Privacy Policy

1. Introduction

Kilbourne.JP, LLC d/b/a JPK Collision Solutions ("we," "us," or "our") respects your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use JPK, including JPK Scheduler, JPK Photo-Doc, JPK TimeClock, JPK Check-In, JPK Glass Requests, JPK ADAS Calibrations, and Jenny (collectively, "the Service"). It applies when you book an appointment, receive communications from a business using our platform, respond to a customer survey, have a vehicle documented or inspected at a business using our platform, or work for a business that uses the Service. Your use of the Service constitutes your agreement to be bound by this privacy policy.

2. Information We Collect

2.1 Information Provided by Businesses (Our Customers)

• Account Information: Business name, phone number, address, email address, and billing information (processed by third-party payment processor).
• Staff and Employee Information: Employee names, email addresses, role assignments within the platform, personal identification numbers used for clock-in, timeclock and attendance records, paid time off records, and payroll export data.

2.2 Information Provided by Consumers (End Users)

• Appointment Information: Name, email address, phone number, vehicle information (year, make, model), appointment type, preferred date and time, and any notes or special requests.
• Survey Responses: Star ratings, written feedback, and any other information voluntarily provided in response to satisfaction surveys.
• Repair and Vehicle Information: Vehicle identification numbers, repair order details, photographs and video of a vehicle recorded at each stage of repair, damage maps, fuel level and warning light readings, and the glass and calibration requests sent to a business's vendors.
• Signatures and Authorizations: Customer and advisor signatures captured at vehicle check-in or on digital repair authorizations, together with the date, time, and record to which they relate.
• Telephone Calls: Where a business uses Jenny, the content of calls answered on that business's behalf, including the caller's telephone number and the details needed to book an appointment or send a tow referral.

2.3 Information Collected Automatically

• Device Information: Device identifiers, browser type and version, operating system, screen resolution, and IP address.
• Usage Data: Pages viewed, features used, appointment booking patterns, and interaction with emails and SMS messages (open rates, click rates).
• Punch Location: Where a business uses JPK TimeClock, the geographic location of the device at the moment an employee clocks in or out, recorded to verify that the punch occurred at the shop.
• Device Fingerprint: Characteristics of the device used to clock in, recorded to detect duplicate or tampered punches.

2.4 Information NOT Collected

We do NOT collect: Social Security numbers, financial information (credit cards, bank accounts) of consumers, insurance policy details, medical information, or biometric identifiers. Location information is recorded only at the moment of a timeclock punch; we do not track the location of any employee or device at any other time.

3. How We Use Your Information

For Businesses: We use business information to provide and maintain the Service, process subscriptions and payments, send service-related communications, provide customer support, and improve our Service.

For Consumers: We use consumer information to facilitate appointment scheduling, send appointment confirmations and reminders via email and/or SMS, deliver post-service satisfaction surveys, and aggregate anonymous feedback for service improvement.

For Repair Documentation: We store photographs, inspection records, signatures, and related repair order data so that a business can document the work it performed, support supplement and warranty claims, and resolve disputes about the condition of a vehicle.

For Workforce Records: We process timeclock, punch location, and device information solely to produce accurate attendance records for the business that employs you and to detect tampering. We do not use this information for any other purpose.

We may retain anonymized/aggregated data for analytics or metrics.

4. Communications (Email and SMS)

Transactional Communications: When you book an appointment through JPK Scheduler, you will receive transactional communications including appointment confirmations, appointment reminders, rescheduling or cancellation notices, and post-service surveys. These communications are necessary to provide the requested service.

SMS Text Messages: If you provide your phone number and consent to receive text messages, you may receive SMS appointment reminders and notifications. Message frequency varies based on your appointments. Message and data rates may apply. You may opt out of SMS messages at any time by replying STOP to any message or by contacting the business directly.

Opting Out: You may opt out of non-essential communications at any time. To opt out of SMS: Reply STOP to any text message. To opt out of email: Click the unsubscribe link in any email. Note that opting out of all communications may affect your ability to receive appointment reminders.

5. Data Storage and Security

Storage: Data is stored on Google Firebase (Google Cloud Platform), servers located in the United States, encrypted in transit (HTTPS/TLS) and at rest.

Security Measures: Secure authentication required for access, role-based access controls, audit trails for modifications, and regular security assessments.

Data Retention: Business account data is retained while subscription is active. Upon cancellation, data is retained for 60 days for export, then permanently deleted. Consumer appointment data is retained by the business according to their own retention policies. Survey responses may be retained in anonymized form indefinitely for analytics. Repair documentation, photographs, signed authorizations, and timeclock records are retained while the subscription is active and are subject to the same 60-day export window upon cancellation.

6. Data Sharing and Disclosure

We DO NOT: Sell your data to third parties, share consumer data with unrelated businesses, use your data for targeted advertising, or share data with data brokers.

We MAY Share Data With: Service providers necessary to operate the platform (Google Firebase for hosting, payment processors for billing, email and SMS delivery services, and ElevenLabs for the conversational voice features used by Jenny); vendors and systems to which a business directs us to send information, including glass and calibration vendors and third-party estimating systems; and when required by law or legal process.

Business Access: Businesses using the Service have access to the customer, vehicle, repair, vendor, and employee records created within their own account. Businesses are responsible for their own privacy practices, including providing any notice to, and obtaining any consent from, their customers and employees that applicable law requires before recording location, photographs, signatures, or telephone calls.

7. Your Rights

For Businesses: You have the right to access your data, export your data, correct inaccurate data, delete your data, and cancel your subscription.

For Consumers: You have the right to request access to, correction of, or deletion of your personal information by contacting the business where you booked your appointment. You may also contact us directly at the address below.

For Employees: If you work for a business that uses the Service, that business controls your timeclock, punch location, and work activity records. You may request access to, correction of, or deletion of that information by contacting your employer. You may also contact us directly and we will refer your request to them.

8. Children's Privacy

JPK Scheduler is designed for business use and is not intended for use by individuals under 16 years of age. We do not knowingly collect personal information from children under 16. If we learn that we have collected information from a child under 16, we will delete that information promptly.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify businesses of material changes by email notification to account administrators, notice on our website, and notice within the application.

10. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights: Right to know what data is collected, right to delete your data, right to correct erroneous data, right to opt-out of data sales (we do not sell data), and right to non-discrimination.

11. International Users

The Service is operated in the United States. If you access the Service from outside the US, any data collected will be transferred to the US and handled pursuant to the policies set forth herein as though it was collected in the US.

12. Contact Us

For privacy questions or requests, you may contact us:

Kilbourne.JP, LLC d/b/a JPK Collision Solutions
Email: jpk@jpkauto.com

Any contacts will be addressed in the ordinary course of business, but in all events within 45 calendar days of receipt.