3.vin

Privacy Policy

Last updated: November 4, 2026

This Privacy Policy describes how 3.vin ("we," "us," or "our") collects, uses, and shares information about you when you use our vehicle service management platform, including our web application, mobile application, and related services (collectively, the "Service"). By using the Service, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

We collect information you provide directly to us, information generated through your use of the Service, and information from third-party integrations you connect.

Account Data

  • Full name, email address, and phone number
  • Username and password (stored as a salted cryptographic hash — never in plaintext)
  • Profile picture and other optional profile information
  • Passkey registrations and associated device identifiers

Business Data

  • Customer records: names, email addresses, phone numbers, and mailing addresses of your customers
  • Vehicle information: VIN (Vehicle Identification Number), make, model, year, license plate number, color, and other vehicle attributes
  • Service records: service requests, work orders, repair notes, labor entries, parts used, and service history
  • Invoices, payment records, and billing history
  • Internal notes and communications related to customers and vehicles

Communication Data

  • SMS and phone call logs generated through the integrated phone system (our phone service provider or OpenPhone/Quo), including message content and call metadata (duration, direction, timestamps)
  • Recordings of phone calls and voicemails on a 3.vin phone number
  • Chat messages exchanged with our AI assistant, including questions, responses, and any data shared in those conversations

Financial Data

  • Payment transactions processed through Stripe, including transaction amounts, dates, and status. Card details (card number, CVV, expiration) are collected and stored exclusively by Stripe — 3.vin never receives or stores raw payment card data
  • Invoice data synchronized with QuickBooks when you enable that integration, including invoice amounts, line items, and customer billing information
  • Stripe Connect account information for shops that accept payments through the platform

Device & Usage Data

  • IP address and approximate geographic location derived from IP (city, region, country)
  • Browser type and version, operating system, and user agent string
  • Screen resolution and viewport dimensions
  • Device timezone and language settings
  • Pages and features accessed, actions taken within the Service, and timestamps of those interactions

Security Data

  • Login events: timestamps, IP addresses, device information, and success/failure status of authentication attempts
  • Passkey registrations and credential management events
  • Browser fingerprint data collected during document signature ceremonies, including user agent, screen resolution, timezone, and browser language — used to create a tamper-evident audit trail for legally binding signatures

Audio Data

  • Voice recordings uploaded to the Service for transcription purposes
  • Transcription text generated from those recordings, which is stored and associated with the relevant service record or customer interaction

AI Interaction Data

  • Messages sent to and received from the AI assistant, including the full content of those conversations
  • AI-generated daily briefs, summaries, and recommendations produced on your behalf
  • History of AI tools and features used, and the inputs provided to them

2. How We Use Your Data

We use the information we collect to:

  • Provide, operate, and maintain the 3.vin platform, including all core features of vehicle service management
  • Generate AI-powered daily briefs, job summaries, customer interaction summaries, and other intelligent features using your business data
  • Process payments and invoices on your behalf through Stripe and synchronize financial data with connected integrations such as QuickBooks
  • Send transactional notifications and emails, including service updates, appointment reminders, and account alerts
  • Facilitate communication with your customers via integrated phone and SMS services
  • Synchronize data with third-party integrations you have authorized, such as QuickBooks and OpenPhone
  • Analyze usage patterns and feature adoption to improve the platform's functionality, reliability, and user experience
  • Monitor for and investigate security incidents, unauthorized access attempts, and policy violations
  • Comply with applicable legal obligations, enforce our Terms of Service, and protect the rights and safety of our users

3. Third-Party Services & Data Sharing

We share your information with third-party service providers only as necessary to operate the Service. These providers are contractually obligated to protect your data and use it only for the purposes we specify.

  • QuickBooks (Intuit): When you connect your QuickBooks account, customer records and invoice data are synchronized bidirectionally to keep your accounting system current.
  • Stripe: All payment processing is handled by Stripe. For shops accepting payments through 3.vin, Stripe Connect is used to manage fund routing. Stripe's privacy policy governs their handling of payment data.
  • Phone service provider: Phone numbers that a shop gets through 3.vin, and 3.vin's own number, run on our phone service provider. This provider carries the calls and SMS messages on these numbers. It processes phone numbers, message content, and call metadata in accordance with its privacy policy. It holds a call recording or voicemail until we copy it to our private storage, and then we delete its copy. To register a number with mobile carriers, we send this provider the shop's business name, tax ID, website, and business contact details.
  • OpenPhone (Quo): For shops that connect an OpenPhone account, phone calls and SMS messages with customers are facilitated through OpenPhone. Message content and call metadata may be processed by OpenPhone in accordance with their privacy policy.
  • Google Analytics: We use Google Analytics to collect anonymized usage metrics such as page views and feature engagement. This data is aggregated and does not identify individual users.
  • Google Cloud Platform: Our infrastructure — including servers, databases, file storage, and AI processing — runs on Google Cloud Platform in United States data center regions.
  • IPInfo: IP addresses are looked up using IPInfo to determine approximate geographic location for security event logging and login activity displays.
  • We do not sell your personal data to third parties. We do not share your data with advertisers, data brokers, or any party for their own marketing purposes.

4. Data Storage & Security

All data is stored on Google Cloud Platform infrastructure located in United States regions. We employ industry-standard security measures, including:

  • Encryption in transit: All data transmitted between your device and our servers is encrypted using TLS (Transport Layer Security).
  • Encryption at rest: Data stored in our databases and file storage systems is encrypted at rest using AES-256 or equivalent standards provided by Google Cloud Platform.
  • Offline-first sync: 3.vin operates with an offline-first architecture using PowerSync, which stores a copy of your data locally on your device in an encrypted SQLite database. This local database is protected by the same security controls as your device storage.
  • Access controls: Access to production systems and customer data is restricted to authorized personnel on a need-to-know basis and is protected by multi-factor authentication.

While we take reasonable steps to protect your information, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.

5. Data Retention

We retain your data for the following periods:

  • Active account data: Retained for as long as your account remains active and for a reasonable period thereafter to allow for account recovery.
  • Deleted accounts: Upon account deletion, personal data is removed from our active systems within 30 days. Certain anonymized or aggregated data may be retained longer for statistical purposes.
  • AI chat history: The AI assistant maintains a rolling window of the 50 most recent messages in active context. Older messages are archived and remain searchable but are not used in active AI context windows.
  • Security events: Login history, authentication events, and security audit logs are retained indefinitely for security investigation and compliance purposes.
  • Document signatures: Signed documents and their associated audit trails are retained for the lifetime of the account, as these records may have legal significance.

6. Your Rights

Depending on your jurisdiction, you may have certain rights with respect to your personal data. Regardless of location, we provide all users with the following:

  • Access: You can view and access most of your personal data directly within the 3.vin application, including account settings, service records, and communication history.
  • Correction: You can update or correct your personal information at any time through the account settings section of the application.
  • Deletion: You may request deletion of your account and associated personal data by contacting us at support@3.vin. See the Data Retention section for applicable timelines.
  • Export: You may request a copy of your personal data in a portable format by contacting us at support@3.vin.
  • Opt out of AI features: Use of AI features such as the assistant, daily briefs, and AI-generated summaries is optional. You may opt out by simply not using those features. Disabling them does not affect core service functionality.
  • Disconnect integrations: You may disconnect third-party integrations (QuickBooks, OpenPhone, etc.) at any time through the integration settings in your account. Disconnecting an integration stops future data sharing but does not delete data already synchronized.

To exercise any of these rights, contact us at support@3.vin. We will respond to verifiable requests within 30 days.

7. Children's Privacy

The 3.vin Service is not directed at children under the age of 13, and we do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe that your child has provided us with personal information without your consent, please contact us at support@3.vin. If we become aware that we have collected personal information from a child under 13 without verification of parental consent, we will take steps to delete that information from our systems promptly.

8. Cookies & Tracking

We use a limited set of cookies and tracking technologies:

  • Session cookies: Used to maintain your authenticated session while you are logged in. These are essential for the Service to function and cannot be disabled while using the platform.
  • Google Analytics: We use Google Analytics to collect anonymized usage metrics, including page views, feature engagement, and general usage patterns. This data is aggregated and does not personally identify you. You may opt out of Google Analytics tracking using the Google Analytics Opt-out Browser Add-on.
  • No advertising cookies: We do not use cookies or tracking technologies for advertising or remarketing purposes.
  • No cross-site tracking: We do not track your browsing activity across other websites or applications.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make changes, we will update the "Last updated" date at the top of this page and, where required by applicable law, notify you by email or through a prominent notice within the Service.

Your continued use of the Service after any changes to this Privacy Policy constitutes your acceptance of the updated policy. If you do not agree to the revised policy, you should discontinue use of the Service and may request account deletion by contacting us at support@3.vin.

10. Contact

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Email: support@3.vin

We are committed to resolving privacy-related inquiries promptly and transparently.