Privacy Policy

1. Overview

R.O.S. Repair Order Scanner is operated by RO Software LLC. In this policy, “R.O.S.,” “we,” “our,” and “us” refer to RO Software LLC.

By using R.O.S., you acknowledge the practices described in this Privacy Policy.

2. Information We Process

Depending on how you use the application, we may process the following categories of information:

• Account information, including your email address and account identifier.
• Subscription information, including your app user ID, product and entitlement identifiers, purchase history, subscription status, renewal status, and transaction details provided by Apple or RevenueCat.
• Repair-order and job information, including dates, repair-order numbers, vehicle details, VINs, mileage, advisor names, labor operations, job types, flagged hours, and notes.
• App settings, including your flat rate, weekly goal, clock hours, and dashboard preferences.
• One or more images that you voluntarily submit through the repair-order scanner or Cross Reference.
• Basic technical and diagnostic information needed to host, secure, troubleshoot, and operate the service.

3. Image Scanning and Cross Reference

When you use the scanner, the image you select is transmitted to the OpenAI API so that relevant repair-order fields and current-work information can be extracted.

R.O.S. does not intentionally save the original repair-order image to its jobs database. Extracted information may be placed into the job form and stored if you choose to save that job.

Cross Reference sends each full CDK Technician Hours Summary or Dealertrack Technician Log image you select to the OpenAI API for processing. R.O.S. intentionally extracts and displays only RO numbers and the relevant reported hours: CDK Sold Hours or the Dealertrack Flag value on an RO Total row. It does not extract technician, customer, vehicle, operation, description, or report-date information for Cross Reference results.

Because the full image is transmitted, any other content visible in the image is also present in the image sent for processing even though Cross Reference does not use that content in its results. Cross Reference processes only images you voluntarily upload and does not connect directly to CDK or Dealertrack.

Cross Reference images and extracted comparison results are used only for the active browser session. They are not intentionally uploaded to Supabase Storage, saved in the jobs table, or stored as permanent R.O.S. records. Image previews are cleared when removed or when Cross Reference closes. Cross Reference does not automatically create, edit, or delete saved jobs.

Automated extraction can be incomplete or incorrect. You are responsible for reviewing the extracted RO numbers, hours, and comparison results for accuracy before relying on them.

You should only scan repair orders or other documents that you are authorized to access. Avoid uploading unnecessary customer names, addresses, phone numbers, email addresses, signatures, payment details, or other sensitive personal information.

4. Artificial Intelligence Processing

R.O.S. uses the OpenAI API to process submitted repair-order and report images. OpenAI states that API inputs and outputs are not used to train its models by default.

OpenAI may retain submitted API content in abuse-monitoring logs for up to 30 days unless different retention controls apply or longer retention is required by law.

You can review OpenAI’s current data practices at OpenAI API Data Controls .

5. How We Use Information

We may use information to:

• Create and authenticate user accounts.
• Save and synchronize repair-order jobs.
• Calculate hours, goals, efficiency, and estimated gross pay.
• Process repair-order scans and user-requested Cross Reference comparisons.
• Provide customer and technical support.
• Protect the application from abuse, fraud, and unauthorized access.
• Diagnose errors and improve reliability.
• Validate purchases, restore subscription access, unlock the scanner features, measure subscription performance, and help prevent purchase fraud.

6. Service Providers

We rely on third-party service providers to operate R.O.S., including:

• Supabase for user authentication and database storage.
• OpenAI for repair-order and report-image processing and information extraction.
• Vercel for application hosting and server functions.
• RevenueCat for validating Apple purchases, associating subscription status with your R.O.S. account, restoring access, and managing scanner entitlements.
• Apple for App Store distribution, payment processing, subscription billing, free-trial eligibility, renewals, cancellations, and transaction records.

These providers may process information as necessary to provide their services and are governed by their own privacy terms.

Provider privacy notices: Supabase , OpenAI , RevenueCat , Apple , and Vercel .

7. Local Device Storage

Some app preferences may be stored locally on your device using browser storage. This may include flat-rate pay, weekly goals, clock hours, and dashboard feature preferences.

Local information may remain on the device until it is cleared by you, removed by the app, or erased through account deletion.

Cross Reference may remember your last selected CDK or Dealertrack source on this device. It does not store report images or extracted RO/hour results in browser storage after the active Cross Reference session.

8. Information Sharing and Sales

RO Software LLC does not sell your personal information or repair-order information to advertisers or data brokers.

Information may be disclosed to service providers, when necessary to operate the application, to comply with applicable law, to respond to valid legal requests, or to protect users, RO Software LLC, and the public from fraud, abuse, or security threats.

9. Data Retention

Account and saved job information is generally retained while your account remains active or until you delete the information or your account.

Some information may be retained for a limited period when reasonably necessary for security, fraud prevention, legal compliance, dispute resolution, or enforcement of our agreements.

R.O.S. does not intentionally retain Cross Reference images or results as permanent application records. OpenAI may retain submitted API content as described in the Artificial Intelligence Processing section above.

Apple and RevenueCat retain purchase and subscription records under their own policies. Certain transaction information may also be retained when needed for billing, accounting, fraud prevention, dispute handling, or legal compliance.

10. Account and Data Deletion

You can permanently delete your account from:

Settings → Account Settings → Delete Account

Account deletion removes your Supabase authentication account, saved repair-order jobs, and associated cloud data. The app also attempts to clear locally stored pay settings, goals, clock hours, and dashboard preferences from the device used to complete deletion.

Account deletion does not cancel an Apple subscription. Manage or cancel the subscription separately in your Apple Account subscription settings. Apple and RevenueCat may continue to retain transaction records as described above.

You may also request assistance by emailing privacy@roscanned.com .

11. Your Privacy Choices

Depending on where you live, you may have rights concerning access, correction, deletion, or restriction of certain personal information.

To submit a privacy request, contact us using the information at the end of this policy. We may need to verify your identity before completing a request.

12. Data Security

We use reasonable administrative and technical measures intended to protect information from unauthorized access, loss, misuse, or alteration. However, no internet transmission or storage system can be guaranteed to be completely secure.

13. Children’s Privacy

R.O.S. is intended for automotive professionals and is not directed to children under 13. We do not knowingly collect personal information from children under 13.

14. Changes to This Policy

We may update this Privacy Policy as the application, its features, legal requirements, or service providers change. The effective date at the top of this page will be updated when the policy changes.

15. Contact Us

Contact RO Software LLC with privacy or support questions: