Where information is stored
Quote and job records are stored in a hosted database. Uploaded photos are stored separately in private file storage. The site uses Cloudflare D1 for records and Cloudflare R2 for files through its hosting platform. Customer photos are served through access-checked app routes, rather than public photo links.
The app does not save customer form data in browser local storage or make it part of a public color catalog. The business’s authorized staff and the providers operating the service can process the information needed for their roles.
Protection in transit and in storage
The hosted site uses HTTPS to encrypt information traveling between your browser and the site. Cloudflare documents automatic encryption at rest for D1 databases and R2 files, including their stored metadata, using provider-managed encryption keys.
“In transit” means while information is being sent; “at rest” means while it is stored on the provider’s systems. This is not end-to-end encryption: authorized systems must be able to read information to show your quote and help staff manage requested work.
Provider references: Cloudflare database security and Cloudflare file-storage security.
Who can open a record
- Shop accounts require sign-in, and access is checked on the server according to the account’s role. All shop roles sign out after five minutes of workspace inactivity, with expiry enforced on the server as well as in the browser. Background page updates do not keep a session alive. Staff should save changes before stepping away. Ordinary employee work views do not include customer contact details.
- Customer job access requires verification with a one-time code sent to the email address on the request, when email delivery is configured. Knowing a job number or contact details is not enough, and old reusable access codes do not sign customers in. Codes expire, have limited attempts, and can be used only once. If email sign-in is unavailable during setup, a delivery interruption, or because a usage limit has been reached, customers can still request quotes or call the shop for updates. Access to private job information continues to require verification.
- The customer page shows only that job’s project details and published progress. Internal staff notes and other customers’ records are excluded.
- Staff passwords are stored as salted password hashes. Signed, expiring session cookies protect sign-in state and are marked secure on the hosted site.
Other safeguards
Only owners and administrators can open the privacy request register, prepare customer-copy drafts, or correct verified contact details. A contact correction revokes previous customer sessions and upload access. The request register records review actions; it does not itself erase stored files or required work records.
The app limits repeated sign-in and submission attempts, checks access before serving private records and photos, and tells browsers not to cache private API responses or photo responses. Uploaded images are checked for supported type and size. Photos submitted through our upload form are converted to a fresh JPEG, which omits the original embedded photo metadata.
These controls reduce risk but cannot guarantee that unauthorized access, loss, or a security incident will never occur. If an incident affects personal information, we will assess it and provide notifications required by applicable law.
Storage, deletion, and AI
Online quote and job records expire three calendar months after creation, even if the job is unfinished. Completion, edits, and archiving do not extend the deadline. Expired jobs and their photos cannot be opened. Cleanup removes the customer details, project information, authorizations, notes, and stored photos from active storage. An hourly background task runs cleanup, with additional cleanup when the service is used. Permanent removal normally occurs on the next successful run after expiry; a backlog or service interruption can delay it, and failed cleanup is retried. The shop’s separate paper records, a limited employee work-and-pay ledger without customer details, and provider logs or backups follow separate retention needs. Archiving alone does not perform immediate erasure. See retention and deletion details or call 949.307.1818 for a privacy review.
The estimator does not supply contact-form details, customer notes, photos, or job credentials to AI. If you choose to use the assistant, the messages you type and relevant vehicle or service context go to OpenAI. See how AI features use information.
Help protect your information
Use a trusted device, sign out of job tracking on shared devices, and protect your email account, and never share a one-time sign-in code with someone who should not access your job. Shop staff do not need your email password. Only upload photos relevant to the work. Do not enter payment details, government IDs, or access credentials into the assistant.
For a suspected security issue, privacy concern, correction, or deletion request, call Dipendable Guys at 949.307.1818. Please describe the issue without sending passwords or other customers’ information.