Privacy Policy
Last updated: September 2026 — this is a starting draft, not a substitute for review by a licensed attorney before real customers rely on it.
What we collect
When a Shop uses LubeFlo, we store the data the Shop and its staff enter or generate while running the business: staff accounts (name, email, role), customer records (name, contact info, communication preferences), vehicle data (year/make/model, VIN, license plate, mileage, inspection photos), work orders and invoices, inventory, time-clock entries, and payment records. We also collect basic account information (email, name) for anyone who logs in.
If a Shop uses license plate or VIN lookups, the plate/VIN and the decoded vehicle details are stored so the lookup doesn't need to be repeated. If a Shop enables SMS reminders or promotions, the customer's phone number and the message content/history are stored so conversations stay visible in one place.
Who this data belongs to
Customer, vehicle, and business data that a Shop enters belongs to that Shop — the paying customer of LubeFlo — not to LubeFlo. We store and process it on the Shop's behalf to provide the service. We don't sell it, and we don't use one Shop's data for any other Shop's benefit or for advertising.
Who can see it
Each Shop's data is isolated from every other Shop at the database level (row-level security) — one Shop cannot see another Shop's customers, vehicles, or payment records. Within a Shop, access is scoped by role (owner, manager, technician, etc.) — see your account's Roles & Permissions settings.
Payment data
Card payment details are handled directly by Stripe, our payment processor — LubeFlo never stores raw card numbers. We store payment records (amount, method, status, and a reference ID from Stripe), not card data itself. This applies both to a Shop's own customer payments and to LubeFlo's subscription billing.
SMS communications
If a Shop uses text-message reminders or promotions, those messages are sent through Twilio, our messaging provider. Twilio processes the phone number and message content required to deliver each text, and message logs are kept in LubeFlo so a Shop can see its own communication history with a customer. Customers can opt out of SMS communications at any time (e.g., replying STOP), and Shops can disable SMS features entirely.
Vehicle history and lookup services
If a Shop looks up a vehicle by license plate, VIN, or requests a vehicle history report, that request is sent to a third-party vehicle data provider (currently Vehicle Databases for plate/VIN decoding, and CarFax for vehicle history reports, where enabled) to retrieve the result. Only the plate/VIN needed to perform the lookup is sent to these providers — not other customer or shop information.
Infrastructure and hosting
LubeFlo runs on established, industry-standard cloud infrastructure for application hosting, database storage, authentication, and error monitoring, each bound by its own security and privacy obligations. We don't name specific infrastructure vendors here since that level of detail isn't necessary for you to understand how your data is protected, but we're happy to answer specific questions — contact us using the details below.
Data retention and deletion
We retain Shop data for as long as the account is active. If a Shop closes its account, or a customer asks a Shop to delete their information, contact us through the method below and we'll process the deletion request within a reasonable time — subject to any legal retention requirements (for example, payment records that must be kept for tax or fraud purposes).
Your choices
Shop owners and staff can update or correct customer and vehicle information directly in the app. For requests we can't handle in-app — like a full account or data deletion request — contact us using the details below.
Changes to this policy
We may update this policy as the product changes. Meaningful changes will be reflected in the “Last updated” date above.
Contact us
Questions about this policy, or requests to access or delete your data, can be sent to support@lubeflo.com.
Also see our Terms of Service.