SERVICEPASS
LEGAL
Privacy Policy
This Privacy Policy explains how ServicePass (we, us or our) handles personal information when people use ServicePass, including workshop accounts, customer-facing vehicle pages and related services. We aim to handle personal information transparently and consistently with applicable Australian privacy requirements.
1. Information we may collect
Depending on how ServicePass is used, we may collect or process:
- Workshop and account information such as names, email addresses, phone numbers, workshop names, addresses, user roles and authentication identifiers.
- Billing information such as subscription status, Stripe customer and subscription identifiers, billing dates and payment-status information. Full card details are processed by Stripe and are not intended to be stored by ServicePass.
- Vehicle information such as registration, VIN, make/model description, owner name, vehicle type, service due information and vehicle photographs.
- Service and repair records including dates, job numbers, technician names, checklist results, measurements, notes, recommendations and service photographs.
- Technical and usage information reasonably necessary to operate and secure the service, such as authentication events, timestamps, browser/device information and diagnostic logs made available by our infrastructure providers.
- Communications you send to us for support, billing or account administration.
2. How information is collected
Information may be provided directly by workshop owners, administrators, technicians or customers; created while using ServicePass; generated by our systems; or received from service providers such as Stripe and Firebase/Google Cloud where necessary to operate the service.
3. Why we use information
We may use personal information to:
- create and secure accounts and identify authorised workshop users;
- provide vehicle records, service history, customer-facing pages and workshop features;
- process subscriptions, maintain billing status and provide billing support;
- store, optimise and display uploaded vehicle and service photographs;
- send operational, security, billing or service-related communications;
- detect abuse, troubleshoot errors, protect the platform and improve ServicePass;
- comply with legal obligations and respond to lawful requests.
4. Workshop responsibility for customer data
Workshops decide what customer and vehicle information they enter into ServicePass. Workshops are responsible for ensuring they have an appropriate basis to collect and use that information, for keeping it accurate, and for avoiding unnecessary sensitive or confidential information. ServicePass should not be used to place sensitive personal information into a public-facing vehicle record unless there is a clear lawful and operational reason to do so.
5. Public customer vehicle pages
Some vehicle history pages are intentionally designed to be accessible without a workshop login through a direct link or QR code. Information placed on those pages may therefore be viewed by anyone who obtains the relevant link or QR code. Workshop admin controls remain separate from the public customer view.
6. Service providers and disclosure
We may disclose or make information available to service providers where reasonably necessary to operate ServicePass. These currently include:
- Google Firebase / Google Cloud for hosting, authentication, databases, file storage, cloud functions and related infrastructure;
- Stripe for subscription checkout, recurring payments, billing management and payment-status events;
- professional advisers, contractors or authorities where reasonably necessary for legal, security, accounting or compliance purposes.
These providers may process information in Australia or other countries in accordance with their infrastructure, contracts and privacy practices.
7. Payments
Subscription payments are processed by Stripe. ServicePass may receive and store identifiers and status information needed to associate a Stripe customer or subscription with a workshop account. Stripe is responsible for processing payment-card information through its payment systems.
8. Storage, security and access controls
We use technical and organisational measures intended to protect information, including authenticated workshop accounts, role-based access controls and Firebase security rules. No internet service or storage system can guarantee absolute security. Workshop users are responsible for protecting their passwords and devices and for removing access when staff no longer require it.
9. Retention and deletion
We retain information for as long as reasonably necessary to provide ServicePass, maintain legitimate business records, resolve disputes, meet legal obligations and preserve vehicle history where appropriate. Current ServicePass functionality is designed so that new service/repair photographs may carry a retention period of approximately 5 years. When such a photo expires, the image file may be deleted while the written service record remains. Vehicle cover photos may follow a different retention approach.
Account, workshop or record deletion may not immediately remove information from temporary backups, security logs or records that must be retained by law. Where information is no longer required, we aim to delete or de-identify it where appropriate.
10. Access, correction and privacy enquiries
You may ask us to provide access to, or correct, personal information we hold about you where applicable. Workshop customers may also need to contact the workshop that created a vehicle record because that workshop controls much of the content entered into ServicePass. Privacy enquiries can be sent using the support or contact details made available through ServicePass.
11. Cookies and local storage
ServicePass may use browser storage, cookies or similar technologies that are necessary for authentication, security, user preferences and application operation. For example, local storage may be used to remember interface preferences or dismissed notices.
12. Children
ServicePass is designed for vehicle owners, workshops and authorised workshop personnel and is not directed to children. Workshops should not intentionally enter children's personal information unless it is genuinely necessary and lawful for the relevant workshop service.
13. Changes to this policy
We may update this Privacy Policy as ServicePass, our providers or applicable legal requirements change. The latest version will be published with an updated date. Material changes may also be communicated within ServicePass.
14. Contact
For privacy questions, access or correction requests, or concerns about how information has been handled, use the support or contact details provided through ServicePass. As ServicePass moves into live commercial operation, current business contact details may also be published on the public website.