Wenmar Pro Privacy Policy

Introduction & Scope

Wenmar Pro (“Wenmar”, “we”, “us”, “our”) provides a multi-tenant automotive shop management platform, including the marketing site at wenmarpro.com, the App namespace (app.wenmarpro.com), Shop namespaces for individual locations, and the customer Portal. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information across each surface. Wenmar currently serves Canadian shops and complies with PIPEDA and comparable provincial laws. We are preparing to expand into the United States and will honor applicable state privacy rights (e.g., CCPA/CPRA) as soon as US operations begin. Wenmar acts as the controller for marketing, account, and platform telemetry data, and as a service provider for Customer Data that shops upload into the system.

Information We Collect

Marketing Visitors & Leads

• Demo/contact/partnership forms: name, business name, email, phone, role, shop size, notes.
• Newsletter, webinar, or waitlist sign-ups.
• Cookies and analytics signals (Posthog, ad pixels) capturing device info, browser type, referring URLs, time on site, UTM parameters.

Account Owners & Staff

• Account setup (names, usernames/emails, role assignments, billing contacts).
• Authentication data: hashed passwords, PIN digests, QR tokens, login timestamps, IPs, lockout counters.
• Operational content: work orders, inspections, invoices, messages, uploaded media, attachments.
• System telemetry: feature usage, error traces, request metadata.
• Storage: primary infrastructure hosted at Netcup (Germany) with replicated data in Canada and specific US-based processors.

Customer Data Processed for Shops

• Customer contact details, consent notes, vehicle identifiers (VIN, plate, odometer, unit), inspection media, approvals, signatures.
• Service history, invoices, receipts, refunds, and communications shared with the customer Portal.

Communications Channels (Twilio Integration)

• SMS/voice metadata via Twilio (from/to numbers, timestamps, delivery status, action labels).
• A2P Compliance: We collect and store Business Registration Numbers (BN) and campaign details required by Twilio and mobile carriers to verify your messaging identity.
• Outbound email via SMTP2GO; inbound email parsing via Mailgun for autoparts/DriveOn tracking inboxes (headers, attachments, routing details retained as required for workflows).
• In-app messaging history for audit and troubleshooting.

Payments & Financial Integrations

• Fiska: We process payment references including transaction IDs, terminal IDs, hosted checkout session IDs, and settlement responses. Sensitive cardholder data is processed directly by Fiska; we store only card-on-file tokens.
• QuickBooks Online: If you enable the optional sync, we collect chart-of-accounts mappings, export batches, and reconciliation IDs. We act as an authorized agent to transmit your invoice and customer data to Intuit Inc.

Analytics & AI Signals (Posthog)

• Events: search_performed, search_zero_result, search_result_clicked, search_result_action, search_recent_created, search_recent_deleted, search_recent_cleared, ai_intent_rendered, ai_intent_action.
• Payloads include the plain search query (required for relevance tuning) plus non-PII metrics (result_type, counts, durations, AI confidence, action labels). Staff IDs and record IDs are hashed with SHA-256 using the prefixes staff:<id> and <result_type>:<result_id>. Phone numbers and emails are never logged; call/text events record only the action name.

Recent Searches Storage

• Up to 20 recent queries per staff are stored in Postgres; the browser fallback keeps hashed identifiers only. The “Clear all recent searches” action removes all records instantly. Analytics traces can be deleted via Posthog’s API by referencing the hashed distinct ID.

How We Use Information

• Deliver, operate, and improve the Wenmar platform (account provisioning, multi-location workflows, customer Portal access).
• Authenticate users, secure sessions, monitor fraud, and enforce acceptable use.
• Process payments and refunds through Fiska terminals, hosted checkout, and card-on-file tokens, plus authorized QuickBooks syncing for bookkeeping automation.
• Send transactional communications (invoices, inspections, reminders) through Twilio SMS and SMTP2GO/Mailgun email.
• Analyze aggregated usage and AI signals via Posthog to tune product relevance and troubleshoot stability.
• Provide sales/marketing outreach where consent exists, and comply with legal obligations, audits, or dispute resolution.

Legal Bases & Consent

• PIPEDA (and comparable provincial private-sector laws) govern Wenmar’s collection and use of personal information. We rely on implied or express consent depending on the context.
• Third-Party Authorization: By connecting your QuickBooks Online or Fiska accounts, you grant Wenmar Pro express consent to transmit your business and financial data between these platforms to fulfill the services requested.
• Shops are responsible for obtaining customer consent before uploading Customer Data; Wenmar treats that information as service-provider data per contract.
• Individuals may withdraw consent at any time via help@wenmarpro.com.

Sharing & Cross-Border Transfers

• Infrastructure: Netcup (Germany) hosts primary clusters; backups replicate to Canadian regions. US-based processors include:
  • Posthog (Analytics)
  • Twilio (SMS)
  • SMTP2GO and Mailgun (Email)
  • Fiska (Payments)
  • Intuit (QuickBooks Online - for sync purposes only)
• Each provider signs confidentiality agreements, uses encryption, and accesses only what is necessary. We may disclose data to comply with laws, enforce agreements, or protect safety.

Retention & Deletion

• Account records are retained while the subscription is active and for statutory tax/financial periods thereafter.
• Analytics data follows Posthog’s default retention (currently 24 months). Staff traces can be removed via hashed ID deletion, and recent searches via the RecentSearchesController#clear.

Security

• Data in transit is protected with TLS; data at rest uses disk encryption plus Rails Active Record Encryption for sensitive columns (API keys, OAuth tokens, customer contacts, VINs/plates, session IPs, signatures).
• Access controls enforce least privilege, MFA secures privileged accounts, and strict tenant isolation prevents cross-account data exposure.

Rights & Choices

• Canadian residents may request access and correction. Promotional emails include unsubscribe links, and SMS communications honor STOP/HELP commands.
• US residents (pre-launch) can email help@wenmarpro.com for rights requests.

Contact

Email help@wenmarpro.com for privacy questions, access/deletion requests, or complaints.