Privacy policy

Gearboxly is operated by Pioneer Vision Consulting LLC (“we”, “us”). Questions about this policy go to support@gearboxly.com.

Each auto repair shop that uses Gearboxly decides what it records about its own customers and how it contacts them. For that information we act on the shop’s behalf, as its service provider. If you are a customer of a shop, the shop is your first point of contact, and we will help them answer any request you make.

Shop accounts. The shop’s name, address and phone number, and for each staff member a name, email address, role and a securely hashed password. We never store passwords in readable form.

Information shops keep about their customers. Names, phone numbers, email addresses, vehicles, appointments, repair orders, inspection notes and photos, estimates, invoices and messages, along with each customer’s text messaging consent record.

Website visitors. What you enter in our forms, such as your name, shop name and email when you sign up. Our servers keep standard logs (IP address, browser type, pages requested) to keep the service secure and working.

We do not use advertising trackers, and we do not sell information to anyone.

• To run the software for the shop: storing records, sending the messages the shop asks us to send, and showing customers their estimates and inspections.
• To create and secure accounts, sign people in, and prevent fraud and abuse.
• To answer support requests and tell account holders about changes to the service.
• To meet legal obligations.

Shops use Gearboxly to text their customers about appointments, inspections, estimate approvals, repair status, vehicle pickup and payment. A shop may only text a customer who has agreed to receive these messages, and agreeing is never a condition of any repair or purchase. How customers opt in, and every kind of message sent, is described on our text messaging page.

Message frequency varies. Message and data rates may apply. Reply STOP to any message to opt out, or HELP for help.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All of the categories of sharing described in this policy exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

The only outside service that handles a phone number for texting is the carrier-grade messaging provider that delivers the messages, and it may use the number only to deliver them.

When someone at a shop uses a Gearboxly AI feature, for example asking for a labor time or drafting an explanation for a customer, the text needed to answer is sent to our AI provider, Google’s Gemini API, and the answer is returned to the shop. We send only what the feature needs and do not send payment details. The shop reviews every AI draft before anything reaches a customer.

We share information only with service providers that help us run Gearboxly, and only for that purpose:

• Our hosting provider, which runs the servers the service is stored on
• Our text messaging provider, which delivers texts
• Our email delivery provider, which delivers email
• Our AI provider, as described above
• A payment processor, when a shop pays for its subscription

We may also disclose information when the law requires it, such as a valid court order, or to protect people from harm. If Gearboxly is ever sold or merged, information would move to the new owner under this same policy. As stated above, text messaging opt-in data and consent are never shared with third parties.

Traffic to Gearboxly is encrypted with HTTPS. Each shop’s records are kept in their own separate database, so one shop cannot see another’s customers. Passwords are hashed, sign-in links expire after ten minutes and work once, and staff access is limited by role. No system is perfectly secure, and if a breach ever affected your information we would tell the affected shops and people as the law requires.

We keep a shop’s records while its account is open. When a shop closes its account, we delete its records within 90 days unless the law requires us to keep something longer. Text messaging opt-outs are kept permanently, so that a person who asked to stop is never texted again.

You can ask for a copy of the information held about you, ask for it to be corrected, or ask for it to be deleted. If you are a shop’s customer, the quickest route is to ask the shop; you can also email us and we will pass your request on and help them complete it. To stop texts, reply STOP to any message.

Gearboxly is a business tool and is not directed to children under 13. We do not knowingly collect information from them.

If we change this policy we will update the date at the top of this page, and tell account holders by email about any change that matters.

Pioneer Vision Consulting LLC
support@gearboxly.com