This notice explains how Agentic System Ltd handles personal information when you use AutOS, our workshop management software for independent automotive repair businesses in New Zealand and Australia. We follow the New Zealand Privacy Act 2020. If you are in Australia, similar privacy principles apply and you can contact us or the Office of the Australian Information Commissioner (oaic.gov.au) about our handling of your information.
Who we are
AutOS is operated by Agentic System Ltd. For privacy questions, email hello@agenticsystems.co.nz.
Our role and your workshop's role
If you sign in as workshop staff, we decide how we collect and use your account information to provide AutOS.
If you are a customer of a workshop that uses AutOS, the workshop decides what customer and vehicle information to collect and why. We store and process that information on the workshop's instructions so they can run bookings, jobs, and invoices. Contact the workshop first if you want access to or correction of your records. We will help the workshop respond when needed.
Public booking, job approval, and job status pages are run for a specific workshop. The information shown there is chosen by that workshop.
What we collect
We collect only what AutOS needs to operate today:
- Staff sign-in: email address and password (handled by Google Firebase Authentication; we do not store your password), your role, link to your staff profile, and a secure session cookie (
__session) after you sign in. - Workshop settings: business name, address, phone, email, logo, tax identifiers (GST and NZBN for New Zealand, or GST and ABN/ACN for Australia), opening hours, bay count, staff names, roles, roster hours, contact details, and pay rates visible to the owner.
- Workshop records: customer names, mobile, landline, email, and notes; vehicle registration, make, model, year, colour, odometer, WoF/CoF and service dates; bookings, jobs, parts usage, invoices, and payments recorded in the app.
- Online booking requests:your name, mobile and/or email, vehicle details, and services you request when you use a workshop's public booking page.
- Approval and status links: job, vehicle, and invoice details the workshop exposes through a unique link. Anyone who has the link can view that page.
- Optional Gmail connection: if the workshop connects Gmail in Settings, we store the connected mailbox address and access tokens and read supplier purchase-order email only for scanning into parts orders.
- AI features:text you type or speak into Ask AutOS, mechanic notes used to draft invoice lines, and related prompts sent to our AI provider. Voice input uses your browser's speech recognition; we receive the transcript, not a stored audio recording.
- Email: addresses and message content for emails AutOS sends through our email provider (booking confirmations, approval and status links, ready-for-collection notices, and service reminders). Reminders are sent by email only. AutOS does not send SMS or WhatsApp messages.
- Payments: invoices may record how a customer paid (card, bank transfer, or cash). AutOS does not process card payments and does not store card numbers.
Why we use it
- Provide and secure the AutOS service for each workshop.
- Keep each workshop's data separate from other workshops.
- Send transactional emails the product is designed to send.
- Generate draft invoice text and assist staff with in-app commands.
- Operate optional Gmail purchase-order scanning when connected.
- Support workshops and respond to legal or safety requirements.
Who we share it with
We do not sell personal information. We disclose it only as follows:
- The workshop — its authorised staff can access its own customers, vehicles, jobs, and invoices.
- Service providers that help us run AutOS, including Google (Firebase sign-in; Gmail and browser speech recognition when used), OpenAI (AI drafting and the command bar), Resend (email delivery), Vercel (hosting), and Neon (PostgreSQL database). These providers may process data outside New Zealand, including in the United States, under their own terms and safeguards.
- Platform operators — a small set of Agentic System Ltd staff who administer the platform when required to support or secure the service.
- Law — when we must comply with law, court order, or to protect rights, safety, or the integrity of AutOS.
Cookies and similar technologies
We use a session cookie after sign-in and Firebase uses its own storage for authentication. We do not use advertising or analytics cookies in AutOS.
How long we keep it
We keep workshop data for as long as the workshop uses AutOS. When an account ends, we delete or anonymise data within a reasonable time unless we must retain it for a legal claim, audit, or law. Workshops can email us to request account closure and deletion of their data.
Security
We use technical and organisational measures appropriate to a business SaaS product, including access controls so each workshop sees only its data. Public links use long random tokens; treat them as confidential and do not share them publicly.
Your rights
You may ask us for access to or correction of personal information we hold about you as a staff or platform user. Customers should contact their workshop first. Email hello@agenticsystems.co.nz.
If you are not satisfied, you may complain to the Office of the Privacy Commissioner (privacy.org.nz). Australian residents may also contact the OAIC (oaic.gov.au) about our handling of their information.
Children
AutOS is a business tool for workshops. It is not directed at children under 16, and we do not knowingly collect their personal information.
Changes
We may update this notice from time to time. We will change the effective date at the top of this page when we do. Material changes for workshop accounts may also be communicated by email to the address on the account.