Privacy policy — RV Service Tool

1. Who we are

RV Service Tool is a web portal and mobile app for field-service reporting. The controller for the personal data described here is Van Dijk App Solutions, registered with the Dutch Chamber of Commerce (KvK) under number 84806303, located at Eek 10, 1274 GM Huizen, the Netherlands.

For companies that use RV Service Tool, we usually act as a processor: your company decides what goes into reports, and we process that data on your behalf under the service agreement (NDA & AVG processing terms) your company signs.

2. What data we collect

Account data: name, email address, role, company, password (stored only as a secure hash) and two-factor authentication settings.
Service reports: customer name, address, contact person, call ID, machines and serial numbers, parts, hours, trips, work performed, checklist answers and photos, and the customer's signature and name.
Planning (Pro package): planned jobs, assigned mechanic, dates and times.
Office recipients: names and email addresses your company adds to receive reports.
Billing data: subscription status and seats. Payment details are handled by Stripe; we never see or store your full card details.
Agreement data: name of the signer, date, language and the signature for the NDA & AVG agreement.
Contact form and support chat: your name, email address and the messages you send us.
Website visits: an anonymous random visitor ID, the page visited and the time, used only to count visits.

3. Why we use it (legal basis)

To provide the service you or your company signed up for: accounts, reports, emails to your office, planning and checklists (performance of a contract).
To keep accounts secure, for example two-factor authentication and approving new companies (legitimate interest).
To handle subscriptions and invoices, and to meet tax and accounting rules (legal obligation).
To answer your questions through the contact form or support chat (legitimate interest).
To count website visits so we can improve the site (legitimate interest). No personal profile is built.

4. Report emails

Reports are sent from RV Service Tool on your behalf, shown with your name, and replies come back to your email address. The report, PDF and parts list are sent only to the office recipient you choose.

5. Who we share data with

We do not sell your data. We only share it with service providers that help us run RV Service Tool, under agreements that require them to protect it:

Hosting and database providers, which store the app and its data.
An email delivery provider (Resend), which sends report emails and contact-form messages.
Stripe, which processes subscription payments.
An AI model provider (Google Gemini), which generates answers in the support chat. Please don't share sensitive personal data in the chat.

Some of these providers may process data outside the European Economic Area. In that case we rely on the safeguards the AVG/GDPR allows, such as the EU Standard Contractual Clauses.

6. How we protect it

All traffic is encrypted with HTTPS.
Passwords are stored as secure hashes, and two-factor authentication is required.
Each company only sees its own data, and roles (manager, office, mechanic) limit what each user can do.
New companies are approved by us before they can log in.

7. How long we keep it

In line with the AVG/GDPR, we keep personal data no longer than needed for the purposes above:

Account and report data: for as long as your company has an active account. After the account ends, we delete or anonymise this data, unless your company asks us to hand it over first or the law requires us to keep it longer.
Billing and invoice records: 7 years, as required by Dutch tax law (fiscale bewaarplicht).
Contact-form and support-chat messages: only as long as needed to handle your question.
Website visit counts: anonymous, kept only to show visit statistics.

8. Cookies and local storage

We do not use advertising or tracking cookies. Your browser's local storage keeps your login session, your language choice and an anonymous visitor ID. You can clear these at any time in your browser settings.

9. Your rights

Under the AVG/GDPR you have the right to access, correct or delete your personal data, to restrict or object to its processing, and to receive it in a portable format. If you use RV Service Tool through your employer, you can also contact your company's manager.

Email info@rvservicetool.nl to use these rights. We respond within one month. You can also file a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

10. Changes to this policy

We may update this policy when the service changes. The date at the top shows the latest version. We will let account holders know about important changes.