Privacy Policy

1. Scope

This policy applies to the Vehicle Proof website, web application, and related support and billing interactions. Vehicle Proof is designed for businesses and automotive professionals, not for personal or household use by children.

A business using Vehicle Proof decides what customer and vehicle information to enter. That business is responsible for providing any notices and obtaining any permissions required from its customers, employees, and other people whose information it submits.

2. Information we collect

Account and business information

We collect account credentials, user names, business names, roles, contact information, branding, report settings, and team invitation information.

Customer, vehicle, and inspection content

Users may submit customer contact information, vehicle details and identifiers, mileage, inspection notes, findings, photographs, audio recordings, transcripts, signatures, and report content. Users choose what to record and upload.

Billing information

Stripe processes payment details. We receive billing contact information, Stripe customer and subscription identifiers, plan and payment status, invoice information, and transaction metadata. Vehicle Proof does not receive or store complete card numbers.

Usage, device, and security information

We collect information needed to operate and secure the service, such as authentication records, IP address and request logs, browser or device information, error information, and limited product analytics. Our current analytics measure page visits and key product events without recording form values, inspection content, customer or vehicle details, media, transcripts, or public report tokens.

Cookies and similar technologies

We use cookies and local browser storage for authentication, security, session continuity, and basic product operation. Limited analytics may also use browser identifiers to understand whether visitors reach important product steps.

3. How we use information

• Provide, maintain, secure, and support Vehicle Proof.
• Authenticate users and enforce business and role boundaries.
• Store inspection evidence and generate technician-controlled reports.
• Transcribe narration and organize it into draft findings for technician review.
• Process subscriptions, invoices, trials, renewals, and account status.
• Diagnose failures, prevent abuse, and improve reliability and usability.
• Communicate about the service, billing, security, and support.
• Comply with law and protect the rights, safety, and integrity of users, customers, Vehicle Proof, and others.

4. AI-assisted processing

When a user requests AI processing, Vehicle Proof sends the recorded audio or transcript and necessary inspection context to OpenAI to create structured draft findings. Vehicle Proof does not send inspection photographs to OpenAI in the current version. AI output is not a diagnosis or final vehicle-condition decision. A technician must review, edit, approve, or remove every AI-created finding before completing an inspection.

5. How we disclose information

We disclose information only as needed for the service, including to:

• Supabase for database, authentication, and private file storage.
• Cloudflare for application hosting, delivery, domain services, and security.
• OpenAI for requested transcription and draft-finding generation.
• PostHog for privacy-limited product analytics.
• Stripe for subscription billing, payment processing, invoices, and fraud prevention.
• Professional advisers, authorities, or other parties when reasonably necessary to comply with law, enforce agreements, protect rights or safety, or complete a business transaction involving Vehicle Proof.

We do not sell personal information or use inspection content for targeted advertising.

6. Public report links

A completed report can be shared through a difficult-to-guess public link that does not require a customer account. Anyone who receives or obtains that link may be able to view the report and its included information. The subscribing business controls where the link is shared and should share it only with intended recipients. Vehicle Proof uses temporary signed access for private report media.

7. Retention and deletion

We retain account, inspection, report, and billing records while an account is active and afterward when reasonably needed to provide record history, meet legal or accounting obligations, resolve disputes, prevent fraud, or enforce agreements. Source recordings, transcripts, and internal records may be retained to preserve the inspection evidence selected by the business.

Users can delete certain draft content within the product. Account owners may request access, correction, or deletion by contacting us. Some information may remain in backups or be retained when deletion is not technically feasible or is restricted by legitimate legal, security, or record-integrity needs.

8. Security

We use safeguards appropriate to the nature of the service, including authenticated business boundaries, server-side validation, private storage, signed media access, encrypted network transport, restricted administrative credentials, and secure random report tokens. No storage or transmission system is completely secure, and we cannot guarantee absolute security.

9. Your responsibilities and choices

Business account owners may update business and user information in Vehicle Proof and manage billing through Stripe’s customer portal when billing is enabled. Users should not upload information they lack authority to collect or disclose. In particular, users are responsible for complying with applicable notice, recording-consent, privacy, employment, and customer-record requirements.

To request access, correction, deletion, or other privacy assistance, email support@vehicleproofapp.com.

10. Children

Vehicle Proof is a business service and is not directed to children under 18. We do not knowingly invite children to create accounts or submit personal information.

11. United States operations

Vehicle Proof is operated in the United States. Information may be processed in the United States and other locations where our service providers operate, subject to the protections described in this policy and applicable law.

12. Changes to this policy

We may update this policy as Vehicle Proof changes. We will post the updated policy here and revise the effective date. If a change materially affects how we handle information, we will provide additional notice when reasonably appropriate.

13. Contact

Vehicle Proof is operated by Joshua Brooks doing business as Vehicle Proof. Questions or requests may be sent to support@vehicleproofapp.com.