Privacy policy

Who holds the data

There are two roles here, and the distinction matters.

For the details of your own account — your name, your email address, when you signed in — we decide how that data is used.

For everything you enter about your customers, the shop is in charge and we act on its instructions: we store and process that data so the shop can run, and we do not decide what to do with it.

What we hold about you

Your account: the identifier from the sign-in system, your display name, your email address, when you registered and when you last signed in, and the date you accepted these documents.

Your membership: which shops you belong to and what role you hold in each.

Your work: the cases, work items, comments, attachments, payments and invoices you create carry your name and account, so the shop can tell who recorded what. This attribution stays after you leave the shop.

Technical records: ordinary server logs, kept for security and troubleshooting.

What a shop holds about its customers

A shop records its customer’s name, an identification document number where the shop needs one for invoicing, an optional phone number, the device brought in and its serial number, what was wrong with it, what was done, and what was paid.

If you run a shop, you decide what to collect and you are responsible for having a lawful reason to hold it. Please do not record more than the repair needs — in particular, do not record health, biometric or financial details in free-text fields.

Why we hold it

To give you the service: showing your shops, your cases and your documents, and letting your colleagues see who did what.

To keep the service secure: authenticating you, authorising what you can reach, and investigating problems.

To meet legal obligations, including keeping issued invoices as accounting records.

Who else sees it

Other members of your shop see your name against the work you record, and see the shop’s customers and cases according to their role.

We use service providers to run the product: hosting, the sign-in system, and file storage for attachments. They process data on our behalf and are not allowed to use it for anything else.

We do not sell personal data and we do not share it for advertising.

We may disclose data if the law requires it.

Where it is kept, and for how long

Data is stored on servers we control, with attachments held in our own object storage.

A shop’s records are kept for as long as the shop uses the service. Issued invoices and payment records are kept for as long as accounting rules require, even if the related case is cancelled.

Your account details are kept while your account exists. Attribution on work you recorded remains with the shop afterwards, because removing it would falsify the shop’s history.

How it is protected

Traffic is encrypted in transit. Access is authenticated on every request and checked against your membership and role on the server, not merely hidden in the interface.

Attachments are served only to people who may see the case they belong to. Invoice documents are restricted further, to the roles that handle money.

No system is perfectly secure. If a breach affects you, we will tell you and the relevant authority where the law requires it.

Your rights

You can ask for a copy of the personal data we hold about you, ask us to correct it, or ask us to delete it.

Some of it we cannot delete on request: attribution on work recorded in a shop, and issued invoices, are records the shop and the law require us to keep.

If the data is about you as a shop’s customer rather than as a user of the app, ask that shop — they decide, and we act on their instructions.

Cookies and similar technology

Repair Diary does not use advertising or analytics cookies.

Your browser stores your sign-in session so you are not asked to sign in on every page, along with your language and light-or-dark preference. Clearing your browser storage signs you out and resets those preferences.

Changes to this policy

If we change this policy in a way that matters, we will ask you to accept it again the next time you sign in. The date at the top tells you which version you are reading.

Contact

To exercise a right or ask a question about this policy, contact the shop or organisation that gave you access, or write to the address published on the service.