Brand update: ReturnWave is the new name of the service previously called DealerFlow. Existing accounts, subscriptions and service records remain on the same platform. This branding update does not identify a different contracting entity.

Privacy Policy

ReturnWave provides a service-business CRM, customer and service-history management tools, optional QuickBooks Online integration, and configurable email reminders. This policy explains categories of information we process, why we process them, and available choices. “ReturnWave,” “we,” “us,” and “our” refer to the operator of the Service.

1. Information we process

• Account and business details: email address, username, business name and type, account role, authentication status, support requests, and subscription information.
• Customer and business records: customer names, contact information, vehicles or equipment, service notes or descriptions, invoice and reminder details entered or imported by authorized users.
• QuickBooks Online records: when a business elects to connect QuickBooks, ReturnWave may retrieve customer identifiers, names, email addresses, phone numbers, invoice identifiers, dates, amounts, balances, invoice status, and service descriptions within the permissions granted.
• Integration credentials: QuickBooks authorization tokens, stored encrypted on the server, and connection metadata. We do not request your QuickBooks password.
• Operational and security information: technical request records, access and error logs, and information used to protect, troubleshoot, and maintain the Service.

2. How we use information

We use information to operate ReturnWave; authenticate and authorize users; display and maintain business records; synchronize selected QuickBooks data; configure or deliver requested customer reminders; process subscription status; provide support; diagnose errors; prevent abuse; and meet applicable legal obligations. We do not use one business’s customer-level data to serve another business.

3. QuickBooks authorization and control

Connecting QuickBooks is optional and requires authorization through Intuit. Authorized business administrators can initiate the connection. ReturnWave uses permitted access to read and import information needed for its features. You can revoke ReturnWave’s Intuit access through your QuickBooks account. Revoking access stops new authorized API access after revocation takes effect; previously imported information may remain in ReturnWave until deleted under applicable retention rules or a valid deletion request.

4. Sharing and service providers

We may share information with service providers as needed to deliver the Service, including Supabase for authentication and database hosting, Vercel for website hosting, Resend for configured email delivery, Whop for subscription billing, and Intuit for QuickBooks connections. Such providers process information subject to their own service terms and applicable privacy commitments. We do not sell dealership customer contact lists to advertisers.

5. Data security

We apply access controls intended to separate dealership records, authenticated account access, and server-side protection for integration credentials. QuickBooks access and refresh tokens are encrypted before storage. No internet service can guarantee absolute security. Please use strong, unique passwords, restrict account access to authorized personnel, and report suspected security issues promptly.

6. Retention and deletion

We retain account and dealership records while needed to provide the Service and for legitimate operational, security, billing, dispute-resolution, or legal purposes. Retention varies by record type and applicable obligations. Disconnecting QuickBooks does not itself delete previously imported records. Authorized dealership representatives can request access, correction, or deletion by contacting support; we will evaluate requests subject to applicable law and contractual obligations.

7. International processing

ReturnWave uses cloud providers that may process or store information outside the province, state, or country in which a dealership or its customers are located, including in the United States. Applicable privacy and cross-border rules may therefore apply.

8. Dealership privacy responsibilities

Dealerships determine which customer records they enter or authorize for import and which reminders they configure. Each dealership is responsible for providing any required customer notices, obtaining appropriate marketing consents, honoring opt-outs, and using imported customer data lawfully. For information supplied by a dealership, ReturnWave generally acts as a service provider to that dealership.

9. Your privacy choices

Depending on applicable law and your relationship to a dealership, you may request access, correction, deletion, or information about processing. Contact the dealership that holds your service record for requests concerning that dealership’s records, or contact ReturnWave at the email below for assistance. We may need to verify identity and authority before acting on requests.

10. Changes and contact

We may revise this policy as our services and legal requirements evolve. The revised effective date will appear above. Questions or privacy requests may be sent to support@mailyourserviceteam.com.