Privacy Policy

• Your records are yours. We store them so you can use the app, and for nothing else.
• No ads. No selling or renting your data. No tracking or analytics scripts.
• Scanning an RO sends the picture to Anthropic's Claude, which reads the RO number, vehicle and op codes. The scan does not store the picture and it is not used to train models. We keep it only if you attach it to the RO as a photo.
• You can delete your account and everything in it yourself, any time, from the Account page.

Flat Rate Ledger (“the app,” “we,” “us”) is built and run by Liem Dinh, an individual developer in Los Angeles, California. Questions about this policy or your data go to support@flatrateledger.com.

Your account. Your email address and password (stored only as a one-way hash), or, if you sign in with Google, the name, email address and profile picture Google shares. Any profile details you add, such as your first and last name.

What you log. Repair orders and everything you enter on them: RO numbers, dates, flagged, paid and actual hours, op codes, vehicle year, make, model, mileage and VIN, labor types, tags and notes. Pay period figures, pay stub entries, disputes and recoveries, bonuses and spiffs, clock hours, work schedules, days off, timers, and your settings.

Photos you attach. RO photos and RO templates you upload. These may show whatever is on the paper, so please avoid photographing customer details you don't need.

What you send us. Bug reports and feature requests, including any screenshots you attach. A bug report also records the page you were on, your browser and device type, your screen size and the app version, so the problem can be reproduced.

Error and service records. When something breaks, we record the error, the page and your account ID so we can fix it. See “Who else handles your data” below.

What we don't collect. We don't ask for or store customer names, phone numbers or addresses, your shop's payroll systems, your location, or your contacts. Guest mode keeps everything in your browser tab and sends none of it to us.

• To run the app: save your records, do the math, and show them back to you.
• To sign you in and keep your account secure, including sending password-reset and confirmation emails.
• To find and fix bugs, and to reply to reports and requests you send.
• To prevent abuse: the server briefly counts requests per account and network address. Those counters are held only in memory on our server and clear within about an hour.
• For True Time, only if it's turned on (see below).

We don't use your data for advertising, and we don't sell, rent or trade it.

True Time pools how long jobs actually take, measured by techs, so everyone can see which op codes really pay. It is on by default for new accounts and you can turn it off in Settings at any time.

While it's on, the app shares only the op code, the vehicle, the book hours and your actual hours, with no date finer than the month. It never shares RO numbers, customer information, your shop or your name. Pooled figures are shown only once at least five different techs have logged the same job, so no figure can be traced back to one person. Turning True Time off deletes everything you contributed.

The app runs on a server we operate in Los Angeles. A few outside services help it work. Each gets only what it needs:

• Resend sends account emails (password resets, confirmations). It receives your email address and the message.
• Google, only if you choose “Sign in with Google.” Google tells us who you are; we don't give Google your records.
• Sentry receives error reports so we can fix crashes. They include your account ID, the page and technical details, with emails, IP addresses, cookies and form contents removed before sending. Kept up to 30 days.
• Axiom stores server logs: which action ran, whether it worked, how long it took and your account ID. No emails, record contents or passwords. Kept up to 30 days.
• Backblaze stores our nightly backups. They are encrypted before they leave our server, and Backblaze does not have the key to read them.
• RO scanning. When you tap Scan RO, the photo of your repair order is sent to an AI model (Anthropic's Claude) that reads the RO number, vehicle and op codes. Your list of op codes is sent with it so the codes can be matched. Anthropic does not use it to train models. The scan does not save the picture; it stays on our servers only if you choose to attach it to the RO as a photo. Scanning is limited to a set number of photos per day.
• AI-assisted bug triage. Bug reports you submit, including screenshots, are read by an AI assistant (Anthropic's Claude) that helps investigate and fix the problem. Only the report is shared, not your other records.

We may also disclose information if the law requires it, or to protect the app and its users from fraud or abuse.

The app uses cookies only to keep you signed in. It saves your appearance choices (theme and accent) in your browser. There are no advertising or tracking cookies.

We keep your records for as long as your account exists, because keeping them is the point of the app. You can download a full backup from Settings at any time, and delete individual records whenever you like.

To delete your account, go to Account → Delete account. That permanently removes your account and everything in it, including your photos and any True Time contributions. Error and log records already sent to the services above expire on their own schedule (up to 30 days). If you can't sign in, email us from the address on the account and we'll delete it for you.

We keep encrypted backups so a hardware failure can't wipe your records. A deleted account can remain inside those backups until they expire, about 60 days later. Backups are used only to recover from a failure, never to restore an account you deleted.

Connections to the app are encrypted. Each account can read only its own records, enforced by the database itself. Passwords are never stored in readable form. No system is perfectly secure, so if we ever learn of a breach that affects your data, we'll tell you promptly.

Wherever you live, you can see, download, correct and delete your data from inside the app, or ask us to do it by email. California residents have these rights under the California Consumer Privacy Act, along with the right not to be discriminated against for using them. We don't sell or share personal information for advertising, so there is nothing to opt out of.

The app is for working technicians and is not meant for anyone under 18. We don't knowingly collect data from children; if you believe a child has an account, email us and we'll delete it.

If this policy changes, the date at the top changes with it. If a change affects how your data is used, we'll tell you in the app before it takes effect. The Terms of Service cover the rest of the rules for using the app.