Privacy Policy

1. Information we collect

We collect information you choose to give us, information needed to provide a repair, and limited technical information generated when a browser requests a page. The information depends on how you interact with us.

• Contact and inquiry details: If you contact us, we may receive your name, email address, phone number, message, preferred contact method, and information you choose to include about a device or problem.
• Repair and transaction details: If you request service, we may keep device make and model, serial or identifying number, reported symptoms, diagnosis, approved work, parts, appointment and service-status history, estimates, approvals, invoices, receipts, communications, files you upload, payment status, and service history. We collect only details reasonably needed to manage the requested service and recordkeeping.
• Device contents: A repair may require limited access to a device to diagnose or test the approved repair. Device files, photos, messages, contacts, and other contents are not information we ask you to send as a routine matter. Please back up your device and do not send passwords or sensitive contents in ordinary messages.
• Account and OAuth details: When you sign in at auth.webbersolutions.org using Google, GitHub, or Discord, we receive the provider account identifier and the profile details that provider makes available, such as your name, email address, and profile image. We store the provider name and identifier to recognize the account, together with an internal user ID, account type, and server-side session data. We do not receive or store your provider password. OAuth access and refresh tokens are not retained by our authentication service. We do not automatically link separate provider accounts just because they report the same email address.
• Payment details: Online payments are entered through an embedded Stripe payment form. Stripe processes payment-card details; we do not store your full card number or security code. We receive and retain transaction information needed to manage payment and business records, such as payment status, amount, currency, date, and transaction or invoice references. Stripe may collect and use information under its own privacy policy.
• Repair recordings: We record every repair on camera. The recording may include the device and repair work and may capture a customer's face or voice. We provide the recording to the customer with the post-repair receipt. We do not intentionally publish private device, account, contact, or payment information.
• Account permissions: Each account has a role: customer or staff. New accounts are assigned the customer role. Staff status is assigned separately by an authorized administrator and includes a rank of employee, manager, or master. The role and, for staff, rank are stored with the account and used to determine the account information and protected features made available to it.
• Technical information: Our hosting and security systems may log request time, IP address, browser and device information, requested URL, referrer, and error or security events. These logs help deliver the site, troubleshoot problems, and protect it from abuse.

2. How we use information

We use information as reasonably necessary to:

• Respond to questions and arrange requested repair services.
• Diagnose, perform, document, and follow up on a repair you authorize.
• Manage appointments, device and repair records, estimates, approvals, work status, invoices, receipts, service messages, and files you submit.
• Process payments and refunds, maintain transaction records, and provide payment confirmations and receipts.
• Record repair work for the protection of the customer and our technicians, document the service, and provide the recording to the customer with the post-repair receipt.
• Use repair footage for promotion only when you have separately given affirmative permission, as described in the “Repair recordings and promotional use” section below.
• Create and secure an account, authenticate a sign-in, maintain a session, and distinguish customer and staff access.
• Provide a signed-in account's basic profile and role to approved Webber Solutions services that use our shared sign-in, so those services can identify the account and enforce their own access rules.
• Communicate about estimates, approvals, parts, timing, payment, pickup, safety, and changes to a requested service.
• Operate, maintain, and secure the website and services; prevent fraud or misuse; and diagnose technical errors.
• Keep business records, comply with legal obligations, and establish or defend legal claims.

We do not currently use the public repair site for targeted advertising. If that changes, we will update this policy and provide any choices or notices required by law.

3. How information is shared

We do not sell personal information for money or share it for cross-context behavioral advertising. We may disclose information in these limited circumstances:

• Service providers: Vendors that host or secure the site and account service, process payments, provide communications, store service records or recordings, supply parts, or help us complete a requested repair. Their handling of information is governed by their agreements with us and their own terms and privacy notices where applicable.
• Stripe: Stripe processes online payments through the embedded payment form. Payment-card information is provided to Stripe for processing. Stripe may use and retain payment and device information under its own terms and privacy policy. We receive payment and transaction details needed to manage orders, refunds, invoices, and records.
• OAuth providers: When you choose Google, GitHub, or Discord to sign in, your browser communicates with that provider under its own privacy policy. We receive the account information the provider returns. We do not receive your provider password or retain OAuth access and refresh tokens.
• Our approved services: The authentication service at auth.webbersolutions.org can provide your account ID, name, email, profile image, customer/staff role, and staff rank (if applicable) to approved Webber Solutions origins through its session endpoint. The endpoint allows credentialed browser requests only from configured trusted origins and sends responses with caching disabled. The response also includes the account's connected sign-in provider names. It does not make this profile endpoint public to arbitrary websites. Each receiving service is responsible for using the information only for its own authorized account features and enforcing access on its server.
• Professional advisers and authorities: Where reasonably necessary for legal, accounting, safety, fraud prevention, or regulatory purposes, or to respond to lawful process.
• Business changes: If the business or its relevant assets are reorganized, financed, or transferred, information may be disclosed as part of that process subject to appropriate safeguards and applicable law.
• At your direction: When you ask us to share information or authorize access needed to perform a repair.

4. Account and sign-in details

Account sign-in is provided by auth.webbersolutions.org. You may choose Google, GitHub, or Discord; there is no Webber Solutions password login. The provider authenticates you and sends us the profile information permitted by that provider and your provider settings. The provider's privacy terms apply to its handling of your account and sign-in.

We store account identity and profile fields in our MariaDB database: an internal account ID, name, email when available, profile image when available, provider name and provider account ID, and the date the provider verified an email when supplied. We also store your customer/staff role and, for staff accounts, the assigned employee, manager, or master rank. New accounts are customers by default. Only an authorized staff administrator can promote an account or assign a staff rank; choosing an OAuth provider does not grant staff status.

We do not retain OAuth access or refresh tokens because the sign-in service uses the provider only to authenticate your identity. We do not automatically connect accounts from different providers based solely on matching email addresses. To connect another provider to your account, first sign in using a provider already connected to it, then start the connection from your account page on webbersolutions.org and authenticate with the additional provider. A provider identity already connected to another account cannot be moved to your account.

To support sign-in across Webber Solutions subdomains, the authentication service sets a session cookie for.webbersolutions.org. The cookie is marked Secure, HttpOnly, and SameSite=Lax in production. A session can remain valid for up to seven days, subject to sign-out, security controls, and server-side session status. Approved services may request the current account profile from the authentication service; that response is limited to the account ID, name, email, profile image, role, staff rank when applicable, and connected sign-in provider names.

We use this information to authenticate you, maintain and revoke sessions, distinguish customer and staff accounts, and enable approved services to recognize your account. Each service should enforce permissions on its server; the role information is not a substitute for a service's own security controls.

5. Repair recordings and promotional use

Every repair is recorded on camera as part of our service and for the protection of you and our technicians. A recording may include your face or voice. We provide the repair recording to you with the post-repair receipt. Recordings are kept for at least the two-month warranty period, which begins when you receive the repaired device, and may be kept longer as reasonably needed for service records, disputes, and legal or business requirements.

Access to a repair recording is limited to you, the technician assigned to the repair, and authorized staff who need it for the repair, customer support, an authorized promotional use, or legal requirements. We store recordings in our database, currently hosted on an OVH server. We expect to move the database to systems we operate by Q3 2027. While OVH hosts the database, it may process information as needed to provide and secure that infrastructure.

Promotional use is optional. The work order or invoice will require you to make a separate yes-or-no choice about opting out: selecting “Yes, opt me out” means we will not use your footage promotionally; selecting “No, I do not opt out” means you affirmatively authorize promotional use. We will not treat a blank or missing answer as permission, and we will not publish footage before you make this choice. Your selected choice will be recorded on the work order or invoice. You may withdraw permission at any time before publication by contacting us through your account or in writing. If you grant permission, you may separately ask us to exclude your face and voice; where requested, we will blur your image and mask your voice. Declining or withdrawing promotional permission does not affect the required service recording or your repair.

We will never publish your name, contact details, private device or account information, payment information, or other private information, even if you ask us to. We review promotional footage and edit or redact private information before publication. After publication, you may contact us to request removal. We will take reasonable steps to remove content we control, but cannot guarantee removal of copies saved, shared, or reposted by others or retained by a social media platform.

6. Cookies and local storage

The website stores your light or dark theme preference in your browser's local storage. This preference stays on your device and is used to remember the display setting; it is not an advertising tracker.

If you use the separate sign-in service, it sets a session cookie needed to keep you signed in. In production, that cookie is configured as Secure, HttpOnly, and SameSite=Lax and is shared across trusted webbersolutions.org subdomains to support sign-in between those services. The cookie contains a session token and is not readable by ordinary browser JavaScript. Sign out to end the session; you can also clear site data in your browser.

Browser controls can clear local storage and cookies. Clearing them may reset your theme preference or sign you out. Blocking essential session cookies prevents account sign-in from working.

7. Security and retention

We use reasonable administrative, technical, and physical safeguards appropriate to the information and the size of the business. No website, network, device repair process, or storage system can be guaranteed completely secure. Protect your own accounts, back up your device, and contact us promptly if you believe information you shared with us has been exposed.

We keep information for only as long as reasonably needed for the purposes described here, including completing service, maintaining business and tax records, honoring written repair terms, resolving disputes, and meeting legal requirements. The actual period depends on the record type and circumstances. Authentication session cookies have a maximum age of seven days. The associated server-side session records are used to validate sessions and are deleted when a user signs out; records for expired sessions may remain until they are cleaned up. Repair recordings are kept for at least the two-month warranty period beginning when you receive the repaired device. A recording used in a public promotion may remain on the social media platform for as long as that platform keeps it available.

When information is no longer reasonably needed, we take reasonable steps to delete it, de-identify it, or securely dispose of it, subject to backups and legal obligations. A specific record may be retained longer where needed to resolve a claim or comply with law.

8. Your choices and privacy rights

You may ask us to provide access to, correct, or delete personal information we hold about you, subject to identity verification, applicable law, and records we are required or permitted to keep. You may also stop using the site, clear local storage, or sign out of an account. Closing an OAuth account with a provider does not automatically delete records we already hold; contact us to request account deletion.

Depending on where you live and whether the business is covered by a particular privacy law, you may have additional rights, such as obtaining a copy, correcting information, deleting information, opting out of certain processing, or appealing a decision about a request. Tennessee's consumer privacy law applies only to businesses and processing within its statutory scope and thresholds. We will honor rights that apply to our business. If the Tennessee Information Protection Act applies to your request, we will respond within 45 days. If reasonably necessary, we may extend that period once by up to 45 additional days and will notify you of the extension and reason within the initial response period.

Send requests to contact@webbersolutions.org. We may ask for information reasonably necessary to verify that you control the relevant account or device. We will not discriminate against you for making a privacy request. An authorized agent may submit a request where permitted, subject to verification and proof of authority. If we decline a request, we will explain our decision and how to appeal where an appeal is available under applicable law.

If we decline a privacy request and applicable law gives you a right to appeal, email contact@webbersolutions.org with “Privacy Appeal” in the subject line and identify the decision you want reviewed. For an appeal covered by the Tennessee Information Protection Act, submit it within 60 days after receiving our decision. We will respond in writing within 60 days after receiving the appeal, as required by that law. If we deny the appeal, we will explain the reason and how to contact the Tennessee Attorney General to submit a complaint.

Promotional use of repair footage requires your separate, affirmative permission on the work order or invoice. To withdraw permission before publication, or to request removal of footage already published, contact us through your account or by email. We will take reasonable steps to remove content we control, but copies saved, shared, or reposted by others may remain outside our control.

9. Children and other websites

The site and repair services are intended for adults. We do not knowingly collect personal information online from children under 13. If you believe a child has provided personal information, contact us so we can review and take appropriate steps.

This policy does not govern third-party websites, OAuth providers, or services we do not control. Review their privacy notices before using them. A link to another site is not our endorsement of its privacy or security practices.

10. Updates and contact

We may update this policy when our practices or legal requirements change. The effective date at the top identifies the current version. Material changes will be highlighted on the website or communicated through the relevant service where appropriate.

Privacy questions or requests: contact@webbersolutions.org.