Privacy Policy

Effective date: April 16, 2026  ·  Last updated: April 16, 2026

This Privacy Policy explains how TemplateVault ("TemplateVault," "we," "us," or "our") collects, uses, shares, and protects information about you when you use our website at templatevault.io and related services (the "Service"). It applies to all users including vehicle owners, repair shops, and visitors.

1. Information We Collect

Information you provide directly:

• Account information — name, email address, password, and optionally a phone number when you register.
• Vehicle data — VINs, mileage, service records, repair photos, inspection notes, and any other information you log for a vehicle.
• Payment information — billing address and payment-method details. Card numbers are handled by our PCI-compliant payment processor and are never stored on our servers.
• Shop information — business name, address, hours, bay count, and staff accounts if you register as a repair shop.
• Communications — messages you send to our support team or through in-app features.

Information collected automatically:

• Usage data — pages visited, features used, session duration, and click-path data.
• Device and log data — IP address, browser type and version, operating system, referring URL, and error logs.
• Cookies and similar technologies — we use first-party cookies for authentication and session management, and analytics cookies to understand how the Service is used. See Section 7 for details.

Information from third parties:

• If you sign in via a third-party authentication provider (e.g., Google), we receive your name and email address from that provider.
• Vehicle data obtained from publicly available VIN databases or recall databases in order to pre-populate vehicle profiles.

2. How We Use Your Information

We use the information we collect to:

• Create and manage your account and subscription.
• Store, display, and transfer vehicle service records as directed by you.
• Generate AI-powered repair estimates, vehicle intelligence reports, and maintenance recommendations.
• Process payments and send billing receipts.
• Send transactional emails (e.g., email verification, password reset, service record notifications).
• Provide customer support and respond to your inquiries.
• Improve, personalize, and develop the Service.
• Detect and prevent fraud, abuse, and security incidents.
• Comply with legal obligations.

We do not use your vehicle service data to train AI models that are shared externally, and we do not sell your personal information.

3. How We Share Your Information

We share information only in the following circumstances:

• With your consent — for example, when you grant a repair shop access to your vehicle records, that shop can view those records.
• Service providers — third-party vendors that perform services on our behalf (cloud hosting, payment processing, email delivery, analytics). These providers are contractually obligated to protect your data and may not use it for their own purposes.
• Business transfers — if TemplateVault is involved in a merger, acquisition, or sale of assets, your information may be transferred. We will notify you before your information becomes subject to a different privacy policy.
• Legal requirements — when required by applicable law, court order, or government authority, or to protect the rights, property, or safety of TemplateVault, our users, or the public.

4. Vehicle Record Sharing and Permissions

Vehicle service records in TemplateVault are tied to a VIN, not to a specific account. You control who can view or add records to a vehicle:

• Owners can view all records for vehicles they own and grant or revoke shop access at any time.
• Shops can view and add records for vehicles assigned to them by an owner. When an owner revokes access, the shop loses the ability to add new records but retains records they submitted for historical accuracy.
• Pre-purchase inspection reports and public repair estimates do not require an account and do not store personal information beyond the VIN entered.

5. Data Retention

We retain your account information and vehicle records for as long as your account is active. If you delete your account, we will remove your personal information and vehicle records from our active systems within 30 days. We may retain certain information longer where required by law or for legitimate business purposes such as fraud prevention and dispute resolution.

Aggregated, de-identified usage statistics that cannot be linked back to you may be retained indefinitely.

6. Your Rights and Choices

Depending on your location, you may have the following rights regarding your personal information:

• Access — request a copy of the personal information we hold about you.
• Correction — request that we correct inaccurate or incomplete information.
• Deletion — request that we delete your personal information.
• Data portability — request an export of your vehicle records in a machine-readable format.
• Opt-out of marketing — unsubscribe from marketing emails at any time via the unsubscribe link in those emails or from your account notification settings.

To exercise any of these rights, contact us at hello@templatevault.io. We will respond within 30 days.

7. Cookies

We use cookies and similar tracking technologies to operate the Service and understand how it is used:

• Essential cookies — required for authentication and security. You cannot opt out of these while using the Service.
• Analytics cookies — help us understand aggregate usage patterns (e.g., most-visited pages, feature adoption). You may opt out of analytics cookies by enabling the "Do Not Track" signal in your browser or by contacting us.

We do not use advertising or cross-site tracking cookies.

8. Security

We implement industry-standard security measures including TLS encryption in transit, encryption at rest for sensitive data, role-based access controls, and regular security reviews. No method of transmission over the internet is 100% secure; while we strive to protect your information, we cannot guarantee absolute security. Please notify us immediately at hello@templatevault.io if you believe your account has been compromised.

9. Children's Privacy

The Service is not directed to children under 13 years of age, and we do not knowingly collect personal information from children under 13. If we learn that we have collected personal information from a child under 13, we will delete it promptly.

10. Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties and encourage you to review their privacy policies before providing any information to them.

11. California Privacy Rights (CCPA / CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act and the California Privacy Rights Act, including the right to know, correct, delete, and opt out of the sale or sharing of your personal information. TemplateVault does not sell or share personal information as defined under California law. To submit a California privacy request, email hello@templatevault.io with the subject line "California Privacy Request."

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date at the top of this page and notify you by email or prominent in-app notice at least 14 days before the changes take effect. Your continued use of the Service after the updated policy takes effect constitutes acceptance of the revised policy.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us:

• Email: hello@templatevault.io
• Website: templatevault.io