Privacy Policy

1. Scope & what we cover

This Privacy Policy applies to all products, websites, and services operated by eGenieHub, including but not limited to:

• ClaimRecoup — automated insurance-supplement engine for collision repair shops
• AI phone receptionist services (including GenieVoice) — AI call answering, request capture, and callback text messages for businesses that use our service
• PaintFlow AI — paint quoting platform for auto body shops
• Vault Motors / Virtual Car Showroom — used car dealer platform
• AI Business Website System — website and CRM packages
• AI Digital Menu — restaurant ordering products
• Any future eGenieHub product, sub-brand, or service unless a product-specific policy expressly supersedes this one

It also applies when you contact us by phone, text message, or email. We refer to these collectively as the "Services." When you use any Service, you agree to this Privacy Policy.

2. Who we are

EGENIEHUB, L.L.C. ("eGenieHub," "we," "us," or "our") is the operator of the Services. We are based in Dallas, Texas, United States. Our primary contact for privacy matters is info@egeniehub.com.

3. Information we collect

3.1 Information you provide

• Account and contact information: name, email, phone number, business name, role, location, and service address.
• Billing information: processed by Stripe; we receive transaction metadata (last four digits of card, country, plan, status), not full card numbers.
• Business operational data: data you upload or provide so we can deliver the Service — for ClaimRecoup this includes insurance estimates, damage photos, vehicle information, claim numbers, and adjuster contact details; for PaintFlow this includes job records and quotes; for Vault Motors this includes vehicle inventory and customer leads.
• Service request details: the reason for your call or inquiry, and any information you share so we or our clients can help you.
• Call records: when you speak with our AI receptionist, the call may be recorded and transcribed to fulfill your request and improve service quality.
• Communications: emails, SMS messages, voice calls, voicemail, and chat sent to or through our Services.

3.2 Information we collect automatically

• Usage data: pages viewed, features used, time spent, click paths, error logs.
• Device & technical data: IP address, browser type, operating system, device identifiers, referring URLs.
• Cookies and similar technologies — see Section 10.

3.3 Information from third parties

If you sign up via a partner (for example a body shop association or a referral platform), we may receive your contact information and the partner relationship status from that partner.

4. How we use information

• Provide the Service. Parse estimates, generate supplements, route leads to your CRM pipeline, deliver quotes, send notifications, and run the workflows you set up.
• Handle service requests. Respond to your request, connect you with the business you contacted, and notify our staff and our clients' staff of new service requests.
• Communicate with you. Send transactional messages (account, billing, service notifications), send callback confirmations and service updates by text message if you agreed to receive them, and, if you opt in, product updates and educational content by email.
• Improve our products. Analyze aggregated, de-identified usage patterns. We do not use your business operational data (claim files, repair estimates, customer records) to train shared AI models.
• Billing and fraud prevention. Process payments, verify identity, prevent abuse.
• Legal and safety. Comply with law, enforce our Terms, and protect the rights, property, and safety of our users and the public.

5. Text messaging (SMS)

6. How we share information

We do not sell your personal information. We share it only as follows:

• The business you contacted. When you reach a business through our AI receptionist service, we share your request and contact details with that business so they can return your call.
• Subprocessors. Vendors that help us operate the Service (telephony, hosting, CRM, and AI processing) under confidentiality obligations. See Section 7.
• At your direction. When you connect an integration or instruct us to send data to a third party (for example, submitting a supplement to your insurance carrier).
• Business transfers. If we are involved in a merger, acquisition, or asset sale, your information may be transferred under standard confidentiality protections.
• Legal requirements. When required by law, court order, or to protect rights, property, or safety.

None of the above permits sharing your mobile phone number or SMS opt-in consent with third parties or affiliates for their marketing purposes. See Section 5.

7. Subprocessors & third-party services

We rely on the following categories of subprocessors. Each is bound by data protection terms consistent with this Policy.

This list may change as we add or remove vendors. Material changes will be reflected in updates to this Policy.

8. Data retention

• Active accounts. We retain your information for as long as your account is active and as needed to provide the Service.
• Call recordings and transcripts. Retained for up to 90 days unless a longer period is required for the service request or by law.
• After cancellation. We retain business operational data (such as supplements you generated) for up to 24 months after cancellation so you can return and re-access your records, after which it is deleted or de-identified.
• Billing records. Retained for up to 7 years to meet tax and accounting obligations.
• Backups. Encrypted backups may retain copies for up to 90 days after deletion before being overwritten.
• You can request earlier deletion — see Section 9.

9. Your rights & choices

Depending on where you live, you may have the following rights:

• Access the personal information we hold about you.
• Correct inaccurate information.
• Delete your information (subject to legal retention requirements).
• Export your information in a portable format.
• Opt out of marketing communications at any time (the unsubscribe link is in every marketing email).
• Stop text messages at any time by replying STOP to any message.
• Restrict or object to certain processing.

To exercise any of these rights, email info@egeniehub.com. We respond within 30 days.

10. Cookies & tracking

We use cookies and similar technologies for:

• Strictly necessary — keep you logged in, remember your session, deliver the Service.
• Analytics — understand how the Service is used so we can improve it. We may use Google Analytics or a comparable privacy-respecting alternative.
• Marketing measurement — only if explicitly enabled and disclosed in a product's signup flow.

You can manage cookies through your browser settings. Disabling strictly necessary cookies may break parts of the Service.

11. Children's privacy

The Services are intended for adults and are not directed to children. We do not knowingly collect personal information from anyone under 18. If you believe a child has provided us information, contact us and we will delete it.

12. International users

The Services are operated from the United States. If you use the Services from outside the U.S., your information will be transferred to and processed in the U.S. By using the Services, you consent to this transfer.

If you are in the European Economic Area, United Kingdom, or Switzerland, we rely on standard contractual clauses or equivalent safeguards for these transfers, and you have additional rights under the GDPR that we will honor.

13. Security

We use industry-standard administrative, technical, and physical safeguards to protect your information, including:

• Encryption in transit (TLS 1.2+) and at rest on AWS.
• Role-based access controls and least-privilege provisioning.
• Audit logging on systems that process sensitive data.
• Vendor due diligence for every subprocessor.

No system is perfectly secure. If we discover a breach affecting your data, we will notify you as required by law.

14. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top and, for material changes, notify you by email or through the Service. Continued use of the Service after a change means you accept the updated Policy.

15. Contact us

For any privacy question or to exercise your rights, contact us at:

EGENIEHUB, L.L.C.
Dallas, Texas
Email: info@egeniehub.com
Phone & text-message help: (214) 607-8160