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Privacy Policy

Effective Date: January 29, 2026

1. Information We Collect

1.1 Information You Provide

We collect information you directly provide to us, including:

• Account Information: Name, email address, phone number, company name, and billing information
• Business Data: Customer information, vehicle records, work orders, invoices, inventory data, and financial information
• Communication Data: Messages, support requests, and feedback you send to us
• Payment Information: Credit card details and billing addresses (processed securely through third-party payment processors)

1.2 Information We Collect Automatically

When you use our Service, we automatically collect:

• Usage Data: How you interact with our Service, features used, and time spent
• Device Information: IP address, browser type, operating system, and device identifiers
• Log Data: Server logs, error reports, and performance metrics
• Location Data: General location information based on IP address (not precise location)

1.3 Information from Third Parties

We may receive information from:

• Integration Partners: Data from QuickBooks, payment processors, and other connected services
• AI Services: Processed data from AWS Bedrock and other AI services we use
• Analytics Providers: Usage statistics and performance data

2. How We Use Your Information

We use your information to:

• Provide Our Service: Process work orders, manage inventory, generate invoices, and provide AI-powered features
• Account Management: Create and maintain your account, process payments, and provide customer support
• Improve Our Service: Analyze usage patterns, fix bugs, and develop new features
• Communication: Send service updates, security alerts, and respond to your inquiries
• Legal Compliance: Comply with applicable laws, regulations, and legal processes
• Security: Protect against fraud, unauthorized access, and other security threats

3. AI and Machine Learning

• Invoice Processing: We use AI to extract data from uploaded invoices. This data is processed securely and used only to populate your records
• Parts Recognition: AI analyzes part images and descriptions to improve inventory management and matching
• Chatbot Assistance: Our AI assistant processes your queries to provide relevant help and automation
• Data Training: We may use aggregated, anonymized data to improve our AI models, but never share your specific business information

4. Information Sharing and Disclosure

We do not sell your personal information. We may share your information in these limited circumstances:

4.1 Service Providers

We share information with trusted third-party service providers who help us operate our Service:

• Cloud Infrastructure: Amazon Web Services (AWS) for hosting and data storage
• Payment Processing: Stripe and other payment processors for billing
• Email Services: For sending notifications and communications
• Analytics: For understanding usage patterns and improving our Service

4.2 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

4.3 Legal Requirements

We may disclose information when required by law, court order, or to protect our rights and safety.

4.4 With Your Consent

We may share information with your explicit consent, such as when you authorize integrations with third-party services.

5. Data Security

We implement industry-standard security measures to protect your information:

• Encryption: Data is encrypted in transit and at rest using AES-256 encryption
• Access Controls: Strict access controls and authentication requirements for our systems
• Regular Audits: Security assessments and vulnerability testing
• Secure Infrastructure: AWS cloud infrastructure with enterprise-grade security
• Employee Training: Regular security training for all team members

6. Data Retention

We retain your information for as long as necessary to provide our Service and comply with legal obligations:

• Account Data: Retained while your account is active and for a reasonable period after cancellation
• Business Records: Retained according to applicable business record retention requirements
• Log Data: Typically retained for 90 days for security and troubleshooting purposes
• Backup Data: May be retained in backups for up to 1 year for disaster recovery

7. Your Rights and Choices

You have the following rights regarding your information:

• Access: Request a copy of the personal information we have about you
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Portability: Export your data in a commonly used format
• Opt-out: Unsubscribe from marketing communications
• Account Closure: Delete your account and associated data

To exercise these rights, contact us at privacy@bigshopai.com.

8. International Data Transfers

Your information may be processed and stored in the United States and other countries where we or our service providers operate. We ensure appropriate safeguards are in place for international transfers.

9. Children's Privacy

Our Service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If we become aware that we have collected such information, we will take steps to delete it.

10. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information we collect and how it's used
• Right to delete personal information
• Right to opt-out of the sale of personal information (we do not sell personal information)
• Right to non-discrimination for exercising your privacy rights

11. European Privacy Rights

If you are in the European Economic Area (EEA), you have rights under the General Data Protection Regulation (GDPR), including the rights listed in Section 7 above, plus:

• Right to object to processing based on legitimate interests
• Right to restrict processing in certain circumstances
• Right to lodge a complaint with a supervisory authority

12. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Remember your preferences and settings
• Analyze how you use our Service
• Provide security features
• Improve performance and functionality

You can control cookies through your browser settings, but some features may not work properly if cookies are disabled.

13. Third-Party Links and Services

Our Service may contain links to third-party websites or integrate with third-party services. This Privacy Policy does not apply to those third parties. We encourage you to review their privacy policies.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by:

• Sending an email to your registered email address
• Posting a notice in our Service
• Updating the "Effective Date" at the top of this policy

Your continued use of our Service after changes become effective constitutes acceptance of the updated Privacy Policy.

15. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us:

We are committed to protecting your privacy and will respond to your inquiries promptly.