Privacy Policy

Introduction

Ignite (the “System”) is a multi-tenant workshop and maintenance management platform offered by Valkyrie Solutions. This Privacy Policy explains how we collect, use, disclose and safeguard information when you or your organisation use our website (including the public pages, contact and inquiry forms, and customer links), the Ignite web application (job cards, technicians, inventory, accounting, HR and related features), our mobile app, or our APIs. It applies to tenant administrators, end users, customers of workshops using Ignite, and visitors to our public site. Please read this policy carefully.

Information We Collect

We collect: (1) Account and profile data — user name, name, surname, email, phone number, profile picture, and (where used) two-factor and login/lockout data. (2) Tenant and organisation data — tenant name, address, subscription and edition, customisation (e.g. logo), and (where configured) LDAP settings. (3) Customer and operational data — customer full name, phone, email, address, VAT/code, and data linked to job cards (vehicles, labour, parts, check-ups, recommendations, notes, financial movements, signatures). (4) Public website and inquiry — when you use the contact form we receive name, email, phone, subject and message; when you use the job card, invoice or vehicle inquiry we use the codes or identifiers you enter to look up existing records (we do not store separate “inquiry” records). (5) Customer links — when you use a time-limited link (e.g. to approve, sign or review a job card) we record link usage, and where you provide a signature we store it in relation to the job card. (6) Technical and audit data — IP address, browser and device information, and audit logs of actions (e.g. service calls, duration) and, where enabled, entity history for change tracking. (7) Communications and support — chat messages, support tickets and related content when you use in-app chat or support. (8) Payment and subscription data — data necessary for subscription billing (e.g. via Stripe or PayPal) and tenant invoicing.

How We Use Your Information

We use the information to: provide and operate the Ignite platform (workshop management, job cards, technicians, inventory, accounting, HR, AI-assisted features); authenticate users and enforce tenant separation; process and manage customer links (approval, signature, review); respond to contact form submissions and inquiries; send transactional and security-related communications (e.g. password reset, two-factor codes) and, where configured, notifications by email or SMS; process subscription payments and manage editions; improve security (e.g. lockout, audit logs); comply with legal obligations; and, where applicable, prepare exported copies of your data (e.g. for data portability). We do not sell your personal data to third parties for marketing.

Third-Party Services and Sharing

We use third-party services that may process personal data: (1) Payment providers (e.g. Stripe, PayPal) for subscription and billing — their privacy policies apply to payment data they process. (2) Email (SMTP, e.g. via MailKit) and SMS providers for sending messages and two-factor codes — configured per host or tenant. (3) External login providers (e.g. Google, Facebook, Microsoft, Twitter, WsFederation, OpenId Connect) when you sign in with them — they receive the login action and any data you authorise. (4) AI services (e.g. ChatGPT-style integration) for job card recommendations, VIN/vehicle information or invoice-related features — relevant job or vehicle data may be sent to the provider in accordance with our configuration. (5) Optional infrastructure (e.g. Redis, Hangfire, cloud or key vault) where deployed. We require processors to protect data and use it only for the agreed purpose; we do not allow sale of your data for third-party marketing.

Cookies and Similar Technologies

We use cookies and similar technologies for: (1) Tenant resolution (e.g. to identify which tenant you belong to); (2) Authentication and session management when you log in; (3) Security (e.g. anti-forgery tokens). Session and login data are used to provide the service and protect your account. You can control cookies through your browser settings; disabling essential cookies may affect the use of the application.

Data Retention

We retain data for as long as necessary to provide the service, fulfil contracts and comply with law. Audit logs may be retained for a limited period (e.g. a configurable number of days) and may be deleted or backed up (e.g. to Excel) according to system configuration. When you request a copy of your data (data export), we prepare it in the format supported by the system and notify you when it is ready for download. Specific retention periods for particular data types may be communicated on request or in tenant-specific terms.

Data Security

We implement technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure or destruction. Access to data is restricted by role and tenant; only authorised personnel and the relevant tenant can access their data. Passwords are stored using secure practices; we support two-factor authentication and account lockout. We do not retain your data longer than necessary for the purposes set out in this policy or as required by law.

Your Rights

Depending on your location and applicable law, you may have the right to: access your personal data; correct inaccurate data; request deletion or restriction of processing; data portability; object to certain processing; withdraw consent; and lodge a complaint with a supervisory authority. The Ignite system supports export of user-collected data (e.g. profile, chat) in a downloadable format when you request it; you will be notified when the export is ready. For other requests (e.g. deletion, restriction) or if you are a customer of a workshop using Ignite, please contact the relevant tenant or us using the details below. We will respond in accordance with applicable data protection laws.

Contact Us

For questions about this Privacy Policy or our data practices, contact Valkyrie Solutions at info@ignite-ai.app or via the contact details on our website (e.g. the Contact page, or the WhatsApp or phone numbers published there). If your data is processed by a tenant (e.g. a workshop) using Ignite, you may also contact that tenant for tenant-specific processing. We will respond to your request in line with applicable data protection laws.