Privacy Policy

This policy explains how vehikoHQ USA (“vehikoHQ”, “we”) collects, uses and protects information when auto repair shops (“Shops”) use our software, and when a Shop's customers interact with it — for example through the AI receptionist chat or an estimate approval link.

Information we collect

• Shop account details: name, email, password (stored only as a one-way hash), shop name, address, phone, sales tax rate, and team members.
• Records a Shop enters: customers, vehicles, job cards, photos, estimates, invoices, appointments and manually recorded payments.
• Customer interactions: messages sent to a Shop's AI receptionist chat, contact details a customer provides (name, phone, email), appointment requests, and estimate approve/decline decisions.
• Subscription billing: PayPal subscription ID and status. We do not receive or store card or bank numbers.
• Technical data: basic logs (such as IP address, browser type and error reports) needed to keep the service secure and working.

How we use it

To provide and support the service; to let the AI receptionist answer questions, book appointments and hand off to Shop staff; to send the emails a Shop triggers (appointment confirmations, estimate approval links, repair status updates); to process subscription billing; and to protect against fraud and abuse. We do not sell personal information and we do not use it for third-party advertising.

Service providers we share data with

We share data only with providers that help us run the service, and only as needed:

• PayPal — processes vehikoHQ subscription payments.
• Google — optional “Continue with Google” sign-in.
• Hosting, database, file storage and email delivery — our cloud platform provider.
• AI language model providers — receptionist chat and in-app assistant messages are processed by third-party AI models to generate replies. Customers should not share sensitive information such as card numbers in chat.

We may also disclose information if required by law or to protect the rights and safety of our users.

Shops and their customers

Each Shop controls the customer records it enters and is responsible for having a lawful basis to contact its customers. Customers of a Shop who want their information accessed, corrected or deleted may contact the Shop directly or email us at [email protected] and we will work with the Shop to respond.

Retention

We keep Shop data while the account is open. If a trial expires or a subscription is canceled, the data is retained so the Shop can resume, until the Shop asks us to delete it. Deleted data is removed from active systems within 30 days, apart from limited records we must keep for legal, tax or security reasons.

Security

Connections are encrypted with HTTPS, passwords are hashed, each Shop can access only its own records, and job photos are stored privately. No system is perfectly secure; if we become aware of a breach affecting your personal information, we will notify affected users as required by applicable state law.

Your privacy rights

Depending on where you live (for example California, Colorado, Connecticut, Virginia and other states with privacy laws), you may have the right to know what personal information we hold, to get a copy, to correct it, and to have it deleted. We honor these requests for all users regardless of state. Email [email protected] — we may need to verify your identity, and we will not discriminate against you for exercising these rights.

Children

vehikoHQ is a business tool and is not directed to children under 13. We do not knowingly collect their information.

Changes

If we make material changes, we will update the date above and notify Shop owners by email or in the app.

Contact

Questions about this policy: [email protected].