Privacy Policy
Last Updated: December 30, 2025
MotorMinds ("we", "our", or "us") is committed to protecting your privacy and safeguarding shop, vehicle, and customer data. This Privacy Policy explains what data we collect, how it is used, how it is protected, and the choices available to you.
1. Information We Collect
We collect data necessary to operate our platform, provide AI-powered diagnostics, and improve our services.
a) Information You Provide
- Name, email address, phone number
- Shop or business details
- Account credentials and preferences
- Communications with MotorMinds (support, feedback, inquiries)
b) Operational & Platform Data
- Vehicle data (year, make, model, VIN, specifications)
- Work order and service history
- Diagnostic inputs and repair context
- Usage metadata (features used, session activity)
c) Automatically Collected Data
- IP address
- Browser and device information
- Pages visited and time spent
- Referral sources
- Cookie identifiers
2. AI Diagnostics & Data Usage
MotorMinds provides AI-powered diagnostics using third-party AI providers.
- By default, no shop data is shared with third-party AI providers
- Data sharing only occurs based on your explicit opt-in selection within AI Diagnostics Settings
- Shared data is used solely to generate responses and is not retained or used to train third-party models
AI Data Sharing Levels
You control what data is shared:
- Disabled (no data shared)
- Vehicle-only data
- Vehicle + work order history (with customer data anonymized)
- Full access (maximum personalization)
3. HIPAA & Regulated Data
For organizations with HIPAA compliance enabled:
- Data is shared only with AI providers under an executed Business Associate Agreement (BAA)
- Access controls, audit logs, and safeguards are enforced
MotorMinds does not require HIPAA data for standard operation.
4. How We Use Your Information
We use collected data to:
- Deliver and operate the MotorMinds platform
- Provide AI diagnostics and recommendations
- Improve product performance and reliability
- Communicate service updates or support messages
- Ensure security, compliance, and abuse prevention
- Analyze aggregate usage trends (non-identifiable)
5. Data Retention
- Operational data is retained only as long as necessary to provide services
- AI interaction data is processed ephemerally where possible
- You may request deletion of your data at any time, subject to legal obligations
6. How We Share Your Data
We do not sell personal or shop data.
Data may be shared only with:
- Infrastructure and service providers (hosting, analytics, monitoring)
- AI providers, strictly per your selected opt-in level
- Legal or regulatory authorities when required by law
All vendors are contractually required to maintain confidentiality and security standards.
7. Data Security
We protect your data using:
- Encryption at rest and in transit
- Role-based access controls
- Secure cloud infrastructure
- Ongoing monitoring and auditing practices
8. Cookies & Tracking Technologies
We use cookies for:
- Functional operation
- Analytics and performance monitoring
- Marketing and lead attribution (where applicable)
A cookie banner allows you to manage preferences. Disabling cookies may impact site functionality.
9. Your Rights & Requests
You may request access, correction, or deletion of your data by contacting:
Email: info@motorminds.ca
Subject: Privacy Request