Privacy policy

Who is responsible for what

• The shop you check in with is responsible for its relationship with you, including the repair agreement you sign, the estimate, the repair, and how it uses your information.
• We provide the software and run it for the shop. We use customer information only to provide the service to that shop, as described below.
• For shop owners and staff, we are responsible for the account information you give us.

What we collect when you check in

Depending on the kind of check-in and what the shop asks for:

• Contact details: your name, mobile phone number, email address and street address.
• Vehicle: year, make, model, and if you give them, color, license plate and VIN.
• Insurance and payment: how you plan to pay, and if you give them, your insurance company, claim number and adjuster's name and phone. We never ask for card or bank numbers.
• The damage: your description of what happened and the photos you take or upload.
• Add-on services you choose and how you heard about the shop.
• Your repair authorization: your initials on each clause, your signature image, your typed name, and the exact version of the agreement you signed. When you sign, we also record your IP address, your browser and device description (user agent), your screen size and the time, so the shop can show that you signed. We save a signed PDF of the agreement with your check-in.
• Text messages: whether you agreed to receive texts, the exact consent wording you saw and when you agreed, the texts sent to you and any replies you send, and their delivery status. If you reply STOP, we keep your number on an opt-out list so you aren't texted again.
• A temporary session: your browser gets an anonymous sign-in for the visit so your photo uploads belong only to you. We don't use advertising cookies, and we don't save your check-in in your browser.
• Usage and error data: to see how check-in is used and fix problems, we record which steps were viewed and completed, how long they took, device and browser type, and error reports, under an anonymous id. This never includes your name, phone, email, address, vehicle details, photos or signature, and it's never used for advertising or sold.

What we collect from shops

• Account details for owners and staff: name, email, password (handled by Google's Firebase Authentication; we never see it) or Google sign-in, role, and which locations each person can see.
• Shop details, many pulled from the shop's public Google listing: name, address, phone, hours, website, rating and review link, plus the logo, color, services, prices and agreement text the shop sets up.
• Paired tablets: the name the shop gives each one and when it was last used.
• How the shop uses the app (pages opened, actions taken, check-in counts and add-on totals) and error reports, attributed to the shop rather than to a person, so we can improve the product and support you.

How the information is used

• To deliver your check-in to the shop and show it in the shop's inbox.
• To create and store the signed repair authorization.
• To send the repair updates you agreed to receive, and to send the shop a text when a new check-in arrives.
• To keep the service secure, for example by limiting repeated submissions and investigating abuse.
• To provide support and to meet legal obligations.

We do not sell personal information, and we don't use it for advertising. Mobile numbers and text-message consent are never shared with third parties or affiliates for their marketing.

Who we share it with

• The shop you checked in with, and the owners and staff it gives access to.
• Service providers that run the service for us: Google Cloud and Firebase (hosting, database, file storage, sign-in and server functions), Twilio (sending and receiving text messages), Resend (emailing copies of signed forms), Amplitude (usage statistics) and Sentry (error reports). When a shop looks itself up during setup, the search goes to Google's Places service; no customer information is sent there. Shops pay their subscription through Stripe, which processes the shop's card details; we keep only the Stripe customer reference and subscription status, never card numbers.
• Authorities, when the law requires it, or to protect someone's safety or our rights.
• A buyer or successor, if Smart Apps Lab LLC is sold or merged, under the same protections described here.

Where it's stored and how it's protected

Information is stored on Google Cloud (Firebase) in the United States. It's encrypted in transit and at rest. Inside a shop, access is limited by role and by location, and shop owners can revoke a tablet at any time.

How long it's kept

• Check-ins, photos, signed agreements and text history are kept for the shop for as long as its account is active, so it has a record of each repair.
• A shop can ask us to delete specific check-ins or its whole account. When a shop closes its account, we delete its data unless the law requires us to keep it.
• Photos you upload but never submit are deleted automatically within a day.
• Phone numbers that replied STOP stay on the opt-out list so the request keeps being honored.

Your choices

• To see, correct or delete your check-in, contact the shop you checked in with. You can also email support@smartappslab.com and we'll pass your request to the shop and help it respond. A shop may need to keep a signed repair authorization for its records.
• To stop text messages, reply STOP to any message. See the SMS terms.
• Shops can edit their information, export check-ins to CSV, and request deletion at any time.

Children

IntakeBay is meant for vehicle owners and their authorized agents, not children. We don't knowingly collect information from children under 13.

Changes to this policy

If we change this policy, we'll update the date at the top. If the change is significant, we'll also tell shops by email or in the app before it takes effect.

Contact us

Questions about this page, or a request about your information: email support@smartappslab.com.