Privacy Policy

About This Policy

This website is developed and operated by WelcomeIn on behalf of Gemini Auto Body & Paint. WelcomeIn acts as a data processor and service provider, processing your information solely on behalf of and under the direction of Gemini Auto Body & Paint. Gemini Auto Body & Paint is the data controller for all personal information collected through this website and determines the purposes and means of processing your data. WelcomeIn processes your data under a Data Processing Agreement (DPA) that contractually binds WelcomeIn to process data only on our instructions, implement appropriate security measures, and assist us in responding to your data rights requests.

Throughout this policy, “we,” “us,” and “our” refer to Gemini Auto Body & Paint as the data controller. References to the platform provider or website operator refer to WelcomeIn in its capacity as Gemini's service provider.

1. Information We Collect

To prepare estimates and coordinate repair work, we collect the following details when you reach out or submit an online estimate request:

• Contact Information — Your name, phone number, email address, and preferred contact method.
• Vehicle Details — Year, make, model, and drivable status of your vehicle.
• Vehicle Identification Number (VIN) — Required on all online estimate submissions so we can match exact parts, paint codes, and trim specifications.
• Damage Information — Text descriptions of vehicle damage, insurance carrier or claim numbers (if provided), and uploaded damage photos.

2. How We Use Your Information

We use the information you provide strictly for the following business purposes. WelcomeIn, as our platform provider, processes this data solely on our behalf to operate the website and estimate system:

• Preparing accurate, line-item collision and paint repair estimates.
• Communicating with you about scheduling, repair progress, and estimate follow-up.
• Coordinating estimates, billing documentation, and approvals with your insurance provider.
• Arranging towing or rental car assistance when requested.
• Improving our website and services through anonymous analytics.

3. Cookies & Analytics

Our website uses minimal, privacy-conscious tools to understand how visitors interact with our estimate process:

• Analytics — We use OpenPanel to track anonymous conversion events (estimate form starts, step completions, and submissions). OpenPanel does not use cookies to track you across websites, and we never send personally identifiable information (names, VINs, phone numbers, email addresses, claim numbers, or photo URLs) to any analytics service.
• Error Tracking — We use GlitchTip to monitor application errors. Error reports exclude personal data and photo metadata.
• Session Cookies — Our admin dashboard uses session cookies for staff authentication. These cookies are strictly necessary for secure access and are not used for marketing or tracking.
• No Advertising Cookies — We do not use cookies for advertising, remarketing, or behavioral profiling.

Cookie Consent. When you first visit our website, a cookie consent banner appears allowing you to accept or decline non-essential cookies. Essential cookies — including those required for the admin dashboard login and core website functionality — are set automatically. Analytics and error-tracking cookies are only set if you accept them. You can change your preferences at any time by clearing your browser cookies and revisiting the site, which will re-display the consent banner. For more details on the specific tools we use, see the descriptions above.

4. Information Sharing & Sales

We value your privacy and operate under strict data-sharing rules:

• We Do Not Sell Your Data — We never sell, rent, trade, or lease your contact information, VIN, vehicle details, or damage photos to third-party marketers, data brokers, or advertising networks.
• Service Providers — We share information with service providers who help us operate our business, including WelcomeIn (our website platform provider and data processor), cloud storage providers, and email services. These providers are contractually bound to process your data only on our instructions and for the specific purposes described in this policy.
• Operational Sharing Only — We share repair-related details with insurance providers, parts distributors, towing partners, or rental vehicle providers solely to coordinate your specific repair job. These partners are contractually bound to use your information only for the purpose of completing your repair.
• Legal Compliance — We may disclose information if required by law, court order, or government regulation.

5. Data Retention

We retain your information only as long as necessary to fulfill the purposes described in this policy:

• Estimate Records — Retained for the duration of your repair relationship plus a reasonable period for warranty and business record-keeping.
• Damage Photos — Stored in secure, encrypted cloud storage. You may request deletion of your photos at any time by contacting us.
• Website Analytics — Anonymous conversion data is retained for up to 12 months. No personal identifiers are stored in analytics.
• Draft Estimates — If you start but do not complete an estimate form, your draft is saved locally in your browser for 7 days and then automatically cleared. We do not store incomplete drafts on our servers.

6. Security

We take the security of your information seriously. WelcomeIn, as our platform provider, implements and maintains the technical security measures for this website:

• All data transmission between your browser and our servers is encrypted using HTTPS/TLS.
• Damage photos are uploaded to secure, S3-compatible cloud storage with restricted access controls — not stored on public web servers.
• Access to the admin dashboard — where estimate records, photos, and customer details are managed — is restricted to authorized Gemini Auto Body staff through authenticated accounts with role-based permissions.
• We regularly review our security practices and update our infrastructure to protect against unauthorized access.

7. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Access — Request a copy of the personal information we hold about you.
• Correction — Request that we correct inaccurate or incomplete information.
• Deletion — Request that we delete your personal information, subject to legal retention requirements.
• Portability — Request your data in a structured, machine-readable format.

To exercise any of these rights, contact us using the information in Section 10. We will respond to your request within 30 days. We will not discriminate against you for exercising your privacy rights.

8. Children's Privacy

Our services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal data, please contact us immediately and we will take steps to delete such information.

9. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal obligations. When we make material changes, we will update the effective date at the top of this page. We encourage you to review this policy periodically. Continued use of our services after changes constitutes acceptance of the updated policy.

10. Questions & Contact

If you have questions about this privacy policy, how we handle your data, or wish to exercise your privacy rights, please reach out:

Gemini Auto Body & Paint
Email: [email protected]
Phone: (408) 216-0548

CCPA/CPRA Notice for California Residents: You have the right to opt out of the sale or sharing of your personal information. We do not sell or share personal information. To learn more or exercise your rights, visit our Do Not Sell or Share My Personal Information page.

You can also review our Terms of Service for information about using our website and estimate services.