1Overview
ServiceMind is software made by Techclomate LLC ("Techclomate," "we," "us," or "our") that independent auto repair shops in the United States use to run their front-of-house operations — job tickets, vehicle inspections, customer communication, online reviews, social posting, and loyalty rewards.
This policy explains what information we collect, how it's used, who we share it with, and the choices available to you. It applies to servicemind.techclomate.com and any ServiceMind application, dashboard, or kiosk that links to it.
2Who this policy covers
ServiceMind sits between three different people, and this policy covers all three:
| You are… | What that means here |
|---|---|
| A site visitor | Someone browsing this website or booking a demo through it. We collect very little about you — see §3. |
| A shop | A repair shop and its staff with a ServiceMind account. The shop is the data controller for its own customers' information — it decides what to enter into ServiceMind and is responsible for having the right to do so (e.g. getting SMS consent at intake). |
| A shop's customer | Someone who brings a vehicle to a shop that uses ServiceMind. Your information is entered by the shop, not collected by us directly. We process it on the shop's behalf, under the shop's instructions, as a data processor. |
If you're a shop's customer and want to know what a specific shop has on file for you, or want it corrected or deleted, start with that shop — they control the record. We'll assist any shop with a request like that.
3Information we collect
From website visitors
- If you use the "Book a demo" tool on this site, the name, shop name, phone, email, and ZIP code you enter are sent to our servers, which check our own calendar for open times and create the appointment directly — no Google widget is loaded in your browser, and Google never receives your information from this site. See §8 for detail.
- Standard web server logs (IP address, browser type, pages viewed, referrer).
From shop accounts (owners, managers, and staff)
- Name, email, phone number, and role at the shop.
- Login credentials (passwords are stored as salted, one-way hashes — we never see or store a plain-text password).
- Shop details: business name, address, phone, hours, and logo.
- If the shop connects third-party accounts (Google Business Profile, Facebook, Instagram), the access tokens needed to post or read on the shop's behalf, stored encrypted at rest.
Information shops enter about their own customers
This is the bulk of the data that flows through ServiceMind. A shop may enter, for each of its customers:
- Name, phone number, email, and ZIP code.
- Vehicle details: VIN, make, model, year, color, mileage, license plate, and service/inspection history.
- Job and repair records: work performed, parts used, technician notes, photos taken of the vehicle, and digital signatures.
- Invoices and amounts billed.
- SMS/communication preferences, including opt-in status (see §5).
- Loyalty program activity and any reviews left, if the shop offers those features.
We do not buy customer information from data brokers, scrape social profiles, or infer contact details that weren't given to the shop directly. If a field is auto-filled — for example, a vehicle's make and model from its VIN — it's decoded from the public NHTSA vPIC database, not inferred about a person.
4How we use information
- To provide the core service: job tracking, inspections, invoicing, reminders, and reporting for shops.
- To send appointment reminders, job status updates, and review requests that a shop configures for its own customers.
- To detect fraud, secure accounts, and enforce our terms.
- To improve ServiceMind — usage patterns and aggregated, de-identified analytics only; we don't use one shop's customer data to help a competing shop.
- To communicate with shop accounts about their subscription, product updates, or support requests.
Every shop's data is isolated from every other shop's — one garage can never see another garage's customers, vehicles, jobs, or messages.
5Text messaging (SMS) & TCPA
Where a shop uses ServiceMind to text its customers (appointment reminders, review requests), we follow the US Telephone Consumer Protection Act (TCPA):
- No text is sent to a customer unless they've opted in. Opt-in defaults to off until a customer affirmatively agrees, typically at intake.
- Replying STOP to any message immediately and permanently opts that phone number out of future texts from that shop — enforced within seconds, not the next business day.
- Replying HELP returns instructions and a way to reach the shop directly.
- Every outbound message is logged with its content and timestamp so a shop can demonstrate consent and delivery history if ever asked.
6AI features
Some ServiceMind features use AI (currently Anthropic's Claude models) to draft text a human then reviews — for example, a suggested reply to a Google review, or a suggested social media caption describing a completed job.
- Nothing an AI drafts is published automatically. A review reply requires staff approval before it posts to Google; a social post requires the shop owner's approval before it goes to Facebook or Instagram.
- AI drafts are generated from real job data (what work was actually done) — they're not permitted to fabricate an experience or claim something didn't happen.
- Content sent to an AI provider for drafting is limited to what's needed for that specific draft (e.g. the review text, or a summary of the job) and is governed by that provider's own data-handling terms, not used by them to train models on our customers' data under our commercial agreement.
9Data retention
We retain shop and customer data for as long as a shop's account is active, so its job history, invoices, and customer records stay usable. If a shop closes its account, we retain data for a limited period to allow export or reactivation, then delete it, except where we're required to keep records longer (e.g. financial records for tax purposes) or where a legal hold applies.
10Data security
- All data in transit is encrypted (HTTPS/TLS).
- Passwords are salted and hashed — never stored or logged in plain text.
- Third-party access tokens (Google, Meta) are encrypted at rest.
- Access to a shop's data is restricted to that shop's authenticated staff and, when a shop asks for support, a time-boxed, logged support session.
No method of storage or transmission is 100% secure. We work to protect information but can't guarantee absolute security.
11Your privacy rights
Depending on where you live, you may have rights to access, correct, delete, or export personal information, and to opt out of certain uses. Residents of California and other states with comprehensive privacy laws may have specific statutory rights along these lines.
Because shops control their own customers' records, the fastest way to exercise these rights over a specific shop's data is to contact that shop directly. If you'd rather contact us, reach out using §14 and we'll route the request to the relevant shop or handle it ourselves where we're the responsible party (e.g. your own shop-account information).
12Children's privacy
ServiceMind is a business tool for auto repair shops and is not directed at children. We don't knowingly collect personal information from anyone under 13. If you believe a child's information has reached us, contact us and we'll delete it.
13Changes to this policy
We may update this policy as ServiceMind evolves. If we make a material change, we'll update the "Last updated" date above and, where appropriate, notify shop account owners directly.
14Contact us
Questions about this policy or how your information is handled? Reach us at info@techclomate.com.
Techclomate LLC · servicemind.techclomate.com