Guided Intake Privacy Policy
Provider: LogicWare Studio LLC
Product: Guided Intake
Approved source version: 0.3 — September 19, 2026
Draft date: September 19, 2026
Publication effective date: TO BE SET AT FINAL PRE-LAUNCH GATE
Source status: Approved customer-facing source text for Stop 5.7 implementation. Do not publish publicly until final pre-launch legal rechecks and publication metadata are complete.
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1. Overview
LogicWare Studio LLC ("LogicWare," "we," "us," or "our") provides Guided Intake, a software product for automotive repair shops.
This Privacy Policy explains what information LogicWare receives in connection with Guided Intake, why we use it, which service providers handle parts of the service, how long we keep information, and how to contact us about privacy questions.
Guided Intake is designed to minimize unnecessary collection of customer and vehicle information. Ordinary diagnostic work performed in Guided Intake is not intended to be routinely transmitted to LogicWare Studio.
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2. Information We Receive
A. Shop and account information
When a business creates or manages a Guided Intake account, we may receive information needed to establish and administer the commercial relationship, such as:
- shop or business name;
- physical shop address;
- contact person's name; and
- email address.
We limit account information to what is reasonably needed to establish and administer the business relationship.
B. Subscription and billing information
We maintain information needed to administer the Guided Intake subscription, such as:
- trial and subscription dates;
- subscription status;
- cancellation or payment-recovery status;
- licensed shop/location;
- terminal capacity;
- billing-related references; and
- transaction or processor references.
Sensitive payment-card details are handled by Stripe through Stripe-hosted payment flows. LogicWare does not intend to store complete payment-card numbers, card verification codes, or comparable full payment credentials in its own application database.
C. Licensing, activation, and terminal information
Guided Intake may send or store limited technical information needed to license and activate the product, such as:
- terminal or installation identifiers;
- activation status and dates;
- licensed location;
- terminal release or retirement status; and
- limited commercial milestones needed to operate the subscription.
These records are used for licensing, capacity management, terminal replacement, product operation, and account/security protection.
D. Authentication information
Human account authentication and recovery are handled through Clerk.
LogicWare may receive limited authenticated identity information needed to associate the signed-in user with the correct business account, such as a verified email address and provider identifiers.
Authentication credentials such as passwords are handled by Clerk rather than stored in LogicWare's application database.
E. Support correspondence
If you contact Support, we may receive:
- your message;
- contact and account context;
- information you voluntarily include;
- an optional repair-order reference where relevant; and
- records needed to respond to and track the Support request.
Customers may voluntarily include information in a Support message that Guided Intake itself does not routinely request.
F. Diagnostic information deliberately submitted for Support
Ordinary Guided Intake diagnostic activity is not intended to be routinely transmitted to LogicWare.
If a user deliberately uses the approved diagnostic/support workflow, the user may send technical information associated with the reported issue. The product is intended to tell the user when diagnostic information will be transmitted.
Diagnostic information may include a technical audit/debug artifact or limited metadata needed to investigate the issue.
Diagnostic payloads are subject to a short retention period described below.
G. Commercial measurement
LogicWare may maintain limited commercial measurement needed to understand items such as:
- trial starts;
- trial conversion;
- paid subscriptions;
- cancellations; and
- other basic commercial milestones.
Guided Intake does not require broad behavioral telemetry as part of ordinary product operation.
If LogicWare later deploys a material analytics, advertising, or conversion-tracking technology that changes what information is collected, this Privacy Policy will be updated to describe that use.
H. Legal acceptance and notice evidence
LogicWare maintains evidence needed to show what a business customer accepted and what required commercial or legal notices were delivered. This may include:
- authenticated account or user;
- licensed shop/location;
- date and UTC timestamp;
- legal-document and consent version identifiers;
- the affirmative action used to accept or authorize;
- an immutable content hash or equivalent preserved copy where used;
- relevant Stripe or subscription correlation; and
- acknowledgment, delivery, cancellation, or final-failure evidence.
The Service Provider Disclosure Consent is contained in the Customer Agreement and is evidenced through acceptance of the exact Agreement version rather than through a separate fourth enrollment checkbox.
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3. Information That Normally Remains Local to the Shop
Guided Intake is designed so that ordinary customer diagnostic information remains under the shop's control.
As part of normal product operation, LogicWare does not routinely receive VINs, repair-order content, technician reports, customer records, or diagnostic PDFs. A user may deliberately send limited diagnostic/support information through the Support workflow described above.
Offline Mode
When Offline Mode is used, customer and vehicle information such as the following is intended to remain on the shop computer during ordinary operation:
- customer name;
- phone number;
- vehicle year, make, and model;
- license plate;
- VIN; and
- mileage.
This local-only information is not intended to be transmitted through ordinary licensing, subscription, analytics, or routine Support functions.
Technician reports
Technician reports generated by Guided Intake are customer/shop business records stored under the shop's control.
LogicWare's diagnostic-retention cleanup, subscription cancellation, failed payment, or license loss is not intended to delete or lock previously generated technician reports.
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4. How We Use Information
LogicWare uses information for defined business and product purposes, including:
- creating and administering business accounts;
- licensing and activating Guided Intake;
- managing terminal capacity and replacement;
- administering trials and subscriptions;
- processing and reconciling billing through Stripe;
- sending required or useful transactional communications;
- providing customer Support;
- investigating deliberately submitted technical issues;
- protecting accounts, systems, and commercial authorization;
- maintaining legal and commercial records;
- measuring limited commercial/product milestones;
- detecting or responding to security and operational problems; and
- complying with legal obligations.
LogicWare does not collect information merely because storage is technically available.
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5. Service Providers
LogicWare uses service providers to operate parts of Guided Intake.
The Guided Intake Customer Agreement contains the Service Provider Disclosure Consent. By accepting that Agreement, the customer expressly consents to disclosure of customer/account records to the providers described below as reasonably necessary to operate Guided Intake. That consent does not authorize sale of customer information or disclosure for unrelated purposes.
Clerk
Clerk provides authentication, sign-in, verification, password, and account-recovery services.
Clerk controls its own provider-held authentication records. Deleting a LogicWare database mapping does not automatically delete Clerk's records.
Stripe
Stripe provides hosted payment-method setup and payment/subscription processing.
Stripe handles sensitive payment-card credentials and maintains its own payment, customer, invoice, and event records.
LogicWare stores only the processor references and commercial state needed to operate the subscription.
Render / PostgreSQL
Render provides production application hosting and PostgreSQL database infrastructure.
LogicWare controls its application data and application-level retention rules. Render separately controls provider infrastructure, logs, snapshots, recovery copies, and related platform records.
Resend
Resend is used for Guided Intake transactional and Support-related email.
Resend may receive sender, recipient, reply-to, subject, message content, delivery information, and a deliberately submitted diagnostic attachment where that workflow requires it.
Microsoft
Microsoft provides the Microsoft Store acquisition/install/update channel and Microsoft 365 business email infrastructure used by LogicWare.
Microsoft controls provider records associated with those services.
Cloudflare
Cloudflare is used for DNS and selected security, challenge, or routing functions where configured.
Cloudflare may maintain provider-side security or request records according to its service configuration and terms.
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6. Data Retention
LogicWare uses purpose-based retention rather than keeping every record indefinitely.
The main retention periods are:
| Information | General retention |
|---|---|
| Shop/account information | Active relationship plus 7 years after the relationship ends |
| Subscription/billing history | 7 years after the subscription relationship ends |
| Terminal/computer history | While active plus 2 years after release or retirement |
| Support case content | 3 years after the case is resolved or closed |
| Legal acceptance/consent evidence | Active relationship plus 7 years after the relationship ends |
| Transactional/lifecycle email records | Generally 3 years after delivery, cancellation, or final failure |
| Authentication handoff records | 30 days |
| Short-lived product measurement receipts | 31 days |
| Durable commercial/product milestones | Generally 7 years |
| Stripe webhook event records held by LogicWare | 3 years |
| Payment-setup session records | 1 year |
| Diagnostic Support metadata | 3 years after case closure |
| Deliberately submitted diagnostic payloads | Maximum 7 days / 168 hours, and may be deleted earlier where the workflow allows |
| Ordinary LogicWare-controlled database backups | 30 days |
| LogicWare-controlled application/API logs | 90 days |
Some records may be retained longer where reasonably necessary for a documented legal, security, dispute, fraud-prevention, or preservation reason.
Provider-controlled copies may follow the provider's own retention and deletion rules. LogicWare does not represent that deleting a LogicWare-controlled record automatically deletes the corresponding provider-held record.
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7. Security
LogicWare maintains a written information-security program proportionate to its size and operations.
Security measures include, as appropriate:
- access controls and least-privilege practices;
- strong credential and multi-factor authentication practices;
- encrypted company endpoints;
- endpoint security and patching;
- protected production credentials;
- provider/security review;
- database backup and restore verification;
- retention and secure-disposal controls; and
- an incident-response process.
No security method eliminates all risk, but LogicWare uses reasonable controls appropriate to the information and the size of the business.
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8. Sale of Personal Information and Advertising
LogicWare does not sell customer personal information as part of Guided Intake's current business model.
Guided Intake does not rely on broad behavioral advertising or extensive cross-site tracking as part of ordinary product operation.
If those practices materially change, LogicWare will update this Privacy Policy and any other required customer disclosures as appropriate.
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9. Privacy Requests
You may contact LogicWare about account/contact information associated with your Guided Intake business relationship.
Requests may include questions about:
- what account/contact information LogicWare maintains;
- correction of inaccurate business/contact information;
- deletion or de-identification requests where applicable; or
- other privacy questions.
Some information may need to be retained for billing, legal evidence, security, fraud prevention, dispute resolution, or other legitimate recordkeeping purposes.
LogicWare will respond to privacy requests as required by applicable law and according to the nature of the business relationship and the information involved.
Contact:
support@logicwarestudio.com
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10. Data Breach and Security Incidents
If LogicWare determines that an incident involving protected information may require notification, LogicWare will evaluate the affected information, the affected resident jurisdictions, and the law in effect at the time.
Notification duties may depend on factors such as the type of information involved, whether information was encrypted, risk of misuse or harm, LogicWare's role, number of affected individuals, and applicable state law.
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11. Changes to This Privacy Policy
LogicWare may update this Privacy Policy when Guided Intake, its providers, data practices, or legal requirements materially change.
Material changes will be communicated in a manner appropriate to the change and applicable requirements.
Each published version will have an effective date. LogicWare preserves sufficient version history so the applicable Privacy Policy version can be identified later.
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12. Contact
Privacy and Support questions:
LogicWare Studio LLC
support@logicwarestudio.com
Guided Intake is a product of LogicWare Studio LLC.