My WashBoard is operated by RJ Lewis (“My WashBoard,” “we,” “us,” or “our”).
This Privacy Policy explains how My WashBoard collects, uses, stores, shares, and protects information when individuals use the My WashBoard website, web application, mobile application, and related services. My WashBoard is primarily a workforce and operations management platform designed for businesses and their employees, managers, and authorized users.
For privacy questions or requests, contact privacy@mywashboardapp.com.
1. Scope of This Policy
This Privacy Policy applies to information processed through My WashBoard, including information associated with user accounts, employees and managers, work locations and organizational assignments, scheduling, attendance, operational tasks and checklists, performance records, management actions, employee recognition and performance metrics, in-app communications, uploaded files, electronic signatures, security and audit records, notifications, analytics, optional location-based weather functionality, and approved third-party integrations.
My WashBoard is primarily intended for workplace use. An employer or other organization using My WashBoard may have its own privacy, employment, recordkeeping, and data-handling responsibilities that are separate from this Privacy Policy.
2. Information We Collect
Account and Identity Information
My WashBoard may collect and store information necessary to create and manage accounts, including full name, email address, employee ID or other internal identifier, job title or position, assigned work location or site, hire date, employment status, termination or separation date, account status, and user role and permissions.
My WashBoard does not currently require users to provide a home address, date of birth, or personal phone number as part of its standard account information.
3. Employment and Workforce Information
Because My WashBoard is designed for workplace operations, the platform may process employment-related information such as work schedules, shift history, attendance information, tardiness, absences, call-offs, performance information, coaching records, training records, disciplinary actions, positive performance records, promotions, demotions, employment-status changes, termination records, electronic signatures and acknowledgments, checklist completion, employee points, badges and recognition, membership sales or similar sales metrics, conversion or performance metrics, leaderboard information, operational assignments, and management documentation.
Authorized managers may access this information according to their assigned role and permissions within My WashBoard.
4. Internal Management Notes
My WashBoard may allow authorized management personnel to maintain internal management notes concerning employees or workplace operations. Access to internal management notes is restricted to GM-level users and above, according to applicable organizational permissions.
Internal management notes are not ordinarily included when an employee or former employee requests a routine copy of their records. Information may still be disclosed where required by applicable law, court order, subpoena, legal process, or other lawful requirement.
5. Messages, Files, and Attachments
My WashBoard may store communications and materials created or uploaded through the platform, including in-app messages, group conversations, management communications, photos, images, PDFs, documents, supporting documentation, badge or checklist proof, and other uploaded attachments.
Users should avoid placing unnecessary sensitive personal information into messages or uploaded documents.
6. Electronic Signatures
My WashBoard may collect electronic signatures and acknowledgments when users sign forms, agreements, employment actions, performance documents, or other records. These signatures may be associated with information such as user identity, email address, date and time, document version, IP address, and browser or device information.
Electronic signatures and related records may be retained as part of the associated business or employment record.
7. Technical, Security, and Analytics Information
My WashBoard may automatically collect technical information necessary to operate, secure, troubleshoot, and improve the service. This information may include IP address, browser information, device information, session information, login activity, authentication events, security events, audit logs, application errors, crash information, feature usage, page or screen activity, and application performance information.
We use this information for account security, authentication, fraud and abuse prevention, troubleshooting, maintaining audit trails, detecting unauthorized activity, improving application performance, understanding feature usage, and developing and improving My WashBoard. We do not use this information to create advertising profiles.
8. Cookies and Session Information
My WashBoard may use cookies, session identifiers, authentication tokens, or similar technologies necessary to keep users signed in, authenticate accounts, maintain secure sessions, remember certain account preferences, protect accounts from unauthorized access, and operate application features.
9. Location Information
My WashBoard does not continuously track employees or users.
My WashBoard includes an optional weather feature that allows an authorized user, such as a site General Manager, to choose “Use My Location” when establishing the weather location for a work site. If the user voluntarily grants location permission, My WashBoard may receive latitude and longitude coordinates from the device. Those coordinates are used to establish the site's weather location.
Users may alternatively enter a city, state, or ZIP code without sharing device location. The saved weather location may remain associated with the site until an authorized user changes it.
My WashBoard does not use location information for employee surveillance, continuous employee tracking, targeted advertising, or selling location information.
10. Car Wash Customer and Member Information
My WashBoard does not currently intentionally collect or store direct personal information about individual car wash customers such as customer names, customer email addresses, customer phone numbers, license plate numbers, credit card numbers, or debit card numbers.
My WashBoard may integrate with approved car wash technology providers in the future. Where integrations are enabled, My WashBoard intends to follow principles of data minimization by processing only information reasonably necessary to provide operational functionality.
For example, My WashBoard may receive or calculate information such as car counts, sales totals, membership totals, conversion metrics, employee-attributed sales, and operational statistics. Where possible, My WashBoard intends to use aggregated or operational information rather than retaining unnecessary direct customer-identifying information.
11. Payment Information
My WashBoard does not currently store credit card or debit card information as part of the workforce and operations platform. If payment functionality is introduced in the future, this Privacy Policy may be updated to explain how payment information is handled and whether an approved third-party payment processor is used.
12. How We Use Information
My WashBoard may use information to provide and operate the service, authenticate users, manage account permissions, maintain workplace records, provide scheduling functionality, manage operational assignments, process checklists and tasks, support performance-management workflows, provide employee recognition features, support management dashboards, facilitate communication between authorized users, process approvals and signatures, send service notifications, maintain audit trails, protect platform security, detect misuse, troubleshoot technical problems, improve features and performance, develop new features, provide customer support, comply with applicable legal requirements, and enforce applicable agreements and policies.
13. Employer and Management Access
Information employees submit or generate through My WashBoard may be accessible to authorized representatives of their employer or organization. Access depends on factors such as role, work site, district, region, management level, organizational permissions, and assigned responsibilities.
My WashBoard uses role-based access controls intended to prevent unauthorized users from accessing information they are not permitted to view. Employers are responsible for determining which individuals should be assigned management roles within their organization.
14. Service Providers
My WashBoard relies on third-party technology providers to operate the platform. These may include providers supporting cloud infrastructure, database services, file storage, authentication, application hosting, push notifications, email delivery, analytics, error monitoring, security, and other infrastructure services.
Current providers include services from Cloudflare and Supabase. These providers may process information when necessary to provide their services to My WashBoard. My WashBoard does not authorize service providers to use My WashBoard user information for their own targeted advertising purposes.
15. Third-Party Integrations
My WashBoard may offer integrations with third-party business platforms. If an employer activates an integration, My WashBoard may receive information from that provider that is necessary to deliver the requested integration.
Potential integrations may include systems related to car wash operations, sales information, membership information, human resources, employee information, time and attendance, maintenance, and other workplace systems. Information obtained through an integration will be handled according to this Privacy Policy, applicable agreements, and any additional terms governing that integration.
16. Sale of Personal Information and Advertising
My WashBoard does not sell personal information.
My WashBoard does not sell employee personal information, user information, email addresses, employment records, or usage profiles. My WashBoard also does not use personal information for targeted or personalized advertising.
17. Email Communications
My WashBoard may send service-related emails such as account invitations, password-reset messages, security notices, approval notifications, schedule notifications, workplace alerts, account-related messages, and other operational communications. These communications may be necessary to provide My WashBoard.
Marketing Emails
My WashBoard may also send marketing or promotional communications. Marketing communications require the user to opt in first. Users who opt in may later unsubscribe from marketing communications.
Unsubscribing from marketing communications will not prevent My WashBoard from sending necessary security, account, workplace, or transactional communications. My WashBoard will not begin sending promotional email campaigns requiring a physical mailing address until an appropriate business mailing address is established.
18. Push Notifications
My WashBoard may send push notifications concerning schedules, tasks, approvals, workplace activity, account activity, security, operational information, and other application functions. Marketing or promotional push notifications require a separate user opt-in.
Users may disable push notifications through their device settings or available My WashBoard notification controls.
19. Data Retention
Employment Records
Following an employee's termination or separation, employment-related records will generally be retained for five years. This may include employment information, attendance records, schedule history, performance records, disciplinary records, signed forms, electronic signatures, messages associated with the employee, uploaded files, attachments, internal management notes, and sales and performance information.
Former employee records generally become read-only after separation. Authorized managers may continue viewing historical records where their permissions allow. Corrections to a former employee record may be made by an Admin or Owner when necessary, and those changes should be recorded in the audit history.
Security and Audit Records
Security and audit information may also generally be retained for five years, including login records, security events, audit logs, relevant IP address information, device or browser information, and historical account activity.
Deletion Review
Records are not automatically destroyed immediately when the five-year period ends. A review must occur before permanent deletion. DM-level users and above may request deletion of eligible historical records after the applicable retention period. Final permanent deletion requires approval from an Admin or Owner. Deletion activity should be recorded in an audit log.
Records may be retained longer when reasonably necessary because of litigation, legal holds, government requirements, investigations, contractual obligations, security incidents, or other applicable legal requirements.
20. Employee and Former Employee Record Requests
Active and former employees may request a copy of certain personal and employment information maintained about them by contacting privacy@mywashboardapp.com.
My WashBoard may require reasonable identity verification before releasing information. Record requests require approval from an Admin or Owner.
A routine employee record response may include applicable employee-facing employment and performance records. Routine responses generally do not include internal management notes, information belonging to other employees, information protected by attorney-client privilege, legally protected confidential information, or information that cannot lawfully be disclosed. Information concerning other individuals may be redacted where appropriate.
The request and release may be recorded in My WashBoard's audit history. Nothing in this section limits rights a person may have under applicable law.
21. Correction Requests
Users may request correction of inaccurate personal information maintained about them. Corrections may require verification or management approval depending on the type of information involved. Changes may be documented through My WashBoard's audit system.
Requests may be submitted to privacy@mywashboardapp.com.
22. Account Deactivation and Employment Records
A user may request deactivation of their My WashBoard account where appropriate. Account deactivation does not automatically erase legitimate employment or business records associated with the user. Employment records may remain within the employer's My WashBoard workspace according to the retention rules described in this policy and applicable law.
23. Security
My WashBoard uses administrative and technical safeguards designed to protect information against unauthorized access, alteration, disclosure, or destruction. Security measures may include authentication controls, role-based permissions, restricted management access, secure sessions, encryption in transit, infrastructure security controls, audit logging, account deactivation controls, access monitoring, security logging, file-access restrictions, and vendor security controls.
No internet-based service can guarantee absolute security. Users are responsible for protecting their account credentials and should immediately report suspected unauthorized account activity.
24. Data Breaches and Security Incidents
If My WashBoard becomes aware of a confirmed security incident involving personal information, we will investigate the incident and take reasonable steps to contain and address it. Affected users, organizations, regulators, or other parties will be notified when required by applicable law. My WashBoard may maintain documentation concerning security incidents and response actions.
25. Legal Disclosures
My WashBoard may disclose information when reasonably necessary to comply with applicable law, respond to a valid subpoena, respond to a court order, respond to lawful government requests, protect the rights or safety of users, investigate fraud or security incidents, enforce agreements, or establish or defend legal claims.
Where appropriate, My WashBoard will seek to limit disclosure to information reasonably necessary for the applicable legal requirement.
26. Business Transfers
If My WashBoard is involved in a merger, acquisition, reorganization, financing, sale, transfer, or other change in ownership or control, information associated with the service may be transferred as part of that transaction. Any successor operating My WashBoard will be expected to handle information in accordance with applicable law and the privacy commitments governing the information at the time of transfer.
27. Users Under 18
My WashBoard is a workplace service and is not designed for children. Users between 13 and 17 years old may use My WashBoard where their employer or organization permits them to have an account.
My WashBoard accounts are not intended for children under 13 years old. If My WashBoard learns that information was improperly collected from a child under 13, appropriate steps may be taken to remove the information.
28. International Users
My WashBoard is currently primarily operated and marketed for customers in the United States. My WashBoard may consider customers outside the United States on a case-by-case basis.
Before actively onboarding customers in jurisdictions with additional privacy requirements, My WashBoard may evaluate whether additional contractual, privacy, security, or regulatory requirements apply. Users accessing My WashBoard from outside the United States should understand that information may be processed or stored in the United States or other locations where My WashBoard's service providers operate.
Where applicable law provides additional privacy rights, My WashBoard will address qualifying requests in accordance with those legal requirements.
29. Marketing Choices
My WashBoard requires users to opt in before receiving marketing or promotional emails or marketing push notifications. Users may withdraw that consent later.
Marketing preferences do not affect necessary communications relating to security, account administration, workplace activity, schedules, tasks, approvals, or required service notices. My WashBoard does not sell user email addresses or marketing lists.
30. Changes to This Privacy Policy
My WashBoard may update this Privacy Policy as the service changes. The effective date and version of the Privacy Policy may be tracked.
Minor administrative or wording changes may be posted without interrupting access to the service. For material or significant changes, My WashBoard intends to provide users with an in-app notification and an email notification where available.
Users may also be required to review and acknowledge a materially updated Privacy Policy before continuing to use My WashBoard. Acknowledgment of an updated policy may be recorded for compliance and audit purposes.
31. Your Privacy Choices and Questions
Depending on your relationship with My WashBoard and applicable law, you may be able to request a copy of certain personal information, request correction of inaccurate information, ask questions about how information is handled, change marketing preferences, withdraw marketing consent, disable optional location permission, disable push notifications through your device, or report a suspected privacy or security concern.
Some information may need to remain stored because it forms part of an employer's legitimate business or employment record. Requests will be reviewed in accordance with applicable law, contractual requirements, legitimate business needs, and My WashBoard's retention policies.
32. Contact My WashBoard
My WashBoard
Operated by RJ Lewis
Email: privacy@mywashboardapp.com
Website: mywashboardapp.com