Privacy

In effect from 20 October 2026 · what changed

1. Who we are

The Wash Book is operated by The Mobile Wash Company, LLC, a Minnesota limited liability company, of 149 Erickson Rd, Esko, MN 55733. Contact: [email protected].

2. The short version

We hold your business records so the software can work. We don’t sell them, we don’t advertise, we don’t share them with other customers, and you can download or delete the lot yourself.

3. What we hold

• Account information — your business name, and the name, email address, phone number and job title of each person you add.
• Business records you enter — customers, contacts, yards, access notes, unit rosters, schedules, wash history, invoicing data, inspections, conduct notes and equipment maintenance records.
• Sign-in information — the email address used to sign in and the times of sign-in, handled by our authentication provider. We never see or store passwords; sign-in is with Google, or by an emailed link or code.
• Help assistant conversations — when someone asks the in-app help assistant (Klaus) a question, we record that a question was asked, by which login, when, and how large it was, so we can apply the daily limit; for each question we also record how many lookups it took. The conversation itself — the questions and the answers — is kept in your business’s book as a record of the person who had it, which only they can open, and which they can archive or delete at any time (section 7). We do not store anything the assistant looked up to answer it.
• Unit scans — when a crew member uses the camera to read a unit number off a truck or trailer, we record that a scan happened, by which login, when, how large it was and whether a number was read, so we can apply the daily limit. We do not store the photo or the number it read (section 7).
• Technical information — the usual server logs (IP address, browser, time of request) kept for security and troubleshooting.

We do not use advertising cookies or third-party analytics trackers.

4. Why we hold it

To run the service for you, to authenticate the people you allow in, to bill you, to answer your support requests, to keep the system secure, and to meet legal obligations. Nothing else.

5. Who else touches it

We use a small number of service providers, each doing one job:

• Supabase — database, authentication and file storage. Your records live here.
• Cloudflare — serves the website and the app.
• Stripe — subscription billing. Card details go to Stripe directly; we never see or store them.
• Resend — sends sign-in emails and the notices you switch on.
• Google — sign-in with a Google account. Google tells us the email address you signed in with; we receive nothing else from your Google account.
• Anthropic — answers questions asked in the in-app help assistant, and reads unit numbers off photos crew members take of a truck or trailer (section 7). It receives the question and, when the question is about your business, short summaries of the records the assistant looks up to answer it — only records the person asking can already see; for a scan, the photo and the kind of unit. Never anything from QuickBooks.
• Intuit and Zubie — only if you connect your QuickBooks Online or Zubie account (section 6).

They act on our instructions and may not use your data for their own purposes. Data is stored in the United States. The service is offered to businesses in the United States; if you are outside the US, contact us before signing up so we can agree a lawful basis for handling your data.

6. If you connect QuickBooks or Zubie

Connecting QuickBooks Online is optional. If you do connect it:

• We read customer names and service item names, to match a yard to a customer and a unit type to an item. We do not read transactions, balances, bank or card details, payroll or tax records.
• We write only invoices, one at a time, when someone with permission sends one, and only after they have seen a preview of every line. We never create a customer or an item in your QuickBooks.
• We store the names you map and the invoice number QuickBooks gives back. Your QuickBooks records are not copied into The Wash Book.
• The connection credentials are held encrypted on our servers, in a table that no browser session can read — not your staff’s, and not the account owner’s. Only the server-side code that talks to QuickBooks can use them, and only for the business they belong to.
• Disconnecting deletes those credentials and ends all access at once. You can do it from The Wash Book or from inside QuickBooks. Invoices already sent remain in your QuickBooks, because they are your accounting records and not ours to remove.

Connecting Zubie is also optional. If you do, we read your vehicles’ trips and the places you have set up in Zubie, to show when a truck was at a yard and to help fill in time on site. We do not write anything to Zubie. Its connection key is held the same way as the QuickBooks credentials: only server-side code can use it, and disconnecting deletes it.

7. The help assistant and the unit scan

Office logins can ask the help panel questions about how to use The Wash Book, and about their own business — for example, which yards are on the schedule next week, or how many units were washed at a customer last month. The answers are written by an AI model from Anthropic. When someone asks:

• What is sent — the question, the earlier questions and answers in that same conversation, the name of the page they are on, today’s date, and The Wash Book’s own help text.
• When the question is about your business — the assistant can ask for a few fixed lookups (up to eight per question): finding a customer, yard, person, deal or detailing customer by name; one customer or yard, with its contacts (names, phone numbers and email addresses), notes, address, access notes (which can include gate codes), scope, units, regular visits, common complaints and last washes with the crew on them; the schedule over some dates; units washed over some dates, with the notes the crew left; sales deals and their follow-ups; hours on the clock; detailing jobs; and how the business did over some dates, totalled by customer, yard, person, truck, week or day and set beside an earlier span (units, visits, time on site, visits skipped or not logged, and the business’s own invoice totals). Each lookup runs in the asker’s own browser, on the records that login can already see under its permissions, and only a short summary of the result is sent. Some details are sent only to logins whose screens show them: commission figures only to those who see commissions, deal values only to those who see the pipeline, detailing prices only to those who see them, invoice totals only to those who see invoices, and a person’s login email and permissions only to those who manage people.
• What is never sent — anything from your QuickBooks or Zubie connection, an invoice itself (its lines, notes or whether it was paid; only totals, as above), the reasons on time-off or availability requests, conduct marks, card details, passwords and connection credentials.
• What we keep — the conversation: the questions and the answers, so the person can come back to it. It is kept in your business’s book as a record of the person who had it. Only that person can open it in The Wash Book — nobody else in your business, whatever their role — and they can archive or delete any of their conversations at any time. It is stored with the rest of your business’s records (sections 5 and 11) and goes when they do (section 9). Nothing the assistant looked up to answer is kept. We also record that a question was asked, by which login, when, its size and how many lookups it took (section 3).
• What Anthropic does with it — it answers the question and acts as our service provider. Under its commercial terms it does not use what it receives to train its models, and it keeps it only for a limited time for safety and abuse checks.
• Answers can be wrong. Check anything that matters on the page itself; the answers link to it.

The assistant can only read; it cannot change your records. It sees no more than the person asking already can, and it is not available on crew phones.

Scanning a unit number. When a crew member finds a unit that is not on a yard’s list, they can tap Scan and take one photo of the number on the truck or trailer instead of typing it. The same AI model from Anthropic reads the number. When they do:

• What is sent — the photo, made smaller on the phone, and the kind of unit they picked (for example, trailer). Nothing else about the yard, the customer or the person.
• What comes back — the number it read, and any other numbers it saw. It is only a suggestion: the crew member checks it against the vehicle, corrects it if needed, and nothing is added until they tap Add.
• What we keep — not the photo and not the number. We record only that a scan happened, by which login, when, its size and whether a number was read (section 3). Anthropic keeps the photo only for a limited time for safety and abuse checks, under the same terms as above.
• Keep people out of the photo. The photo should show the vehicle’s number; the button says so.

8. Records about employees

Inspection scores and conduct notes are records about identifiable people. Your business is the employer and decides what goes in them; we hold them on your behalf. If one of your employees asks us what we hold about them, we will refer them to you, because it is your record and not ours to explain. Tell your staff what you record about them — in some places you are required to.

9. How long we keep it

For as long as your account is open. After you cancel, records stay available for export during the read-only window and are then deleted 90 days after the account closes. Backups roll off within 30 days. You can delete individual records inside the app at any time; some, like wash entries an invoice depended on, are marked deleted and kept on the record deliberately.

10. What you can ask for

• A copy of everything — available to you directly, from inside the app, whenever you want.
• Correction of anything wrong — you can edit it yourself.
• Deletion of your account and its data — email us and we’ll do it, subject to anything we’re legally required to keep.

11. Security

Access to your records is decided by your own permission settings, enforced in the database rather than by hiding screens in the app — a phone signed in as a washer cannot read your inspections or your pricing even outside the app. The same rule holds for a QuickBooks connection: its credentials are reachable only by server-side code, never by a browser. Traffic is encrypted in transit. Backups are taken daily. No system is perfect; if there is a breach affecting your data we will tell you promptly and say what happened.

12. Cookies

We use only what is needed to keep you signed in and to remember which book you are working in. No advertising or tracking cookies.

13. Children

The service is sold to businesses, and nobody under 18 may create an account. A customer may hold employment records about their own staff who are under 18, because fleet wash companies lawfully employ 16- and 17-year-olds. Where that happens the employer is responsible for handling those records lawfully, including any parental notice or consent their state requires. We do not knowingly collect information from anyone under 18 other than as an employment record entered by their employer.

14. Changes

If this policy changes materially we’ll email account holders before it takes effect.

20 October 2026: conversations with the help assistant (now called Klaus) are kept, so the person who had one can come back to it; section 7 says who can open them — only that person — and that they can be archived or deleted at any time; section 3 changed to match. Nothing more is sent to Anthropic than before.

16 October 2026: the help assistant can also total how the business did over some dates and compare it with an earlier span, including the business’s own invoice totals for logins that see invoices; section 7 lists it, and no longer says invoice totals are never sent. An earlier draft of this version also described proposals written by the AI model from a template; before this version took effect that feature was replaced by templates The Wash Book fills from the deal itself, with no AI model, so section 7 no longer describes it.

13 October 2026: crew can read a unit number off a photo of a truck or trailer with the camera; section 7 says what is sent and that the photo is not kept; sections 3 and 5 changed to match.

12 October 2026: the help assistant can answer questions about your own business by looking up records the person asking can already see; section 7 says what is sent, what never is, and what is kept; sections 3 and 5 changed to match.

11 October 2026: added the help assistant (section 7) and Anthropic as a provider; the provider list now also names Google, Intuit and Zubie, which it should already have named; Zubie added to section 6.

15. Contact

[email protected] · The Mobile Wash Company, LLC, 149 Erickson Rd, Esko, MN 55733