Privacy Policy

Structured Service Support LLC

Effective Date: October 21, 2026
Last Updated: October 21, 2026

This Privacy Policy explains how Structured Service Support LLC, an Oklahoma limited liability company ("SSS," "we," "us," or "our"), collects, uses, discloses, and protects information in connection with our software-as-a-service application for fleet, heavy-truck, and mobile repair shops, including our website at https://structuredservicesupport.com, our web application at https://structuredservicesupport.com, and related services (together, the "Service").

This Privacy Policy should be read together with our Terms of Use at https://structuredservicesupport.com/terms.

1. Who This Policy Applies To and Our Role

The Service is sold to businesses (each a "Shop" or "Customer"). Each Shop sets up its own separate account (a "tenant") and invites its own users, such as owners, service managers, office staff, and technicians ("Authorized Users").

SSS as a processor / service provider. When a Shop uses the Service to store and manage its business records, including information about its employees, its customers, its fleet units, its vendors, and its transactions ("Shop Data"), SSS acts as a "processor" or "service provider" (as those terms are used in U.S. state privacy laws) on the Shop's behalf. We process Shop Data only to provide the Service to that Shop, on its instructions and under our agreement with it.

The Shop as the controller. Each Shop is the "controller" or "business" for its Shop Data. Each Shop is responsible for giving any required privacy notices to, and obtaining any required consents from, its own employees, technicians, and customers, including notices about location tracking, and for responding to their privacy requests.

SSS as a controller. SSS acts as a controller for a limited set of information we collect for our own business purposes, such as account and billing contact information for Shops, information from visitors to our website, and information about how the Service is used and performs.

If you are an employee or customer of a Shop and have questions about how that Shop handles your information, please contact the Shop directly. See Section 12 for how we handle requests we receive from a Shop's end users.

2. Information We Collect

2.1 Account and Contact Information

• Name, business name, job title, role, email address, phone number, and business address of Shop owners and Authorized Users.
• Login credentials. Passwords are handled by our authentication provider and stored in hashed form; we do not see your plain-text password.
• User roles, permissions, and approval settings.

2.2 Shop Data Entered or Generated in the Service

Depending on which features a Shop uses, Shop Data may include:

• Work orders and invoices: job descriptions, labor, parts, notes, technician assignments, pricing, taxes, totals, and status.
• Customers and fleet units: customer names, contacts, billing and job addresses, tax-exemption status, and vehicle and equipment details such as unit numbers, VINs, make, model, year, mileage or engine hours, and service history.
• Parts inventory: parts, quantities, and locations by shop and by truck (service vehicle).
• Purchase orders, vendors, and vendor prices: vendor names and contacts, items, quantities, prices, and price history.
• Receipt photos and purchase records: images of receipts and related details such as vendor, date, amount, tax, and payment method. Payment card numbers on receipts are masked so that only the last four digits are stored. We do not ask for or intend to store full payment card numbers.
• Technician approvals and audit log: records of who created, changed, approved, or voided a record and when. The audit log is append-only and is designed so entries cannot be edited or deleted through the Service.
• Dispatch information: service calls, call types, job locations, scheduling, and technician assignments.
• Location (GPS) information: see Section 2.4.
• Daily mileage entries: mileage that technicians or drivers enter in response to daily prompts.
• Preventive maintenance (PM) tracking: PM schedules, intervals, due dates, and completion records for fleet units.
• Repair knowledge base content: repair notes, procedures, tips, and attachments that Shops or users add.
• Financial and collections information: invoice balances, payments, payment status, and summaries shown on the service manager revenue and collections dashboard.
• Sales tax settings: labor and parts taxability, tax rates, tax-exempt customer flags, and related settings. Exemption certificate details, if a Shop uploads them.

2.3 Information from QuickBooks Online (When Connected)

If a Shop chooses to connect its QuickBooks Online ("QBO") company, we receive information from Intuit through the authorized connection, such as payment records, customer and vendor identifiers, item and account references needed to post transactions, and connection metadata (for example, the QBO company ID and the OAuth access and refresh tokens). See Section 5.

2.4 Location Information

If a Shop enables dispatch location features, the Service may collect the GPS or device location of technicians' devices while they are clocked in, en route to, or working on a job, as configured by the Shop. Location collection:

• requires the technician's device-level permission, which can be withdrawn in device settings;
• is presented with in-app notice that location is being collected; and
• is intended to be limited to working time on jobs, not off-duty time.

Location data is used for dispatch, job routing, arrival and completion records, and related operational reporting for the Shop. The Shop is responsible for providing any notice to, and obtaining any consent from, its employees that is required by applicable law (including state employee-monitoring laws) before enabling location features.

2.5 Usage, Device, and Technical Information

When you use the Service, we and our hosting providers automatically collect information such as IP address, browser and device type, operating system, pages and features used, timestamps, error logs, and security logs. We use this information to operate, secure, troubleshoot, and improve the Service.

2.6 Billing Information

Subscription billing information, such as billing contact and payment method, may be collected and processed by our payment processor CardPointe (CardConnect, a Fiserv company). We do not store full payment card numbers for SSS subscription billing.

2.7 Communications

Information you provide when you contact us for support, sales, or feedback, including the content of your messages.

3. Sources of Information

We collect information:

• directly from Shops and Authorized Users when they create accounts, enter records, upload photos, or contact us;
• automatically from devices and browsers using the Service (including location, where enabled);
• from integrations a Shop chooses to connect, such as QuickBooks Online;
• from service providers, such as a third-party sales tax rate service that returns tax rates for a job address; and
• from a Shop about third parties, such as the Shop's customers, vendors, and employees.

4. How We Use Information

We use information to:

• provide, operate, and maintain the Service for each Shop;
• create and manage accounts, authenticate users, and enforce role-based permissions;
• process work orders, invoices, purchase orders, receipts, inventory, dispatch, PM schedules, and mileage records;
• calculate sales tax based on each Shop's settings and flag mismatches with QBO;
• sync data with QBO when a Shop connects it;
• show dashboards and reports, including revenue and collections;
• send in-app notifications and, if a user opts in, email digests (users may opt out of email digests at any time in their settings);
• provide customer support and respond to inquiries;
• maintain the audit log, detect and prevent fraud, abuse, and security incidents, and protect the Service;
• monitor performance, fix bugs, and improve the Service, using aggregated or de-identified information where practical;
• bill for subscriptions and administer our relationship with Shops; and
• comply with law, enforce our Terms of Use, and respond to lawful requests.

We do not use Shop Data to market to a Shop's customers or employees, and we do not combine one Shop's data with another Shop's data except in aggregated or de-identified form that does not identify any Shop or individual.

4.1 AI-Assisted Processing (Future Feature)

SSS may offer an optional feature that uses artificial intelligence to read receipt images and suggest field values (such as vendor, date, amount, and tax). If offered:

• AI-extracted values are suggestions subject to human review and must be confirmed by an Authorized User before they are saved as final;
• receipt images and related data will be sent to an AI service provider only to perform the extraction;
• we will require by contract that AI providers not use Shop Data to train or improve their models; and
• we will update this Policy and the subprocessor list before enabling the feature.

5. QuickBooks Online Integration

QBO integration is optional. When a Shop connects its QBO company:

• Authorization. The Shop connects its own QBO company through Intuit's OAuth 2.0 authorization process, requesting the accounting scope only. SSS never sees or stores the Shop's Intuit or QBO password.
• Token security. OAuth tokens are encrypted and stored server-side. They are never stored in or sent to the user's browser.
• Data sent to QBO. SSS is the operational source of truth. Depending on the Shop's settings, SSS sends customers, items (as summarized categories), invoices, vendors, and bills or purchases (including receipt images) to the Shop's QBO company. SSS may send its calculated sales tax amount to QBO, which may override QBO's automated sales tax calculation for that transaction.
• Data received from QBO. Payments sync in both directions. Payments recorded in QBO are retrieved so the Shop's collections dashboard is accurate.
• What we do not do. SSS does not create or change the Shop's chart of accounts and does not sync payroll data.
• Limited use. Data received from Intuit is used only to provide the Service to that Shop. It is never sold, never used across tenants or shared with other Shops, and never used for advertising or marketing.
• Disconnecting. A Shop may disconnect QBO at any time within the Service or from within QBO. Disconnecting revokes the tokens. On disconnection or account closure, we promptly delete the Shop's QBO tokens. Data already synced to QBO remains in the Shop's QBO company and is governed by the Shop's agreement with Intuit.

Intuit is not responsible for the Service or for SSS's privacy practices. Intuit's handling of data is governed by Intuit's own privacy statement.

6. How We Disclose Information

We disclose information only as described below.

6.1 Subprocessors and Service Providers

We use the following categories of service providers ("subprocessors") to host and operate the Service. They may process information only on our behalf and under contractual confidentiality and data-protection obligations.

We will keep the subprocessor list in Section 6.1 of this Privacy Policy current.

6.2 Within a Shop's Tenant

Shop Data is visible to that Shop's Authorized Users according to the roles and permissions the Shop sets. Shop Data is not visible to other Shops.

6.3 Legal, Safety, and Business Transfers

We may disclose information if we believe in good faith it is required by law, subpoena, or court order; to protect the rights, property, or safety of SSS, our users, or others; or to investigate fraud or security issues. Where legally permitted, we will try to notify the affected Shop before disclosing its Shop Data in response to legal process. If SSS is involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction, subject to this Policy or protections at least as strong.

6.4 At the Shop's Direction

We disclose Shop Data to third parties when the Shop directs us to, such as through an integration the Shop enables.

7. No Sale or Sharing of Personal Information

SSS does not sell personal information and does not "share" personal information for cross-context behavioral advertising, as those terms are defined under the California Consumer Privacy Act as amended by the California Privacy Rights Act ("CCPA") and similar state laws. We have not done so in the preceding 12 months. We do not use Shop Data for targeted advertising.

8. Cookies and Similar Technologies

The Service uses only essential cookies and similar technologies (such as local storage) needed to keep you signed in, maintain your session, remember basic preferences, and protect the Service against fraud and abuse. Our hosting provider may set security cookies to detect malicious traffic. We do not use advertising or cross-site tracking cookies. Because these cookies are strictly necessary, disabling them in your browser may prevent the Service from working.

We do not currently respond to "Do Not Track" browser signals because we do not engage in cross-site tracking. We treat Global Privacy Control (GPC) signals as a valid opt-out of sale or sharing where required by law, although we do not sell or share personal information.

9. Security

We use reasonable administrative, technical, and physical safeguards designed to protect information, including:

• encryption of data in transit (TLS) and encryption at rest provided by our hosting providers;
• additional encryption of sensitive credentials such as QBO OAuth tokens, stored server-side only;
• tenant isolation controls, including database row-level security, designed so that one Shop cannot access another Shop's data;
• role-based access controls within each Shop;
• an append-only audit log of key actions;
• masking of payment card numbers on receipts to the last four digits;
• limited access to production systems by SSS personnel on a need-to-know basis; and
• backups and monitoring provided through our infrastructure providers.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security. Shops and users are responsible for keeping their login credentials confidential and for configuring user roles appropriately.

10. Data Retention

• General. We retain Shop Data for as long as the Shop's account is active and as needed to provide the Service, then as described below.
• Receipts and purchase records. Receipt photos and related purchase records are retained for seven (7) years from the date of the transaction to support the Shop's tax and accounting recordkeeping. Receipts are voided, not deleted, so that the record and its audit history are preserved.
• Audit log. Audit log entries are retained for the life of the related records and at least seven (7) years.
• Location data. Location data is retained for ninety (90) days unless the Shop configures a shorter period or law requires otherwise.
• QBO tokens. Deleted promptly on disconnection or account closure.
• After account closure. After a Shop closes its account, the Shop may export its data for 30 days. We then delete or de-identify Shop Data within 90 days, except data we must keep for the 7-year receipt retention period, legal, tax, or regulatory requirements, dispute resolution, or legal holds. Residual copies in backups are overwritten in the ordinary course of our backup cycles.
• Deletion requests. We will delete information on a verified request, subject to legal holds, the seven-year receipt retention described above, the append-only audit log, and other legal retention obligations. Where we cannot delete a record, we will restrict its use to those purposes.

11. Data Breach Notification

If we become aware of unauthorized access to or acquisition of personal information in our systems that compromises its security, we will investigate, take steps to contain it, and notify affected Shops without undue delay with the information reasonably available so the Shop can meet its own obligations. Where SSS is required by law to notify individuals or regulators directly, we will do so as required by applicable state breach-notification laws. Where Shop Data is involved, we will coordinate with the Shop, which as controller is generally responsible for notifying its own employees and customers. If the incident involves data received from Intuit, we will also notify Intuit as required by Intuit's developer terms.

12. Your U.S. State Privacy Rights

Residents of certain states, including California, Colorado, Connecticut, Virginia, Utah, Texas, Oregon, and others, may have rights under state privacy laws, which may include the right to:

• know or access the personal information collected about them, including categories and sources;
• correct inaccurate personal information;
• delete personal information;
• obtain a portable copy of personal information;
• opt out of the sale or sharing of personal information, targeted advertising, and certain profiling (SSS does not engage in these);
• limit the use of sensitive personal information (SSS uses precise geolocation only to provide the Service as configured by the Shop); and
• not be discriminated against for exercising these rights.

Requests about Shop Data (from a Shop's employees, technicians, or customers). Because SSS processes Shop Data on behalf of the Shop, please send your request directly to the Shop you work for or do business with. If we receive a request about Shop Data, we will, where we can identify the Shop, forward the request to that Shop and tell you we have done so, and we will assist the Shop in responding as required by our agreement and applicable law. We will not respond to the substance of the request on the Shop's behalf unless the Shop instructs us to.

Requests about information SSS controls (for example, your Shop account contact information or website data) can be made by emailing [email protected] or calling 580-257-9488. We will verify your identity by matching information you provide with information we hold, and may ask for additional information. You may use an authorized agent where permitted by law; we may require proof of the agent's authority. If we deny your request, you may appeal by replying to our decision with "Appeal" in the subject line; if your appeal is denied, you may contact your state attorney general.

Categories under the CCPA. In the past 12 months, as a controller we have collected identifiers (name, email, phone, IP address), commercial information (subscription and billing records), internet or network activity, and professional information (business name, role), from the sources and for the purposes described above, and disclosed them to the service providers listed in Section 6.1 for business purposes. As a service provider, we process the categories in Section 2.2 on Shops' behalf, which may include precise geolocation (sensitive personal information).

13. Employee and Technician Data

The Service processes information about Shop employees and technicians, such as names, contact details, roles, work assignments, approvals, mileage, audit log entries, and location while on jobs. SSS processes this data as a processor for the Shop. The Shop, as employer, is responsible for complying with employment, workplace-monitoring, and privacy laws applicable to its workforce, including providing notices (such as California's notice at collection for employees) and obtaining consents where required. SSS does not use employee data for its own purposes other than providing, securing, and supporting the Service.

14. Minimum Age and Children's Privacy

The Service is a business tool. Authorized Users must be at least 21 years old, as required by our Terms of Use. The Service is not directed to children, and we do not knowingly collect personal information from children under 16 or permit anyone under 21 to hold an account. If we learn that an account belongs to someone under 21, or that we have collected personal information from a child under 16, we will disable the account and delete the information as appropriate, subject to the Shop's records retention described in Section 10. Please contact us if you believe this has occurred. Shop Data that a Shop stores about its own customers (for example, a vehicle owner's name) is the Shop's responsibility.

15. Data Location

The Service is offered to businesses in the United States. Information is stored and processed in the United States, though our providers may process limited data, such as network traffic, through global infrastructure.

16. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated version at https://structuredservicesupport.com/privacy and update the "Last Updated" date. If changes are material, we will notify Shop account owners by email or in-app notice at least 30 days before the change takes effect, unless a shorter period is required by law or for security reasons. Continued use of the Service after the effective date means you accept the updated Policy.

17. Contact Us

Structured Service Support LLC
1309 West Ray Branum Road, Tishomingo, OK 73460
Email: [email protected]
Phone: 580-257-9488
Website: https://structuredservicesupport.com

18. Trademark Notice

Intuit and QuickBooks are trademarks and service marks of Intuit Inc., registered in the United States and other countries. SSS is not affiliated with, sponsored by, or endorsed by Intuit Inc. Supabase and Cloudflare are trademarks of their respective owners.