Privacy Policy

1. Scope and Roles

tekDrive provides software services to automotive repair shops and related businesses.

For purposes of data protection laws:

• Shops are the data controllers for Customer Data and employee data they upload or process using the Service.
• tekDrive acts as a data processor, processing data on behalf of Shops in accordance with their instructions and this Privacy Policy.

This Privacy Policy applies to all users of the Service.

2. Information We Collect

2.1 Information You Provide

Depending on how the Service is used, we may collect and process:

Account and Contact Information

• Name
• Email address
• Phone number
• Company name
• User role and permissions

Authentication Information

• Login identifiers
• Encrypted authentication tokens
• Social login identifiers (e.g., Google, Apple), where enabled

Note: tekDrive does not intentionally store plaintext passwords.

Business and Operational Data

• Employee profile information and photos
• Internal comments and communications
• Uploaded media (images, video, documents, audio)
• Customer names, contact details, and appointment information
• Sales-related data and internal notes
• Recorded phone calls or messages, where enabled by the Shop

Communications

• Messages sent within the Service
• Support requests and correspondence
• Notifications and alerts

2.2 Automatically Collected Information

We automatically collect certain information when you use the Service, including:

• IP address
• Device and browser information
• Log data and timestamps
• Usage activity and feature interaction
• Session and diagnostic data

This information is used to operate, secure, and improve the Service.

2.3 Third-Party Integrations

If you connect third-party services (such as messaging platforms, scheduling tools, or other business systems), we may process data received from those services in accordance with the Shop's configuration and the third party's terms.

tekDrive does not control third-party services and is not responsible for their privacy practices.

3. Cookies and Similar Technologies

We use cookies and similar technologies to enhance your experience on our Service.

3.1 What Are Cookies

Cookies are small text files stored on your device when you visit a website. They help websites remember your preferences and improve functionality.

3.2 Types of Cookies We Use

Necessary Cookies: Essential for the Service to function properly. These cannot be disabled and include:

• Authentication and session management
• Security and fraud prevention
• User preferences (theme, sidebar state)

Functional Cookies: Help us improve user experience by remembering choices you make:

• Language preferences
• Form submission tracking
• Feature usage preferences

Analytics Cookies: Help us understand how visitors interact with our Service:

• Page views and navigation patterns
• Feature usage statistics
• Performance monitoring

3.3 Managing Cookies

When you first visit our site, you will be presented with a cookie consent banner allowing you to:

• Accept All: Enable all cookies for the full experience
• Necessary Only: Limit cookies to those essential for basic functionality

You can also manage cookies through your browser settings. Note that disabling certain cookies may affect the functionality of the Service.

3.4 Third-Party Cookies

Some cookies may be set by third-party services we use, such as authentication providers or analytics tools. These are subject to the respective third party's privacy policy.

4. How We Use Information

We use information to:

• Provide, operate, and maintain the Service
• Authenticate users and manage access
• Process and store Content as directed by Shops
• Enable internal communications and workflows
• Support integrations and automation features
• Monitor system performance and security
• Respond to support requests
• Communicate service updates and security notices
• Detect, prevent, and investigate misuse or fraud
• Comply with legal obligations

We do not sell personal data.

5. Monitoring, Communications, and Recordings

The Service may process:

• Internal communications between users
• Media uploads
• Call recordings and message content
• Activity logs related to use of the Service

Shops are solely responsible for:

• Providing required notices
• Obtaining consent from employees, customers, or third parties
• Complying with applicable employment, labor, and communications laws

tekDrive does not determine whether consent is required and does not assume responsibility for consent failures.

6. Disclosure of Information

We may disclose information in the following circumstances:

6.1 Service Providers

We may share information with trusted third-party vendors and service providers who assist us in operating the Service, subject to confidentiality and security obligations.

6.2 Legal Obligations

We may disclose information if required to comply with applicable law, regulation, legal process, or governmental request.

6.3 Business Transfers

If tekDrive is involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction.

7. Data Retention

We retain information for as long as necessary to provide the Service and fulfill the purposes described in this Privacy Policy. For more details, please see our Data Retention & Lifecycle Policy.

• Active account data is retained while the account remains active
• Upon termination, data may be retained temporarily to allow data export or recovery
• Backup copies may persist for a limited period as part of routine system backups
• Certain information may be retained as required by law or for legitimate business purposes

Deletion requests must be submitted through authorized support channels.

8. Data Security

We implement administrative, technical, and organizational measures designed to protect information against unauthorized access, loss, misuse, or alteration.

Security measures may include:

• Encryption in transit and at rest
• Role-based access controls
• Authentication safeguards
• Monitoring and logging
• Regular backups

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

For more information, please refer to our Security Policy.

9. Your Data Protection Rights

Depending on your jurisdiction, you may have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request deletion of data, subject to limitations
• Restrict or object to processing
• Request data portability

Requests must be submitted through the Shop or via privacy@tekdrive.net, as applicable.

10. Children's Privacy

The Service is not intended for use by individuals under the age of 13. We do not knowingly collect personal information from children.

If we become aware that such information has been collected, we will take appropriate steps to delete it.

11. Mobile Applications and Device Permissions

When you use the tekDrive mobile application (including the iOS app), we may collect additional information based on device permissions you grant:

11.1 Device Permissions

• Camera: Used to capture photos and videos for vehicle inspections and documentation. Camera data is uploaded to the Service and stored on behalf of the Shop.
• Photo Library: Used to select and upload existing images for inspections and media management.
• Push Notifications: Used to deliver real-time alerts for service updates, internal messages, workflow events, and other operational notifications.
• Microphone: Used to record voice notes for inspections and vehicle documentation.

These permissions are requested at the time of use and can be managed through your device settings at any time. Denying a permission may limit certain features of the Application.

11.2 Crash Reports and Diagnostics

We use Sentry (Functional Software, Inc.) to collect crash reports, error logs, and performance diagnostics. This data may include:

• Device type, operating system version, and app version
• Stack traces and error messages
• User identifiers associated with the session (to help diagnose user-reported issues)
• Timestamps and session metadata

This data is used solely to identify, diagnose, and resolve technical issues, and is processed by Sentry in accordance with their privacy practices.

11.3 Background Processing

The mobile application may use background processing capabilities to complete photo and video uploads that were initiated while the app was in the foreground. No data is collected in the background beyond what is necessary to complete pending uploads.

12. Third-Party Service Providers

We use the following categories of third-party service providers to operate and improve the Service. Data shared with these providers is limited to what is necessary for their function and is subject to contractual obligations:

12.1 Authentication

We use Auth0 (Okta, Inc.) to manage user authentication. Auth0 processes login credentials, email addresses, and session data to verify user identity and manage access to the Service.

12.2 Cloud Infrastructure

The Service is hosted on Amazon Web Services (AWS). User data, including uploaded media, business records, and operational data, is stored and processed on AWS infrastructure located in the United States. AWS provides encryption at rest and in transit.

12.3 Error Tracking and Diagnostics

We use Sentry (Functional Software, Inc.) to collect crash reports and performance diagnostics from our applications. Sentry may receive device information, error logs, and user identifiers to help us diagnose and resolve technical issues.

12.4 Communications

We may use third-party services for SMS messaging, email delivery, and push notification delivery. These providers process recipient information (phone numbers, email addresses, device tokens) solely for the purpose of delivering communications on behalf of the Service.

13. International Data Transfers

Information may be processed and stored in the United States or other locations where tekDrive or its service providers operate.

By using the Service, you consent to such transfers.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes will be posted with an updated "Last Updated" date.

Continued use of the Service constitutes acceptance of the updated Privacy Policy.

15. SMS & Text Messaging

tekDrive enables automotive repair shops to send transactional SMS text messages to their customers regarding vehicle service. This section describes how SMS-related data is collected, used, and protected.

15.1 How You Consent

You provide consent to receive SMS messages by completing the opt-in form at tekdrive.io/sms-consent or when directed by your service advisor. Consent requires providing your mobile phone number, your repair order number, and explicitly checking the consent checkbox. Consent is voluntary and is not a condition of purchasing goods or services.

15.2 Types of Messages

Once you have consented, you may receive transactional text messages including:

• Links to digital vehicle inspection reports with photos and findings
• Links to view and approve repair estimates
• Service status updates and vehicle-ready notifications
• Loaner vehicle availability and return reminders
• Appointment confirmations and reminders

15.3 Message Frequency & Costs

Message frequency varies based on your vehicle service activity. Most customers receive between 2-10 messages per service visit. Message and data rates may apply. tekDrive does not charge for receiving text messages, but your mobile carrier may.

15.4 Opting Out

You can opt out at any time by replying STOP, STOPALL, END, CANCEL, or UNSUBSCRIBE to any message. You may also contact the repair shop directly or email support@tekdrive.net. After opting out, no further messages will be sent. To receive messages again, you must provide consent again.

15.5 Getting Help

Reply HELP to any message for assistance. You will receive program information including how to opt out and contact details. You can also email support@tekdrive.net.

15.6 SMS Data Usage & Sharing

Your mobile phone number and SMS communication history are collected and stored to provide transactional messaging services, process opt-out requests, manage consent preferences, and maintain an audit trail for compliance.

Your mobile information will not be sold, rented, or shared with third parties or lead generators for marketing or promotional purposes.

15.7 Service Providers

tekDrive uses Twilio, a trusted third-party messaging service provider, to deliver SMS messages. Our service providers are bound by contractual obligations to protect your data, process messages only as instructed, and maintain industry-standard security and telecommunications compliance. SMS delivery is subject to your mobile carrier's terms and network availability.

16. Contact Information

If you have questions or concerns regarding this Privacy Policy, please contact:

tekDrive, L.L.C.
30050 Huntt Rd, Mechanicsville, MD 20659
Email: privacy@tekdrive.net
Phone: (334) TEK-DRIV