Privacy Policy
This policy explains how the operator of Workshop Story ("Workshop Story", "we", "us") handles personal information. We handle it in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth).
1. Two kinds of information
Account information is about the people who use Workshop Story: the business name, and each staff member's name, email address and password. We decide how this is used, as described below.
Workshop records are what a workshop or dealership enters about its own customers and jobs: customer names and phone numbers, vehicle registration and details, technician notes, invoice wording, findings and follow-up notes. The workshop decides what is entered. We hold and process these records on the workshop's behalf, only to provide the service.
2. What we collect and why
- Account information, to create and secure logins and to contact account owners about the service.
- Workshop records, to produce invoice wording, gradings, service checklists and follow-up lists for that workshop.
- Technical information such as the internet address used to sign in, to keep accounts secure and to limit misuse.
- Payment details are collected and held by our payment provider when a subscription is taken out. We do not store card numbers.
We do not sell personal information and we do not use workshop records for advertising.
3. Who can see workshop records
Each workshop's records are visible only to the logins on that workshop's account. A small number of our own staff can access records when that is needed to keep the service running, fix a fault or answer a support request.
4. Other companies that process information for us
| Purpose | Provider | Where |
|---|---|---|
| Hosting the application and database | Fly.io | Sydney, Australia |
| Preparing draft wording and service checklists from the notes and vehicle details entered | Anthropic | United States |
| Card payments, when a subscription is taken out | Stripe | United States and Australia |
| Sending account emails such as password resets | Resend | United States |
| Backup copies of the database | Microsoft OneDrive | Australia and overseas |
Customer names and phone numbers are not sent to the wording provider. The vehicle details and the technician's notes for the job are sent, so workshops should avoid putting customers' personal details in the technician notes.
Because some of these providers are overseas, information may be processed outside Australia. We take reasonable steps to make sure it is handled consistently with the Australian Privacy Principles.
5. How we protect information
- Connections to Workshop Story are encrypted.
- The database is stored on an encrypted disk and is backed up daily.
- Passwords are stored in a scrambled form that cannot be read back.
- Staff logins can be limited to the access each person needs.
No system is perfectly secure. If a data breach is likely to cause serious harm, we will notify the affected account owners and the Office of the Australian Information Commissioner as the law requires.
6. How long we keep information
Workshop records are kept while the account is open so the workshop's job history and follow-up list remain available. An account owner can download the records at any time and can ask us to delete them when the account is closed. Backup copies are overwritten on a rolling basis.
7. Access, correction and complaints
- Account holders can see and correct their own details from within the application, or by contacting us.
- If you are a customer of a workshop that uses Workshop Story, contact that workshop first. It decides what is recorded about you and can correct or remove it. We will help the workshop respond.
- If you have a complaint about how we have handled personal information, contact us and we will respond within 30 days. If you are not satisfied, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.
8. Changes to this policy
We may update this policy. The date at the top shows the latest version, and we will tell account owners about significant changes.
9. Contact
Privacy questions and requests can be sent to the contact details published on workshopstory.com.