Who we are and what this policy covers
ManePilot is service-business software offered by IronMane Creative ("ManePilot," "we," "us," or "our"). This Privacy Policy explains how we handle personal information in our marketing website, web and mobile applications, booking pages, customer portals, communications, and support.
It covers people visiting our website, business account owners and their team members, and customers whose information is handled through ManePilot. A service business using ManePilot has its own privacy responsibilities. Its practices outside our service are not described by this policy.
Business records and account information have different roles
Business customer records. When a service business enters customer, employee, job, property, vehicle, equipment, photo, or message information, that business decides why it is collected and how it is used. We process that information on the business’s behalf to provide ManePilot, subject to our agreement and applicable law. Where relevant, the business is the controller and we are its processor or service provider.
Our own relationship with you. We are responsible for the account administration, subscription billing, website operations, security, and support information we use for our own business purposes.
If your request concerns a cleaning company, contractor, detailing business, or another service provider that uses ManePilot, contact that business first. We can help identify or forward the request where appropriate, but cannot disclose another business’s private records to an unverified requester.
Information we collect
- Account and business information: account-holder and team names, email addresses, roles, business name and contact details, logo, industry, services, prices, hours, service areas, and account settings.
- Customer and work records: customer contact details and addresses; bookings, enquiries and lead sources; properties, vehicles, VINs and equipment; appointments, assignments and activity history; estimates, approvals, invoices, payment status, service plans, expenses, costs, photographs, and notes supplied through the service.
- Communications: messages and replies, recipient contact details, templates, reminders, review requests, support correspondence, and delivery or error information. Where consent or opt-out records are supplied or recorded, they are also part of the messaging record.
- Subscription and payment information: chosen plan, billing interval, billing contact information, transaction references, amounts, payment or refund status, and limited payment-method information supplied by the payment provider. Stripe processes payment-card details. Do not put full card numbers or security codes into job notes, messages, photos, or support requests.
- Technical information: IP address, browser or device information, request times, pages or endpoints requested, referrer information when provided, authentication/session information, and operational or error logs used to run, secure, and troubleshoot the service.
Information comes from you, the business managing the workspace, people completing booking or portal actions, team members, the devices used to access the service, and connected providers reporting events such as payment and message-delivery status.
How we use information
- Create and manage accounts, authenticate users, apply permissions, and provide the features the business chooses to use.
- Keep customer and job records connected; generate documents; handle bookings, approvals, reminders, messages, and payment updates; and show business reports.
- Administer trials, subscriptions, invoices, support, and service-related communications.
- Protect accounts, investigate abuse, diagnose errors, maintain the service, and meet legal, tax, accounting, and dispute-resolution obligations.
- Improve the reliability and usability of ManePilot using operational information. Customer records are not a source of advertising profiles for us.
- Communicate about ManePilot where permitted. Optional promotional communications can be declined; important account, security, and billing messages may still be necessary.
Phone permissions, photos, navigation, and offline data
Camera or photo-library access is used when you choose features such as photographing work or scanning a VIN. You can manage these permissions in your device settings. Denying a permission may prevent the related feature from working.
ManePilot stores the service addresses entered into work records. Choosing Navigate passes the selected address to a mapping application or website to obtain directions. The map provider handles its own location requests and navigation data. ManePilot does not use this feature for background tracking of your device’s location.
Offline-capable mobile features store working data on the device and synchronize supported changes when a connection returns. Protect shared devices, restrict access to downloaded exports, and clear or remove local copies when transferring a device. Deleting server records does not remove copies another person has already exported or received.
When information is shared
We do not sell or rent personal information. We share information as necessary to operate the service, carry out a business’s instructions, and meet the circumstances below:
- With the workspace: account owners and authorized team members can access records according to their roles. Workspace administrators manage team access.
- With the intended customer or recipient: information is delivered when a business sends a message, estimate, invoice, booking confirmation, review request, or portal link. A recipient may retain what was sent. Anyone with a functioning private portal link may be able to access the information that link makes available; keep links private and revoke them when no longer needed.
- With operational providers: hosting, database, authentication, storage, email, messaging, and payment providers process the information needed for their services. The main providers are described below.
- With connections a business enables: notification services, API clients, webhook destinations, and other integrations receive information selected or required by the connection. The business is responsible for its chosen destination and permissions.
- For legal and safety purposes: when required by law or reasonably necessary to respond to lawful requests, protect people or accounts, investigate fraud or abuse, or establish or defend legal rights.
- During a business transaction: relevant records may transfer in a merger, acquisition, restructuring, or sale of the service, subject to appropriate confidentiality and legal protections. We will provide notice when required.
Main service providers and external content
The current ManePilot implementation uses the following providers. A provider receives information relevant to its function, not unrestricted access for unrelated marketing:
- Supabase — database, authentication, and file storage.
- Vercel — website and application hosting and related operational delivery.
- Stripe — ManePilot subscription billing and customer card payments through a service business’s connected account.
- Resend — sending email and reporting delivery information.
- Twilio — text messaging through the account connected by the business.
- Business-selected connections — Slack, Discord, ntfy, mapping applications, or other webhook/API destinations, only when used or configured by the business or user.
Our marketing pages also load fonts, images, and video from external services, including Google Fonts, Pexels, and Unsplash. Loading these resources sends the provider technical request information such as an IP address, browser information, and potentially a referrer. Visiting an external site or enabling its own account features is also subject to that provider’s privacy notice.
Some providers, particularly payment and telecommunications providers, have independent fraud-prevention, compliance, and recordkeeping responsibilities. Their privacy notices describe those separate activities. We remain responsible for our own obligations when using providers.
Text messaging and consent information
A business using ManePilot decides which customers to contact, what to send, and which reminders or review requests to enable. Message content, phone numbers, and delivery information are processed to provide that communication. A customer’s consent must be appropriate to the particular sender and message purpose.
Mobile numbers and SMS opt-in information are not sold or shared with third parties or affiliates for their own marketing or promotional purposes. Messaging consent information is used to operate the requested messaging service, document permission, honor opt-outs, and meet legal obligations; it is shared only with service providers supporting those functions or where disclosure is legally required.
You can reply STOP to stop texts from the sending business, or contact that business to withdraw permission. Reply HELP or contact the sender for assistance. Message and data rates may apply and frequency depends on the messages you requested. Opting out of texts does not cancel an appointment, invoice, or ManePilot subscription. Contact us if you need help identifying a sender.
Cookies, local storage, and privacy controls
The applications use session and similar technical storage for sign-in, security, preferences, and supported offline functionality. Blocking essential storage can prevent the app from working. Browser controls allow you to review or remove cookies and site data, and device controls manage permissions.
The current ManePilot app does not include advertising-tracking SDKs or build cross-site advertising profiles. External content on the marketing website still creates requests to its providers, as explained above. This policy does not treat loading a font, a photo, or a video as an agreement to promotional messaging.
There is no universal handling standard for a browser’s Do Not Track signal, and we do not promise that it changes essential service operation. Where an applicable law requires us to honor a recognized opt-out preference signal, we will do so for the processing covered by that law. Optional analytics or advertising technology must not be introduced without reviewing this notice and providing any required choice or consent.
Retention and deletion
We retain information for as long as reasonably necessary to operate the account and requested services, maintain required records, protect security, resolve disputes, and meet legal obligations. Relevant factors include whether the workspace is active, the business’s instructions, the kind of record, and applicable retention requirements. Ending a paid subscription is not the same as deleting the workspace.
Account-deletion tools remove active workspace records and initiate removal of associated stored files and sign-in records. Residual information may remain in restricted backups until normal rotation, or in limited financial, security, support, and legal records for a justified retention period. We do not promise instant removal from every backup or from independent third-party systems.
Payment processors, communications recipients, customer-selected integrations, and people holding downloaded exports may retain their own copies under their respective obligations. We cannot erase copies outside our control simply by deleting the ManePilot workspace.
Access, export, account deletion, and privacy requests
Authorized users can update information within their account permissions. Account data controls are available in Settings → Your Data & Account; use export before deleting records you may need. A team member deleting an individual login is different from the last owner deleting an entire business workspace. Read the confirmation carefully.
You can also contact support@ironmanecreative.com to request access, correction, a portable copy, or deletion, or to ask about objection, restriction, withdrawal of consent, or an applicable opt-out right. The rights available depend on your location, the information, and the role in which we process it. We may verify identity and authority before acting and may ask for information needed to find the right account. Do not send a password, full payment-card details, or unnecessary identity documents.
For records controlled by a service business, we will help that business handle requests as required rather than overriding its lawful instructions. Some requests are subject to legal exceptions. Where required, we will explain a refusal and respond within the applicable deadline, including permitted extensions with notice.
Where you have an appeal right, email the same address with the subject Privacy request appeal. We will review the decision and provide the response and regulator information required by applicable law. You may also contact your local privacy regulator or attorney general. We will not unlawfully discriminate against you for exercising a privacy right.
Where information is processed
ManePilot and its providers may process information in the United States and other countries where they operate. Those countries may have different privacy laws. Where applicable law requires a transfer mechanism or additional processing agreement, appropriate arrangements must be in place for the affected processing. We do not claim that ManePilot is self-certified under an international privacy framework.
Where European or UK data-protection law applies to information we control, we rely on the basis relevant to the activity: providing a requested contract, compliance with law, legitimate interests such as secure service operation and support after considering individual rights, or consent when required. You may withdraw consent for consent-based processing without changing the lawfulness of earlier processing. Contact us about jurisdiction-specific arrangements before using the service for processing that requires them.
Security and appropriate use of records
We use technical and organizational safeguards intended to protect information, including encrypted connections, authentication, and workspace permissions. No system is guaranteed secure. Report suspected unauthorized access promptly to our support address and protect your credentials, devices, and customer portal links.
ManePilot is not intended for storing payment security codes, full card numbers in ordinary records, government identity documents, medical records, or similarly sensitive regulated data. Include only the details necessary to perform the service. Property-access codes and private job photographs also deserve careful permissions and handling.
Children
ManePilot is business software and is not directed to children under 13. We do not knowingly collect personal information directly from children under 13. If you believe this has happened, contact us so we can investigate and take appropriate action. Businesses must not use ManePilot to collect children’s information without a lawful, expressly agreed arrangement.
Changes to this policy
We will update the date when this policy changes. For material changes affecting existing users, we will provide notice through an appropriate channel, such as email or the app, and obtain consent when required. A policy update is not permission to use previously collected information in a materially incompatible way without the notice or consent required by law.
Contact
IronMane Creative — ManePilot
Email: support@ironmanecreative.com
Website: ManePilot contact page
For a privacy request, include enough information to identify the account or business involved and explain what you need. Do not include sensitive customer records unless we ask for them through an appropriate channel.