the public
• To investigate and prevent fraud or abuse
• To enforce our Terms of Service

When you use RepairTrak to communicate with your customers, you are entrusting us with sensitive customer information. We take this responsibility seriously and implement specific protections for customer data.

5.1 Your Role as Data Controller

As a RepairTrak user, you act as the data controller for your customer information. This means:

• Consent Management: You must obtain proper consent from customers before collecting their information
• Purpose Limitation: Customer data should only be used for legitimate auto repair business purposes
• Data Accuracy: You're responsible for keeping customer information accurate and up-to-date
• Retention Control: You decide how long to retain customer information
• Access Management: You control which staff members can access customer data

5.2 Our Role as Data Processor

RepairTrak acts as a data processor, providing secure infrastructure and tools:

• Secure Storage: All customer data is encrypted and stored securely
• Access Controls: Only authorized personnel can access customer data
• Data Isolation: Each shop's customer data is isolated from other users
• Processing Instructions: We only process customer data according to your instructions
• Breach Notification: We immediately notify you of any security incidents

5.3 Customer Communication Consent

Before using RepairTrak to communicate with customers, ensure you have appropriate consent:

RepairTrak implements comprehensive security measures to protect your data from unauthorized access, alteration, disclosure, or destruction. Our security program includes technical, administrative, and physical safeguards.

6.1 Technical Safeguards

6.2 Administrative Safeguards

• Security Training: All employees receive comprehensive security training
• Background Checks: Thorough screening for all personnel with data access
• Access Management: Regular review and revocation of access privileges
• Incident Response: Documented procedures for security incident handling
• Vendor Management: Security assessments for all third-party providers

We retain different types of data for varying periods based on business needs, legal requirements, and your preferences. You have control over most data retention decisions.

7.1 Account Data Retention

7.2 Account Termination

When you terminate your RepairTrak account:

• Immediate: Access to the service is revoked
• 30 Days: Data export period - you can request full data export
• 90 Days: Complete data deletion (except legally required records)
• Legal Records: Some data retained for legal/tax compliance as required

You have comprehensive rights regarding your personal information. RepairTrak provides tools and processes to exercise these rights easily and effectively.

8.1 Access Rights

You have the right to know what personal information we have about you:

• Account Dashboard: View your account information and settings
• Data Export: Download all your data in portable formats (JSON, CSV)
• Usage Reports: Access logs of how your data has been processed
• Third-Party Sharing: Information about any data sharing (none for sales/marketing)

8.2 Correction and Update Rights

You can correct or update your information at any time:

• Self-Service: Update most information through your account settings
• Support Assistance: Contact support for help with complex updates
• Bulk Updates: Tools for updating multiple records simultaneously
• Verification: We may verify your identity for sensitive changes

8.3 Deletion Rights

You can request deletion of your personal information:

RepairTrak uses cookies and similar technologies to enhance your experience, improve our services, and provide security features. You have control over cookie preferences.

9.1 Types of Cookies We Use

9.2 Cookie Management

You can control cookies through multiple methods:

• Browser Settings: Configure cookie preferences in your browser
• Cookie Banner: Manage preferences through our cookie consent banner
• Account Settings: Control analytics and tracking preferences
• Opt-Out Tools: Use industry opt-out tools for advertising cookies

RepairTrak integrates with select third-party services to provide enhanced functionality. We carefully vet all partners and limit data sharing to what's necessary for service delivery.

10.1 Essential Service Providers

10.2 Data Processing Agreements

All third-party processors sign comprehensive data processing agreements:

• GDPR Compliance: All processors meet GDPR requirements
• Data Limitation: Access limited to necessary data only
• Security Standards: Equivalent security measures required
• Audit Rights: Right to audit security and compliance
• Breach Notification: Immediate notification of security incidents

RepairTrak is fully compliant with the European Union's General Data Protection Regulation (GDPR). If you process personal data of EU residents, these protections apply to your RepairTrak usage.

11.1 GDPR Rights Implementation

11.2 Data Protection Officer

RepairTrak has appointed a Data Protection Officer (DPO):

• Contact: dpo@trakrepair.com
• Role: Monitor GDPR compliance and serve as supervisory authority contact
• Accessibility: Available for data protection questions and complaints
• Independence: Reports directly to executive management

RepairTrak complies with the California Consumer Privacy Act (CCPA) and its amendments (CPRA). California residents have specific rights regarding their personal information.

12.1 CCPA Rights for California Residents

12.2 How to Exercise CCPA Rights

California residents can exercise their rights through:

• Online Form: Privacy request form in account settings
• Email: privacy@trakrepair.com with "CCPA Request" in subject
• Phone: (833) 415-4220 during business hours
• Mail: RepairTrak LLC, 48-50 W Chestnut St Ste. 1, Lancaster, PA 17603

RepairTrak primarily operates in the United States, but we implement appropriate safeguards for international data transfers to ensure your data remains protected regardless of location.

13.1 Data Storage Locations

Your data is primarily stored and processed in:

• Primary: United States (AWS US-East region)
• Backup: United States (AWS US-West region)
• CDN: Global content delivery network for performance
• Support: Limited support operations in Canada

13.2 International Transfer Safeguards

When data is transferred internationally, we implement comprehensive safeguards:

RepairTrak is designed for use by business professionals and is not intended for children under 13 years of age. We are committed to protecting children's privacy in accordance with COPPA and other applicable laws.

14.1 Age Restrictions

RepairTrak services have the following age restrictions:

• Minimum Age: 13 years old (16 in EU jurisdictions)
• Business Use: Service intended for business professionals
• Account Creation: Users must certify they meet age requirements
• Parental Consent: Required for users under 18 with parental supervision

14.2 No Intentional Collection from Children

We do not knowingly collect personal information from children:

• Account Verification: Age verification during account creation
• Monitoring: Systems to detect potential underage users
• Immediate Action: Prompt deletion of any inadvertently collected children's data
• Parental Notification: Contact parents if children's data is discovered

14.3 Customer Data Considerations

While RepairTrak users typically serve adult customers, we provide guidance for situations involving minors:

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. We are committed to providing clear notice of any material changes.

15.1 Types of Changes

We may update this policy for various reasons:

15.2 Notification Methods

We will notify you of privacy policy changes through:

• Email Notification: Direct email to account holders for material changes
• In-App Notice: Prominent notice when you log into RepairTrak
• Website Banner: Notice banner on our website and login page
• Account Dashboard: Privacy update notifications in your account
• Version History: Maintained record of policy changes

15.3 Your Options After Changes

When we make material changes, you have several options:

• Accept Changes: Continue using RepairTrak under the updated policy
• Export Data: Download your data before changes take effect
• Modify Settings: Adjust privacy settings to align with your preferences
• Cancel Account: Terminate your account if you don't agree with changes
• Contact Us: Discuss concerns or questions about the changes

15.4 Effective Date and Transitions

Policy changes follow a structured transition process:

• Advance Notice: Changes announced before effective date
• Transition Period: Time to review and respond to changes
• Effective Date: Clear date when new policy takes effect
• Grace Period: Additional time for account modifications if needed
• Old Policy Archive: Previous versions archived for reference

We're committed to addressing your privacy questions and concerns promptly. Multiple contact methods are available depending on your needs.