What we know, and why.

1. Who this covers

Three groups of people: shop owners and staff who sign in to WrapFlow; shop customers whose details a shop enters and who open quote, proof and invoice links; and visitors to usewrapflow.app. For shop customers, the shop is the controller of their data and we process it on the shop's instructions; questions about that data go to the shop first.

2. What we collect

From owners and staff

• Name, email, password (hashed, never stored in clear), clock PIN (hashed), role, and a phone number if you give one.
• Everything you do in the product: punches, changes, payments recorded, exports, sign-ins. The audit log stores the time, your role, the device type and the network address of each action.

About shop customers, entered by the shop

• Business and contact names, email, phone, address, payment terms, vehicles and their VINs, jobs, quotes, artwork and photos, invoices and payments.
• When a customer opens a quote, proof or invoice link: the time, the device type and network address, and what they accepted or approved. This is kept so the shop can prove the approval later.

From visitors to the website

• With your consent, analytics and advertising cookies described in the Cookie Policy. Without consent, only the server logs needed to keep the site up.
• Our Google Analytics has Google signals turned on. It applies only if you accept marketing cookies, and then Google links your visits across devices where you are signed in to Google with Ads Personalization on, and reports age range, gender and interests to us in aggregate. The Cookie Policy explains it and every way to turn it off.

We do not collect card numbers. Online payments are entered on Stripe's pages. We do not collect precise location.

3. Why we use it

• To run the service you signed up for: the board, quotes, proofs, the clock, invoices, payments, job costs, and the modules you turn on.
• To send the emails and texts the shop asks us to send on its behalf, such as a quote link or a payment receipt.
• To bill the shop and prevent fraud.
• To answer support questions and to tell shop owners about changes to the service or these policies.
• To keep the audit log, because tax, wage and approval disputes need a record that cannot be altered.
• To improve the product, using aggregated figures that do not identify a shop or a person.

We do not use shop data to train AI models. The AI assistant, when a shop turns it on, sends a summary of the shop's own numbers and the question to a model provider to put into a sentence; the provider is contractually barred from training on it and from keeping it beyond the request.

4. Who we share it with

Only with providers who need it to run a part of the service, under contracts that limit them to that: hosting and database (Vercel, Supabase), payments (Stripe), email delivery, text and call carriers (when Messaging or Shop phone is on), the AI model provider (when the assistant is on), and error monitoring. The current list is in the help wiki and we update it when it changes.

We share data with authorities only when the law requires it, and we tell the shop unless we are legally prevented. We never sell personal data.

One exception to “only providers”, and only on the website, never in the product: if you accept marketing cookies, Google (Analytics with Google signals, and Ads) and Meta (the pixel) receive information about your visit and use it to measure our advertising and to personalize the ads they show you elsewhere. Some state privacy laws call that “sharing” or “targeted advertising”. It never includes anything from inside a shop, and you can opt out at any time; see Your rights.

5. Where it is kept

In the United States, in the eastern region of our hosting providers. Backups are encrypted and kept in the same country.

6. How long

• Shop data: while the shop is active, plus a 30-day grace period after deletion so a mistake can be undone, then purged. Deleted records inside a shop are hidden for 30 days, then purged.
• Audit log: seven years.
• Billing records: as long as tax law requires, usually seven years.
• Website analytics: 14 months at Google, as set in the Cookie Policy.

7. Your rights

Shop owners can export everything from Settings at any time, correct anything in the product, and delete the shop. Staff can see and correct their own profile and see their own time records; corrections to punches are made by the office and shown beside the original, never over it. Shop customers should contact the shop; if you contact us instead we will forward the request and help the shop answer it.

Residents of California, Virginia, Colorado, Connecticut, Utah, Texas, Oregon, Montana and other states with privacy laws have the rights those laws give, including access, correction, deletion and portability; we honor them for everyone regardless of state. We do not sell personal data. The only “sharing” as those laws define it is the website's marketing cookies described in section 4, and you can opt out of it in three ways: choose Do Not Sell or Share My Personal Information in the footer of any page and pick Customized experience or Working website; turn on the Global Privacy Control (opens in a new tab) in your browser, which we honor automatically and treat as that same opt-out; or email us. We never ask you to prove who you are to opt out, and the choice is kept for 12 months in your browser. Shop data is never shared or sold, and nothing in the product sets a marketing cookie. Email privacy@usewrapflow.app for any request; we answer within 30 days and never charge for it.

8. Security

Encryption in transit and at rest; passwords and PINs hashed; each shop's data isolated by database rules, not only by the application; the audit log written once and chained so it cannot be altered; access to production limited to named people with two-factor sign-in; backups tested. If we ever have a breach that affects you we will tell you without undue delay and say what happened and what we are doing.

9. Children

WrapFlow is for businesses. We do not knowingly collect data from anyone under 16, and we delete it if we learn we have.

10. Contact

Clicks & Clients LLC, Georgia, United States. privacy@usewrapflow.app. If we change this policy in a way that matters, we email shop owners at least 30 days before it takes effect.