Data Processing Terms

These Data Processing Terms explain how Auto Shift Media LLC, an Ohio limited liability company operating Pitlane ("Pitlane," "we," "us"), handles the data a shop keeps about its own customers. They are part of, and incorporated by reference into, our Terms of Service and apply automatically to every shop, with no separate signature required. If your shop needs a countersigned copy for its own records, email support@usepitlane.com and we will send one.

1. Who is who

For the records a shop enters about its own customers, the shop is the controller: it decides what to collect and why. Pitlane is the processor: we handle that data on the shop's behalf and on its instructions, which are the settings and actions the shop takes in the product plus these terms. For our own account, billing, support, security, and marketing data, Pitlane is the controller; that is covered by our Privacy Policy, not this page.

2. What we process, and why

• Whose data. The shop's own customers (vehicle owners) and the people the shop chooses to store or message, plus the shop's own staff accounts.
• What data. Customer contacts (name, email, phone, address, notes, consent status, visit history), vehicles and VINs, appointments, digital inspections and their photos and videos, estimates and invoices, service records, SMS and email message text, review requests, and payment amounts and identifiers (never full card numbers).
• Why. Only to provide, secure, and support the Service for the shop, and to do what the shop asks the product to do. We do not sell this data, we do not share it for advertising, and we do not use it to train any AI model.
• How long. For as long as the shop's account is active, and until the shop deletes the record or closes the account, except where we must keep something longer to meet a legal obligation or resolve a dispute. See our Privacy Policy for the retention detail.

3. Our commitments as processor

• We act on your instructions. We process customer data only to run the Service for you and as these terms allow, not for our own separate purposes.
• Confidentiality. The people who can access customer data are bound to keep it confidential, and access is limited to what the job requires.
• Security. We keep the safeguards described on our Security page and in our Privacy Policy, including encryption in transit, encryption of sensitive credentials at rest, per-shop isolation enforced in the application, and deny-all database rules against anonymous access.
• We help with your customers' requests. When one of your customers asks you to access, correct, export, or delete their data, we help you fulfill it using the product's tools, or by hand if the tools do not yet cover it. Your customers should come to you first; you are their point of contact.
• We help with breach notice. If we confirm a breach that affects your data, we notify you without undue delay and within 72 hours of confirming it, with what we know, so you can meet your own obligations to your customers. See Section 5.
• Sub-processors. We use the providers listed on our Sub-processors page, each bound to protect the data they handle. Before we add or replace a provider that handles customer data, we give notice by email or in the app so you can object; if you object and we cannot resolve it, you may stop using the affected feature or close your account.
• Return and deletion on exit. You can export your full workspace as CSV files at any time, including before you leave. When you close your account, we delete your organization's records from our primary database right away, and we will remove any remaining copies we control on request. Some copies may persist briefly in encrypted backups and in our providers' delivery logs until their routine purges complete.

4. Where data is handled

Pitlane and all of the providers we use process data in the United States. We do not move your data to another country. If that ever changes, we will update these terms and our Privacy Policy before it takes effect.

5. If something goes wrong

If we become aware of and confirm a security breach that affects the customer data you keep in Pitlane, we will investigate right away and notify you without undue delay and within 72 hours of confirming it. Our notice will describe, as best we know it at the time, what happened, what data was involved, and what we are doing about it, and we will follow up with more detail as the picture becomes clear. Because your customers are your customers, you decide what to tell them, and we support you in doing it.

6. How these terms fit with the rest

These Data Processing Terms are part of the Terms of Service. If a term here conflicts with the general Terms about how we handle the customer data a shop keeps in Pitlane, these terms control for that data. Questions? Email support@usepitlane.com.