Privacy Policy

Last updated: July 11, 2026

This Privacy Policy explains how MyServiceBook ("we", "us", "our") collects, uses, stores, shares, and protects personal data when you use our website at myservicebook.gr, our web application at app.myservicebook.gr, and related services (collectively, the "Service").

By creating an account, accessing, or using the Service in any way, you acknowledge that you have read and understood this Privacy Policy and agree to the collection and use of your information as described here. If you do not agree, you must not use the Service.

1. Who We Are

MyServiceBook is a vehicle maintenance management platform operated from Greece. We serve individual vehicle owners, mechanics, garages, fleet operators, rental companies, and other automotive businesses.

For privacy-related requests, contact us at support@myservicebook.gr.

2. Scope of This Policy

This policy applies to:

• Individual users who track personal vehicles and maintenance history.
• Business users who operate garages, workshops, fleets, rentals, leasing, or tour operations.
• Employees and invited users acting on behalf of a business account.
• Customers whose vehicles or data are managed by a business using MyServiceBook.
• Visitors to our marketing website and waitlist forms.

3. Definitions

• Personal Data: Any information relating to an identified or identifiable natural person.
• Account Data: Information associated with your user account and login.
• Vehicle Data: Information about vehicles you own, manage, or service.
• Business Data: Information related to garage, fleet, or commercial operations.
• Usage Data: Technical and activity data generated when you use the Service.
• Service: The MyServiceBook website, application, APIs, notifications, and related features.

4. Data We Collect

Depending on how you use MyServiceBook, we may collect the following categories of data:

4.1 Account and Authentication Data

• Email address, name, account identifiers, and profile information.
• Login sessions, authentication tokens, and session metadata.
• One-time password (OTP) send logs used for account verification and abuse prevention.
• User preferences such as language, notification settings, and display options.

4.2 Vehicle and Maintenance Data

• Vehicle details including make, model, year, license plate, VIN, mileage, and ownership information.
• Maintenance and service records, including dates, descriptions, costs, workshop notes, and linked business service records.
• Parts records, replacement history, and component lifecycle data.
• Refueling records, including fuel volume, cost, location, and consumption trends.
• Insurance records, including provider, policy number, coverage, premiums, and renewal dates.
• Vehicle inspections, certificates, and compliance documentation.
• Trip and usage logs where enabled.
• Vehicle history snapshots created for sharing or transfer purposes.

4.3 Reminders, Notifications, and Communications

• Service reminders based on mileage, time intervals, or custom schedules.
• In-app notifications and notification delivery history.
• Records of which reminder notifications were sent to prevent duplicates.
• Reminder view and engagement data.
• Push notification subscription endpoints and device tokens.
• Re-engagement communication logs.

4.4 Sharing, Access Grants, and QR Features

• Share tokens and QR codes used to grant mechanics or third parties access to vehicle history.
• Scan logs for share tokens, including timestamps and access metadata.
• History access grants that control who can view specific vehicle records and for how long.
• Vehicle link requests between businesses and vehicle owners.
• Vehicle transfer records when ownership or management changes.

4.5 Business Mode Data

If you use Business Mode or operate as a garage, fleet, rental, leasing, or tour company, we may also process:

• Business profile information, settings, and verification codes.
• Employee accounts, roles, invitations, and permissions.
• Customer profiles and customer-owned vehicles managed by your business.
• Appointments, availability schedules, and calendar data.
• Business service records, linked parts, invoices, and payment status.
• Subscription and billing information for business features.

4.6 Fleet and Workforce Features

• Driver assignments and fleet role data.
• Fleet location requests and related operational messages where enabled.
• Internal fleet messaging between authorized users.

4.7 AI and Automated Features

• AI feature usage logs used for rate limiting, abuse prevention, and service improvement.
• Inputs you submit to AI-assisted features, such as dashboard warning light images or diagnostic prompts.
• AI-generated outputs provided as informational assistance only.

AI outputs are not professional mechanical, legal, or safety advice. You remain responsible for all maintenance and repair decisions.

4.8 Payments and Subscriptions

• Subscription plan details, billing status, renewal dates, and feature entitlements.
• Payment-related metadata processed through our payment provider, Creem.
• We do not store full payment card numbers on our servers.

4.9 Technical, Analytics, and Security Data

• IP address, browser type, device identifiers, operating system, and access timestamps.
• Application configuration and feature flags relevant to your account.
• Vehicle plan exemption records where applicable to account limits or promotions.
• Anonymous or pseudonymous analytics from our website analytics provider (Umami).
• Security logs, error reports, and diagnostic information.

4.10 Marketing and Waitlist Data

• Email address and role information submitted through our waitlist or contact forms.
• Communication preferences and campaign response data.

5. How We Use Your Data

We use personal data to:

• Provide, operate, maintain, and improve the Service.
• Create and manage user and business accounts.
• Store and display vehicle maintenance history, reminders, and related records.
• Enable sharing between vehicle owners, mechanics, and authorized businesses.
• Send service reminders, account notifications, security alerts, and operational messages.
• Support Business Mode features such as appointments, invoicing, customer management, and fleet tools.
• Process subscriptions and payments for paid features.
• Operate AI-assisted features and enforce usage limits.
• Prevent fraud, abuse, unauthorized access, and duplicate notifications.
• Comply with legal obligations and enforce our Terms of Service.
• Analyze usage trends and improve product performance, reliability, and user experience.

6. Legal Bases for Processing (GDPR)

If you are located in the European Economic Area or UK, we process personal data on the following legal bases:

• Contract: To provide the Service you request, including account management and vehicle record storage.
• Legitimate interests: To secure the Service, prevent abuse, improve features, and communicate important updates.
• Consent: For optional communications, certain sharing features, push notifications, or marketing where required.
• Legal obligation: Where we must retain or disclose data under applicable law.

7. How We Share Data

We do not sell your personal data. We may share data only in the following circumstances:

• With your direction: When you share vehicle history via QR codes, share links, access grants, or business link requests.
• With businesses you authorize: When you link your vehicle to a garage or fleet operator using MyServiceBook.
• With service providers: Including hosting, database, email, SMS, push notification, analytics, payment (Creem), and AI infrastructure providers that process data on our behalf under contractual safeguards.
• With employees of your business account: Where you operate a business and grant team access.
• For legal reasons: To comply with law, court orders, regulatory requests, or to protect rights, safety, and security.
• Business transfers: In connection with a merger, acquisition, financing, or sale of assets, subject to notice where required.

8. Real-Time Features

Some features use real-time technologies, including notifications, vehicle transfers, fleet messaging, and location-related fleet requests. Data transmitted through these channels is limited to what is necessary to deliver the feature and is accessible only to authorized users involved in the relevant workflow.

9. Data Retention

We retain personal data only for as long as necessary to provide the Service and fulfill the purposes described in this policy, unless a longer retention period is required by law.

• Account and vehicle records are retained while your account is active.
• Deleted account data is removed or anonymized within a reasonable period, except where retention is legally required.
• AI usage logs older than 24 hours may be purged for rate-limiting purposes.
• Security, billing, and compliance records may be retained longer where necessary.
• Backup systems may retain data for a limited period before automatic deletion.

10. International Transfers

Your data may be processed in Greece and in other countries where our service providers operate. Where required, we implement appropriate safeguards for cross-border transfers in accordance with applicable data protection law.

11. Your Rights

Depending on your location, you may have the right to:

• Access the personal data we hold about you.
• Correct inaccurate or incomplete data.
• Delete your account and associated personal data.
• Export your data in a portable format where available in the app.
• Restrict or object to certain processing activities.
• Withdraw consent where processing is based on consent.
• Lodge a complaint with your local data protection authority.

You can exercise many of these rights directly in the app. You may also contact support@myservicebook.gr.

12. Account Deletion and Data Export

You may delete your account through the in-app Delete Account feature or by contacting support. Upon deletion, we will remove or anonymize personal data associated with your account, except where retention is required for legal, security, billing, or dispute-resolution purposes.

Business account owners are responsible for ensuring lawful handling of customer data stored in their business workspace before account closure.

13. Security

We implement technical and organizational measures designed to protect personal data, including access controls, encryption in transit, monitoring, and secure authentication. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

You are responsible for safeguarding your login credentials and controlling access to share links, QR codes, and business invitations you generate.

14. Children's Privacy

The Service is not intended for individuals under 16 years of age. We do not knowingly collect personal data from children. If you believe a child has provided us data, contact us and we will take steps to delete it.

15. Cookies and Tracking

Our website may use cookies and similar technologies for essential functionality, preferences, and analytics. You can control cookies through your browser settings. Some features may not function properly if essential cookies are disabled.

We use privacy-focused analytics (Umami) on our marketing site to understand aggregate usage without invasive tracking.

16. Third-Party Links and Services

The Service may contain links to third-party websites or integrate with third-party services such as payment processors and communication providers. We are not responsible for the privacy practices of third parties, and we encourage you to review their policies.

17. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the revised version on this page and update the "Last updated" date. For material changes, we may notify you by email or through the Service. Continued use after changes take effect constitutes acceptance of the updated policy.

18. Contact Us

If you have questions about this Privacy Policy or our data practices, contact:

MyServiceBook
Email: support@myservicebook.gr