Privacy Policy

1. Who we are

MyServiceBook is operated by its co-founders, Panagiotis Arvanitis & Kostas Tepetes, who act as the data controller for the personal data described in this policy.

Email: support@myservicebook.gr

Postal address: Armitage Labs OÜ, Telliskivi tn 57b/1, Tallinn, Estonia. This is the address of Creem, our payment provider and Merchant of Record. Email is the fastest way to reach us.

2. Data we collect

• Account data: your name, email address, password (stored only as a secure hash by our authentication provider), how you heard about us, and a record of the policies you accepted.
• Vehicle data: make, model, year, licence plate, VIN, mileage and the vehicle type.
• Records you add: service and maintenance history, reminders, refuelling logs, insurance details, documents and photos.
• Business data, where business features are available: business details, employees, customers and the records you keep for them.
• Support messages you send us.
• Payment data: subscription status, plan and a customer reference from Creem. We never receive or store your card details.
• AI feature data: photos you upload for AI scans, including pages of a physical service book, voice recordings and text you submit to AI features, and the results they produce. We store uploaded service-book pages so AI can process them and generate maintenance records. Scan inputs and results may also be used to evaluate and continuously improve scan accuracy and image recognition.
• Technical data: device and browser information and IP address in server logs, and usage analytics only if you accept analytics cookies.

3. Why we use your data (legal bases)

• To provide the service you signed up for: your account, vehicles, records, reminders and paid plans (performance of a contract).
• To keep the service secure, prevent abuse and fix problems (legitimate interests).
• To send you service emails and reminders about your vehicles; you can switch off non-essential notifications in Settings → Notifications (contract and legitimate interests).
• To measure how the app is used with analytics cookies (consent, which you can withdraw at any time).
• To keep payment and tax records (legal obligation).

4. Who we share data with

We do not sell your personal data. We share it only with the providers that run parts of the service for us, and only as far as each one needs:

• Supabase: database, authentication, file storage and server functions.
• Creem (Armitage Labs OÜ, Estonia): payments, invoicing and VAT as our Merchant of Record.
• PostHog (EU cloud): product analytics and error reports, only with your consent.
• TikTok: measuring our TikTok ads on the myservicebook.gr website (TikTok Pixel and Events API), only with your consent to Advertising cookies.
• Jev, OpenAI and OpenRouter: processing photos uploaded for AI scans and other inputs for features such as image recognition, voice entry and research.
• Langfuse: monitoring the quality of AI features, with personal details masked.
• Resend: sending emails.
• Twilio: sending SMS messages, where a business you use sends you notifications.
• hCaptcha: bot protection on the sign-up form.
• Plate Recognizer: reading licence plates from photos you upload.
• Google Fonts: delivering fonts, which means your browser requests them from Google.
• Businesses you choose to share your vehicle history with, and anyone who opens a share link you create.
• Authorities, where the law requires it.

5. International transfers

Some of these providers, including OpenAI, OpenRouter, Resend, Twilio, hCaptcha and TikTok, may process data outside the European Economic Area, mainly in the United States. Where they do, we rely on the safeguards each provider offers, such as the EU Standard Contractual Clauses or the EU–US Data Privacy Framework.

6. How long we keep data

• Account and vehicle data are kept while your account is active.
• When you delete your account (Settings → Account), your data is removed from our database and any active subscription is cancelled.
• Payment and tax records are kept by Creem for as long as the law requires.
• Analytics and AI monitoring data are kept by those providers for a limited period and can be deleted on request.

7. Your rights

Under the GDPR you can ask us to access, correct, delete, restrict or export your data, and object to processing based on legitimate interests. Where we rely on consent, you can withdraw it at any time. Email support@myservicebook.gr and we will reply within one month.

You can also complain to the Hellenic Data Protection Authority (www.dpa.gr) or to the data protection authority where you live.

8. Security

We use access controls, encryption in transit and row-level database security so that each account can only reach its own data. No system is perfectly secure, so please use a strong, unique password.

9. Children

MyServiceBook is not intended for anyone under 16, and we do not knowingly collect their data.

10. Changes to this policy

We will update the date at the top when this policy changes, and tell you in the app or by email about significant changes.