Privacy Policy

What we collect

When you book a detail, request a quote, or submit an inquiry on this site, we collect your name, email, phone number, vehicle information, service address, the content of your message, and any photos or video of the vehicle you choose to attach. When we detail your vehicle, we collect VIN, year/make/model, optional license plate, and pre- and post-service walkaround videos and photographs.

When you pay a deposit or invoice online, payment is processed by Stripe. We receive a payment confirmation from Stripe — full card numbers never touch our servers.

For website analytics we record page paths, coarse country (no city or precise location), and a pseudonymous visitor hash derived from a daily-rotating salt — we do not store raw IP addresses or cross-site tracking cookies. If you accept analytics cookies in the banner, Google Analytics and PostHog also run (see below); if you reject them, neither loads.

How we use it

We use the information you provide to deliver detailing services, send service confirmations and completion notices, generate invoices, and resolve any condition disputes (the walkaround video is our shared record of pre- and post-service condition).

We do not sell your personal information. We do not share it with advertisers or data brokers.

Service providers we share with

We share the minimum information necessary with vetted service providers who process it on our behalf, under contract and only to deliver our services:

• Resend — transactional email delivery (service confirmations, completion notices, invoices). Receives your name, email address, and the content of the transactional messages we send you.
• Supabase — secure database and file-storage hosting for service records, inquiries, and walkaround media.
• Stripe — payment processing for deposits and invoices. Receives your name, email, and payment details, and handles them under Stripe's own privacy policy. We never see or store full card numbers.
• Google (Gemini API) — the AI assistant our staff use inside the admin console. When a member of staff asks it about the day's work, we send it a read-only snapshot of operational records: job numbers, job status, vehicle year, make and model, our own staff members' names and whether they are on shift, scheduled times, and the display name of a dealership conversation. It never receives your contact details — your name, email address, phone number or service address — nor your vehicle's VIN or licence plate, nor any price, invoice or payment detail, nor any photo or video. Google processes this on our behalf and is contractually barred from using it to train its models or for its own purposes.
• Sentry — error monitoring that tells us when something on the site breaks. Receives technical details of the error (browser type, the page and action that failed). We have configured it not to receive personal information, and session recording is disabled.
• Google Analytics — only if you accept analytics cookies and only on the public marketing site. Receives the pages you view and how you arrived, with its own first-party cookies, so we can see which public pages are used. It is disabled on login and every staff or customer portal.
• PostHog — only if you accept analytics cookies and only on the public marketing site. Receives page views, clicks, and a recording of how you move through the public site, with every form field masked so what you type (your name, email, phone, or address) is never recorded. It is disabled on login and every portal.

Providers processing data on our behalf are contractually barred from using your information for their own purposes.

Walkaround video and photos

Before and after every detail, our team records a short walkaround video and photos of the vehicle. This is our evidence of its condition: we use it to check the quality of our work and to settle any question about damage.

The camera is pointed at the vehicle, but because we work on site, a recording can also show its surroundings — a driveway, a building, or a person or car passing by. Recordings are stored privately, never published on this site, and shared only with the vehicle's owner or, for a dealership vehicle, the dealership that booked the work. Inside Olympus they are seen by the staff who worked on or manage the job. How long we keep them is set out below.

AI assistants in our staff console

Our staff console includes AI assistants that help the team run the day — for example, suggesting a schedule change or drafting a note. They are used by our staff only; customers do not talk to them. An assistant can only propose a change: each proposal is checked by our system and does nothing unless an administrator approves it.

To work, an assistant sees the read-only snapshot described under Google (Gemini API) above — job numbers and status, vehicle year, make and model, our staff members' names and shifts, and scheduled times. It does not see your contact details, VIN, licence plate, prices, payments, photos, or video. Its proposals and their approval history are kept for 90 days.

If you work with us

For our own staff, the staff portal records clock-in and clock-out times, breaks, the jobs each person is assigned to, and the schedule of shifts, including where each shift is. We do not collect GPS or other device location. We also keep the employment details needed to run payroll: job title, hire date, employment type, and pay rate.

Timesheets and breaks are kept for 3 years, the period federal wage-and-hour law (the Fair Labor Standards Act) requires for payroll records. The shift schedule is deleted 90 days after a shift ends. A staff member's name and whether they are on shift are part of the AI assistant snapshot described above.

How long we keep it

• Walkaround video and inspection media — 2 years (extended to 7 years if the job becomes disputed)
• Inquiries — 18 months (then auto-deleted)
• First-party website analytics stored by Olympus — 90 days. Google Analytics and PostHog retain their analytics under the settings and deletion controls in those provider accounts.
• AI assistant proposals and their approval history — 90 days
• Staff timesheets and breaks — 3 years; the shift schedule — 90 days after each shift
• Service records and invoices — kept for the duration of our business relationship plus 7 years for tax and warranty purposes

Your rights

You can request a copy of your data, request corrections, or request deletion at any time by emailing us. Deletion scrubs your personal information in place while preserving the underlying service record for legal and tax retention. We will respond within 30 days.

Contact

Olympus Detailing (a registered fictitious name of Olympus Enterprises LLC) · Jacksonville, Florida · olympusdetailingpro@gmail.com · (904) 576-3624