Shops OS Terms & Privacy
These Terms & Privacy rules explain how Shops OS works, what shop owners agree to, what data the app uses, and how account, payment, customer, work order, supplier, and support information is handled. This document is written for shop owners, but it is still a legal agreement between the shop using Shops OS and Shops OS.
Plain-English summary: Shops OS helps shops run customers, vehicles, work orders, estimates, invoices, payments, parts, supplier ordering, Labor Help, and AI-assisted workflows. Shops stay responsible for their customers, repairs, estimates, invoices, taxes, refunds, supplier decisions, and final review of anything created or suggested in the app.
Account profile details, shop records, customers, vehicles, work orders, invoices, estimate links, parts activity, supplier account labels, payment status, app settings, logs, and support messages created inside Shops OS.
App records needed to provide support, fix bugs, recover data, process shop requests, prevent abuse, keep payment status accurate, and maintain reliable workflows.
Full customer card numbers, card security codes, raw shop bank account numbers, private payout credentials, or full payment processor passwords. Those stay with the payment processor or bank provider.
Customer card details, shop bank credentials, payout login credentials, or payment processor account settings except through secure permissioned actions made available by that provider.
1. Using Shops OS
You may use Shops OS only if you can legally enter into this agreement for yourself or the business you represent. You are responsible for making sure the shop account information is accurate, your users are authorized, and the app is used for lawful automotive shop, repair, estimating, invoicing, parts, supplier, and business-management purposes.
- Keep account credentials private and notify Shops OS if you believe an account was accessed without permission.
- Use accurate shop, customer, vehicle, tax, labor, invoice, payment, and supplier information.
- Only upload, enter, or send information you have permission to use.
- Review estimates, work orders, invoices, payment requests, AI output, supplier results, and labor guidance before relying on them.
2. Plans, Demo Access, Billing, and Cancellation
Shops OS may offer demo access and paid plans such as Starter, Plus, and Platinum. Demo access is intended for testing, setup, and evaluation. Paid plans unlock production workflows and premium features based on the package selected. Plan names, included features, prices, promotions, and limits may change as the product grows.
Subscription billing is handled through a payment provider such as Stripe. The shop authorizes recurring subscription charges for the chosen plan until the subscription is cancelled, paused, or otherwise changed. Promotional pricing, including a first-month discount, applies only as shown at checkout. Unless a separate written agreement says otherwise, fees are non-refundable once a billing period starts.
Shops can manage subscription changes through the billing portal when available. Cancelling a paid plan may remove or lock access to paid features. Shops OS may preserve account data for a reasonable period so the shop can reactivate, export, or request deletion, subject to legal, payment, fraud-prevention, accounting, and backup needs.
3. Shop and Customer Data
The shop keeps responsibility for its customer records, vehicle records, work orders, invoices, estimates, notes, uploaded files, approval links, parts records, and supplier records. Shops OS uses that data to run the service, keep records connected, provide support, protect the platform, and improve the app.
Shops OS does not sell shop customer records. Shops should not use Shops OS to store sensitive personal information that is not needed for the shop workflow, such as medical records, government secrets, unrelated financial documents, or full payment credentials.
4. Customer Payment Terms
Before paying an invoice through Shops OS, customers should review the invoice amount, shop name, vehicle or service details, deposit or balance due, taxes, fees, and any refund or cancellation expectations provided by the shop. By continuing to checkout, the customer confirms they are authorized to make the payment.
The shop is responsible for the invoice, service work, refund decisions, customer communication, tax treatment, chargeback response, and payout account. Shops OS may store limited payment records such as invoice IDs, payment link IDs, transaction IDs, payment status, payment amount, timestamps, provider messages, and webhook events so the invoice can update correctly.
5. Payments, Payouts, and Connected Providers
Shops OS may connect with payment processors, email providers, mapping tools, supplier websites, hosting providers, analytics tools, and other third-party services. Those providers may have their own terms, privacy policies, account requirements, fees, identity checks, fraud checks, tax forms, and availability limits.
Shops OS does not guarantee that any connected provider will approve a shop, keep an account active, support every payment method, or provide uninterrupted service. If a provider is down or rejects a request, the related Shops OS feature may be delayed or unavailable.
6. Parts Search, Supplier Results, and Ordering
Parts search and supplier workflows may display live supplier data, saved catalog data, scraped or indexed result details, configurable part options, stock signals, prices, images, lead times, shipping notes, or supplier links. Supplier data can change quickly. Prices, stock, images, lead times, fitment, and availability must be verified before the shop quotes, orders, installs, or bills a customer.
Shops OS is not the seller of third-party supplier products unless a separate written agreement says otherwise. The shop is responsible for final supplier selection, fitment confirmation, product safety, customer approval, tax treatment, warranty expectations, returns, and installation decisions.
7. Labor Help, Guides, and AI-Assisted Features
Labor Help, guide notes, AI assistant output, build-plan suggestions, part-package suggestions, supplier summaries, and similar features are decision-support tools. They are not official repair manuals, legal advice, tax advice, accounting advice, safety certification, or a guarantee that a procedure, estimate, part, labor time, or diagnosis is correct.
Shops must review all AI output and guide material before using it. Shops OS may send prompts, context, and relevant shop data to AI or automation providers when those features are used. Do not enter secrets or unrelated sensitive information into AI prompts.
8. Support and Administrative Access
If a shop requests help, Shops OS support may review account records, logs, invoices, work orders, payment connection status, supplier settings, and configuration needed to troubleshoot the issue. Support should only change data when needed to fix a problem, complete a shop request, protect the platform, investigate abuse, or comply with legal or payment processor requirements.
9. Acceptable Use
- Do not use Shops OS to commit fraud, send deceptive invoices, violate payment rules, or mislead customers.
- Do not attack, overload, scrape, reverse engineer, or bypass app security or plan restrictions.
- Do not upload malware, unlawful content, stolen data, or information you do not have permission to use.
- Do not use the app to harass people, violate privacy rights, or interfere with another shop or provider.
10. Privacy Policy
Shops OS collects and uses information to provide the app, protect accounts, support shops, process payments, improve features, and communicate with users. The table below summarizes the main data categories.
| Category | Examples | How it is used |
|---|---|---|
| Account and shop information | Name, email, shop name, address, phone, login details, plan status, settings. | Account setup, login, billing, support, security, subscription access, and communication. |
| Shop operations data | Customers, vehicles, VIN details, notes, estimates, work orders, invoices, parts, labor, order records. | Running the app workflow, saving records, linking jobs to invoices, reporting, and support. |
| Payment and billing data | Provider customer IDs, subscription IDs, payment link IDs, transaction status, amounts, timestamps. | Processing subscriptions, updating invoices, receipts, payment reconciliation, fraud prevention, and support. |
| Device, cookie, and usage data | IP address, browser type, device type, pages viewed, session cookies, analytics events, consent choices. | Security, login sessions, troubleshooting, analytics, product improvement, and optional marketing measurement. |
| Support and communications | Emails, support tickets, chat notes, issue reports, feedback, uploaded screenshots. | Responding to requests, fixing problems, training support, and improving the product. |
Cookies and Tracking
Required cookies keep users signed in, protect sessions, remember security settings, and operate the app. Optional preference, analytics, and marketing cookies may be used only based on the choices saved in the browser. Marketing tools may receive limited event and browser information to measure ads or reach similar audiences if marketing cookies are accepted.
How Information Is Shared
Shops OS may share information with service providers that help run the app, including hosting, database, payment, email, analytics, AI, error logging, security, and support providers. Shops OS may also share information when required by law, to protect rights and safety, to investigate abuse, with a shop's direction, or during a business transfer such as a merger, financing, or sale of assets.
Shops OS does not sell shop customer records. Some privacy laws define certain advertising or analytics activity as "sharing." You can avoid optional marketing sharing by declining marketing cookies or clearing browser data and choosing a different cookie setting.
Retention and Deletion
Shops OS keeps information while an account is active and as needed for support, security, legal, payment, accounting, tax, fraud-prevention, backup, and business purposes. A shop may request deletion or export of account data. Some records may need to be retained when required for legal compliance, payment disputes, fraud prevention, backups, or legitimate business records.
Security
Shops OS uses administrative, technical, and organizational safeguards designed to protect account and shop data. No online service is perfectly secure. Shops should use strong passwords, limit account access, review user permissions, and report suspected unauthorized activity quickly.
Your Privacy Choices
- Update shop profile and account information inside the app where settings are available.
- Change cookie choices by clearing browser data and selecting new consent options when prompted.
- Contact Shops OS to request access, correction, export, deletion, or review of account data.
- Use browser or device controls to limit cookies, tracking, or advertising identifiers.
11. Disclaimers and Limits
Shops OS is provided on an "as is" and "as available" basis to the fullest extent allowed by law. Shops OS does not promise uninterrupted service, error-free data, exact supplier pricing, guaranteed payment availability, guaranteed AI accuracy, guaranteed labor accuracy, or that every feature will meet every shop's requirements.
To the fullest extent allowed by law, Shops OS will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, lost profits, lost revenue, lost data, supplier issues, repair decisions, customer disputes, payment provider decisions, or business interruption. Shops OS total liability for claims relating to the service will not exceed the amount paid by the shop to Shops OS in the three months before the event giving rise to the claim, unless the law requires a different result.
12. Termination
Shops may stop using Shops OS at any time. Shops OS may suspend or terminate access if a shop violates these terms, creates risk, fails to pay required fees, abuses the service, violates payment or supplier rules, or if continued access could harm Shops OS, customers, providers, or other users.
13. Changes to These Terms
Shops OS may update these Terms & Privacy rules as the product, providers, features, pricing, or legal requirements change. The latest version will be posted on this page with an updated effective date. Continued use of Shops OS after an update means the shop accepts the updated terms.
14. Contact
Questions about terms, privacy, account access, or data requests can be sent to robert@shops-os.com.