Privacy Policy

Last updated: February 17, 2026

RS Systems ("we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service.

1. Information We Collect

Account Information

When you create an account, we collect:

  • Name and email address
  • Business name and contact information
  • Password (stored securely using industry-standard hashing)

Business Data

To provide our service, we store data you enter about your business operations:

  • Customer information (names, contact details, vehicle information)
  • Repair and replacement records (service details, damage types, pricing)
  • Photos you upload (damage photos, repair photos)
  • Invoices and payment records
  • Technician information and assignments

Usage Information

We automatically collect certain information when you use the Service:

  • Log data (IP address, browser type, pages visited)
  • Device information (operating system, device type)
  • Usage patterns (features used, time spent)

2. How We Use Your Information

We use collected information to:

  • Provide, maintain, and improve the Service
  • Process transactions and send related information
  • Send you technical notices, updates, and support messages
  • Respond to your comments, questions, and customer service requests
  • Monitor and analyze trends, usage, and activities
  • Detect, investigate, and prevent fraudulent or unauthorized activities

3. Third-Party Services

We use trusted third-party services to operate RS Systems:

  • Amazon Web Services (AWS) — Cloud hosting and file storage (photos, documents)
  • Stripe — Payment processing for subscriptions
  • SendGrid — Email delivery (invoices, notifications, password resets)

These providers have their own privacy policies and are contractually obligated to protect your data.

4. Data Sharing

We do not sell your personal information. We may share your information only in the following circumstances:

  • With your consent — When you explicitly authorize sharing
  • Service providers — Third parties who help us operate the Service (see above)
  • Legal requirements — When required by law, subpoena, or legal process
  • Protection of rights — To protect our rights, privacy, safety, or property
  • Business transfers — In connection with a merger, acquisition, or sale of assets

5. Data Security

We implement appropriate technical and organizational measures to protect your data:

  • Encryption of data in transit (HTTPS/TLS)
  • Encryption of sensitive data at rest
  • Regular security assessments and monitoring
  • Access controls and authentication requirements
  • Secure password hashing

No method of transmission or storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

6. Data Retention

We retain your data for as long as your account is active or as needed to provide services. If you close your account:

  • You may request an export of your data within 30 days
  • Your data will be deleted within 90 days of account closure
  • Some information may be retained as required by law or for legitimate business purposes

7. Your Rights

Depending on your location, you may have the following rights:

  • Access — Request a copy of your personal data
  • Correction — Request correction of inaccurate data
  • Deletion — Request deletion of your data (subject to legal requirements)
  • Portability — Request your data in a portable format
  • Objection — Object to certain processing activities

To exercise these rights, contact us at the address below.

8. Cookies

We use cookies and similar technologies for:

  • Session management and authentication
  • Remembering your preferences
  • Analytics and performance monitoring

You can control cookies through your browser settings, but disabling them may affect Service functionality.

9. Children's Privacy

RS Systems is not intended for users under 18 years of age. We do not knowingly collect information from children. If we learn we have collected data from a child, we will delete it promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting a notice on the Service or sending you an email. Your continued use of the Service after changes constitutes acceptance of the updated policy.

11. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us at:

Email: privacy@rssystems.io
Website: rssystems.io

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