Privacy Policy

1. Who this covers

Signet ("Signet", "we", "us") makes estimate, invoice, job-management and AI Front Desk software for repair shops and trade businesses at signetcrm.com. This policy explains what personal information we handle and why. It applies to two groups of people:

• Businesses that use Signet ("shops") and their staff. For this information, we decide how it's used.
• A shop's own customers — people who get an estimate or invoice, sign a form, book online, call a shop's Front Desk number or text it. For this information, the shop decides how it's used and Signet processes it on the shop's behalf, under our Data Processing Addendum. If you're a shop's customer, the shop's own privacy practices apply to you, and questions about your records are best sent to the shop first.

2. What we collect

From shops:

• Business name, address, phone, email, logo and settings.
• Login usernames and passwords (stored only as secure hashes), and the name of each person who signs in.
• Billing details for the subscription. Card numbers are handled by Stripe and never reach our servers.
• Support emails and anything else you send us.

Records a shop keeps in Signet about its customers:

• Names, phone numbers, email and street addresses, vehicles or equipment, job notes, estimates, invoices, payments and photos.
• Signatures and approval records, including the time, the IP address the approval came from and exactly what was approved — this is the audit trail that makes an approval provable.
• Online booking requests.
• For shops using the AI Front Desk: the caller's phone number, a written transcript and summary of each call, and any message or booking taken. We do not keep audio recordings of calls.
• For shops with texting: the text messages sent to and from the shop's Front Desk number, and whether a number has opted out.
• Receipts and supplier emails a shop forwards to its receipt inbox.

Automatically:

• IP addresses of sign-in attempts, kept to block password guessing.
• Standard web server logs (IP address, browser, pages requested, time), used for security and fixing problems.
• Counts of AI usage per shop, used to apply usage allowances.

Our public website has no advertising, analytics or tracking scripts.

3. How we use it

• To provide the Service: store records, produce documents, answer calls, reply to texts, take bookings and process payments as the shop directs.
• To bill shops, provide support and send important account notices.
• To keep the Service secure, prevent abuse and fix problems.
• To meet legal obligations.

We do not sell personal information, share it for targeted advertising, or use a shop's customer records to market anything to anyone.

4. AI processing

Some features send information to AI providers to produce a result: Anthropic (Claude) writes estimates, reads receipts and replies to texts, and Google (Gemini) answers phone calls in real time. We send only what's needed for the task. These providers process it under business terms that don't allow them to use it to train their models, and don't keep it longer than their own security and legal needs require.

5. Who we share it with

Only with the service providers that run Signet for us, and only what each one needs. The full list is on our subprocessors page. In short: our web host, Stripe (payments), Telnyx (phone calls and texts), Anthropic and Google (AI) and Google Fonts (typefaces on web pages).

We may also disclose information if the law requires it, to protect people's safety or our rights, or as part of a sale or merger of the business — in which case this policy continues to apply to it.

6. Phone numbers and texts

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging opt-in data and consent are never shared with any third party, except the phone carriers and messaging providers needed to deliver messages. Reply STOP to any Signet-powered number to stop texts, or HELP for help. See our Text Messaging Policy.

7. Cookies

Signet sets one essential cookie when you sign in, to keep you signed in. It isn't used for tracking and expires when you sign out or close your browser session. We may also remember preferences such as light or dark mode on your device. We don't use advertising or analytics cookies.

8. How long we keep it

• A shop's records are kept while the shop's account is open, because they're the shop's business records. A shop can delete records, or ask us to.
• After an account ends, the shop has 30 days to ask for an export. We then delete its data, apart from anything the law requires us to keep. Backup copies expire on their normal cycle.
• Sign-in attempt records and server logs are kept only as long as needed for security.
• Billing records are kept as long as tax law requires.

9. Security

Every shop's records are kept in their own separate database. Traffic is encrypted with HTTPS, passwords are stored as one-way hashes, sign-in attempts are rate-limited, document links use long random tokens, and our servers are reached over encrypted, key-based logins. No system is perfectly secure; if a breach affects your personal information, we'll notify affected shops and people as the law requires.

10. Your choices and rights

You can ask us to access, correct, export or delete personal information we hold about you, or to stop texts. Depending on where you live — including Texas, California and other US states with privacy laws — you may have further rights, and you won't be treated differently for using them.

• Shops: email info@signetcrm.com.
• A shop's customers: contact the shop, which controls your records. If you contact us instead, we'll pass your request to the shop and help it respond.
• Texts: reply STOP at any time.

We'll respond within 45 days. If we decline a request, you can appeal by replying to our answer, and we'll respond to the appeal within 60 days. If you're unhappy with the result, you can contact your state's attorney general.

11. Children

Signet is a business tool and isn't directed at children under 13. We don't knowingly collect their information.

12. Changes

If we change this policy in a meaningful way, we'll update the date at the top and email shops before the change takes effect.

13. Contact

Privacy questions or requests: info@signetcrm.com.