Our role and the repair shop's role
For SpudgerHQ account administration, authentication, billing, support, website operations, security, analytics, and service communications, SpudgerHQ determines how and why the relevant information is processed.
For customer, device, repair, agreement, transaction, and similar records entered by a repair shop, the shop generally determines why that information is collected and how it is used. Where privacy laws use terms such as controller and processor, or business and service provider, the shop generally acts as the controller or business and SpudgerHQ processes the information on the shop's behalf.
Repair shops are responsible for their own customer notices, permissions, retention requirements, and lawful use of information entered into SpudgerHQ.
Information we collect
The information we collect depends on how you interact with SpudgerHQ.
- Account and business information, such as your name, email address, shop name, business address, phone number, staff role, and account identifiers
- Support and communications you send to us
- Technical and security information, such as IP address, browser or device information, authentication events, logs, crash information, and diagnostic context
- Website activity when you choose to allow optional analytics
- Subscription and billing records associated with your SpudgerHQ subscription; full payment-card details are handled by our payment provider rather than stored by SpudgerHQ
Information repair shops store in SpudgerHQ
Repair shops and their staff may enter information needed to operate their business. Depending on the features they use, this may include:
- Customer names, contact details, and company information
- Device information, including brand, model, IMEI, serial number, condition, storage, and color
- Repair details, notes, damage documentation, parts, services, pricing, and repair history
- Repair agreements, customer signatures, and signed agreement documents
- Customer orders, inventory, purchasing, suppliers, and serialized asset records
- Transactions, payment method records, amounts, and payment status
- Staff activity associated with shop workflows
Sensitive information and credentials
SpudgerHQ is not designed for storing highly sensitive credentials or information unless a specific feature expressly requires it. Do not enter full payment-card numbers, bank account credentials, account passwords, customer device unlock PINs or passcodes, Apple or Google passwords, government-issued identification numbers, health information, or other highly sensitive information that is unnecessary for the repair-shop workflow.
SpudgerHQ does not currently provide a dedicated field for storing customer device unlock passcodes.
Repair agreements and signatures
A customer may review and sign a repair agreement through a public signing link or QR code without creating a SpudgerHQ account. The signed agreement is stored as an immutable PDF associated with the repair.
Public repair-agreement signing pages do not use optional website analytics. The repair shop remains responsible for deciding how long it must or may retain agreements and signatures relating to its customers.
How we use information
- Provide, maintain, and secure SpudgerHQ
- Create and authenticate accounts and manage staff access
- Operate repair, inventory, order, POS, reporting, and related shop workflows
- Provide repair-agreement preparation and signing functionality
- Respond to support requests and service communications
- Manage subscriptions and billing records
- Diagnose crashes, errors, abuse, fraud, and security incidents
- Measure website usage when optional analytics has been accepted
- Improve the reliability and usability of the service
- Comply with applicable legal obligations and protect our legal rights
Optional analytics and chat
The SpudgerHQ marketing website uses optional Firebase / Google Analytics and tawk.to live chat. These optional services remain off unless you accept them through the privacy notice. Your choice is stored in your browser and can be changed later through the Privacy settings link in the site footer.
Analytics is limited to website usage and approved interaction events. We do not intentionally send names, emails, phone numbers, repair details, payment details, customer records, or arbitrary URL query parameters through the website analytics layer.
Email and marketing communications
We use Brevo to send transactional and service-related emails, such as account messages, staff invitations, repair-agreement messages, security notices, and important product updates.
Optional newsletters, offers, or promotional marketing will only be sent where you have chosen to receive them or where otherwise permitted by applicable law. You may unsubscribe from optional marketing at any time. Service and security messages required to operate your account are separate from optional marketing.
Service providers
We use third-party providers where needed to operate SpudgerHQ. They may process information for the services they provide to us.
- Vultr — application hosting, database infrastructure, and signed-agreement storage
- Google / Firebase — authentication, Firebase Analytics, and Crashlytics error reporting
- Brevo — transactional and optional marketing email delivery
- Polar — SpudgerHQ subscription checkout and payment processing
- tawk.to — optional website live chat
Payments
SpudgerHQ subscription checkout is handled by Polar and its payment-processing partners. SpudgerHQ does not store your full payment-card details for subscription purchases.
Inside the repair-shop application, shops may record that a customer paid by methods such as cash, card, or bank transfer, together with amounts and status. SpudgerHQ does not currently process the repair shop's customer's card number through its POS or repair-payment workflows.
Sharing and disclosure
We do not sell personal information, rent customer lists, or provide repair-shop customer records to advertisers.
We may disclose information to the service providers listed above, when instructed by a repair shop in relation to data it controls, when reasonably necessary to comply with applicable law or valid legal process, to investigate fraud or security incidents, or to protect SpudgerHQ, our users, or others.
Information may also be transferred as part of a merger, acquisition, financing, restructuring, or sale of all or part of SpudgerHQ, subject to applicable privacy obligations.
International processing
SpudgerHQ is operated from Vietnam. Our primary Vultr infrastructure is currently hosted in Sydney, Australia, including application data and signed repair-agreement files.
Some service providers may process information in other countries where they operate, including locations outside your country of residence. Where applicable law requires safeguards for international processing or disclosure, we will take appropriate steps to meet those requirements.
Data retention and deletion
We retain personal information only for as long as reasonably necessary to provide and secure the service, support users, resolve disputes, comply with legal obligations, and maintain appropriate business records. Shop data generally remains available while the relevant SpudgerHQ account is active, subject to the shop's own retention responsibilities.
Account deletion is currently handled through support rather than a self-service control. If an account owner requests deletion, we will process the request within a reasonable period and within any timeframe required by applicable law, subject to legitimate legal, security, fraud-prevention, and technical requirements. Deleted information may remain temporarily in backups until those backups expire through the normal backup lifecycle.
Security
We use technical and organizational safeguards designed to protect information against unauthorized access, loss, misuse, alteration, or disclosure. These include HTTPS/TLS, access controls, tenant separation, backups, application security controls, and monitoring for technical and security issues.
No online service can guarantee complete security. You are responsible for protecting your account credentials and staff access. Contact support@spudgerhq.com promptly if you believe your account has been accessed without authorization.
Your privacy rights and complaints
Depending on your location and applicable law, you may have rights to request access to, correction of, deletion of, or a copy of certain personal information, or to object to or withdraw consent from certain processing. These rights may be subject to legal exceptions.
SpudgerHQ does not currently provide self-service full account-data export. To make a privacy request or complaint, email support@spudgerhq.com. We may need to verify your identity before acting on a request, and we will review privacy complaints and respond as reasonably required by applicable law.
Customers of repair shops
If you are a customer of a repair shop that uses SpudgerHQ, the repair shop generally controls the personal information it has collected about you. Requests to access, correct, or delete repair-shop customer records should normally be made directly to that shop.
If you contact SpudgerHQ about information controlled by a repair shop, we may refer your request to the shop or assist it in responding. We will not independently alter or delete a shop's customer records solely because a customer contacts us unless we are appropriately authorized or legally required to do so.
Artificial intelligence
SpudgerHQ does not currently send repair-shop customer data to OpenAI, Anthropic, Google Gemini, or other generative-AI providers for AI processing. If this changes in a way that materially affects personal information, this policy will be updated as required.
Children
SpudgerHQ is business software for repair shops. You must be at least 18 years old to create a SpudgerHQ account. A repair shop may hold information about its own customers, including minors, in accordance with its own legal obligations.
Changes to this policy
We may update this Privacy Policy as SpudgerHQ, our service providers, or applicable requirements change. We will update the last updated date above and provide additional notice when a material change makes that appropriate.
Privacy contact
Privacy Officer / Data Protection Officer: Vu Thanh Toan ("Philip Vu"), founder and operator of SpudgerHQ, Vietnam. For privacy questions, requests, or complaints, contact support@spudgerhq.com.
