Last updated: June 2026
Who this policy applies to
This Privacy Policy explains how WorkshopHQ handles personal information for workshop owners, staff users, customer portal users, mechanic portal users and people who contact us through the website or platform.
Information we collect
We may collect account details, login details, contact information, company or workshop profile details, billing contact details, staff records, customer records, vehicle records, booking details, job information, quotes, invoices, reminders, notes, communication preferences and support messages.
Workshop, customer and vehicle data
WorkshopHQ stores the data a workshop enters or imports so the workshop can manage bookings, jobs, invoices, quotes, reminders, WOF-related workflows, customer communication, customer portal access and mechanic portal workflows. The workshop remains responsible for making sure it has a lawful reason to collect and use its customer and vehicle information.
Email, SMS and reminder data
WorkshopHQ may process email reminders, SMS reminders, message templates, delivery status, reply data, communication logs and related usage information so reminders and customer communications can be sent, tracked and billed where applicable.
Payment and subscription data
WorkshopHQ uses Stripe and related billing systems to process subscriptions, trials, plan changes, add-ons, payment methods, invoices, failed payment recovery and usage charges such as SMS. WorkshopHQ does not store raw card numbers. Payment method details are handled by Stripe and represented in WorkshopHQ using limited billing references such as card brand and last four digits.
Cookies, analytics and technical data
We may use cookies, session storage, analytics, security logs and performance tools to keep users signed in, protect accounts, monitor errors, improve reliability, understand product usage and support the operation of the website and SaaS platform.
How we use information
We use information to provide WorkshopHQ, authenticate users, protect tenant data, operate dashboard features, support customer and mechanic portals, manage subscriptions and add-ons, send operational messages, process support requests, maintain audit logs, improve the platform and meet legal, accounting or security obligations.
Sharing with service providers
We may share information with trusted service providers that help us run WorkshopHQ, such as hosting, database, authentication, storage, payment, email, SMS, analytics, monitoring and customer support providers. These providers should only use the information for service delivery and related business purposes.
Storage, security and tenant isolation
WorkshopHQ uses technical and organisational safeguards such as Supabase Auth, role-based access, row-level security, company-specific records, HTTPS, audit logs and restricted server-side keys. No online system can be guaranteed completely secure, so users must also keep passwords and device access protected.
Data retention
We keep information for as long as needed to provide the service, support the workshop account, maintain billing and audit records, resolve disputes, comply with legal obligations and keep business records. Workshops may request changes or deletion where available and lawful.
Access and correction requests
New Zealand users may ask to access or correct personal information held about them. Workshop customers should usually contact the workshop first because the workshop controls the customer and vehicle records entered into WorkshopHQ.
Contact
For privacy questions or requests, contact WorkshopHQ through the contact page at https://www.workshophq.co.nz/contact or email hello@workshophq.co.nz.