Blockwave Media, LLC – Privacy Policy

Last updated: November 2025

This Privacy Policy explains how Blockwave Media, LLC ("we", "us", or "our") collects, uses, and protects personal data when you use our platform and services (collectively, the "Service").

1. Data Controller

For the purposes of applicable data protection laws (including the EU General Data Protection Regulation, "GDPR"), Blockwave Media, LLC is the data controller for account and platform data. For end-customer data (vehicle owners), we typically act as a processor on behalf of the shop using Blockwave Media, LLC.

2. Personal Data We Collect

We may collect the following categories of personal data:

  • Account data: name, email address, password (hashed), shop name, role.
  • Shop data: shop contact details, locations, phone numbers, Google review link.
  • Customer data: vehicle owner name, phone number, vehicle details, status updates, and message history (SMS and other communications).
  • Usage data: log data, analytics events, pages viewed, actions taken in the app.
  • Technical data: IP address, device information, browser type, and similar metadata.

3. How We Collect Data

We collect data in several ways, including:

  • Information you provide directly when creating an account
  • Data your shop inputs about vehicles and customers (jobs, phone numbers, messages)
  • Information collected automatically through cookies and similar technologies
  • Information from third-party services you connect (e.g., messaging providers, analytics)

4. How We Use Personal Data

We use personal data for purposes such as:

  • Providing and maintaining the Service
  • Sending and receiving messages between shops and their customers
  • Improving and optimizing user experience and reliability
  • Providing customer support, troubleshooting, and responding to inquiries
  • Generating aggregated analytics for shops (e.g., throughput, timing, bottlenecks)
  • Complying with legal obligations and enforcing our Terms of Service

5. Legal Bases (GDPR)

Where GDPR applies, we rely on the following legal bases:

  • Contract: to provide the Service to you and your shop.
  • Legitimate interests: to improve the Service, prevent abuse, and secure our infrastructure.
  • Consent: where required for certain messaging or marketing communications.
  • Legal obligation: to comply with applicable laws and regulatory requirements.

6. AI Processing & Message Content

Blockwave Media, LLC may use third-party AI providers to help generate replies, summarize messages, or provide analytics insights. Message content and related metadata may be sent to these providers for processing.

We use reputable providers and appropriate contractual safeguards. We do not sell message content or personal data to third parties.

7. Sharing Personal Data with Third Parties

We may share personal data with:

  • Infrastructure providers: hosting (e.g., database, storage), email, and SMS providers.
  • AI model providers: for generating replies and analytics.
  • Professional service providers: such as legal, accounting, or security consultants.
  • Authorities: where required by law, regulation, or legal process.

We do not sell personal data. We require third-party processors to handle personal data in accordance with applicable data protection laws and our instructions.

8. International Transfers

Where possible, we store EU customer data in EU-based infrastructure. If data is transferred outside the EU/EEA, we use appropriate safeguards such as Standard Contractual Clauses or equivalent legal mechanisms.

9. Data Retention

We retain personal data for as long as necessary to provide the Service, comply with legal obligations, resolve disputes, and enforce our agreements. Shops may configure retention periods for certain categories of data where supported by the Service.

10. Security

We implement technical and organizational measures designed to protect personal data, including encryption in transit, access controls, and monitoring. However, no system can be completely secure, and we cannot guarantee absolute security.

11. Your Rights (GDPR/UK GDPR)

Where GDPR or similar laws apply, you may have rights including:

  • Right of access to your personal data
  • Right to rectification (correction) of inaccurate data
  • Right to erasure ("right to be forgotten")
  • Right to restriction of processing
  • Right to data portability
  • Right to object to certain types of processing
  • Right to withdraw consent, where processing is based on consent

You can exercise these rights by contacting us using the details below. We may need to verify your identity before responding.

12. End-Customer Data

If you are a vehicle owner receiving messages from a shop using Blockwave Media, LLC, we generally process your data as a processor on behalf of that shop. In most cases, you should contact the shop directly to exercise your data rights. However, you may also contact us and we will assist where appropriate.

13. Children's Privacy

The Service is not directed to children and is intended for use by businesses. We do not knowingly collect personal data from children.

14. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will provide notice (for example, by email or in-app). Your continued use of the Service after changes become effective indicates your acceptance of the updated Policy.

15. Contact

If you have questions or requests regarding this Policy, contact:

Email: support@blockwavemedia.io