MCWW Hub Privacy Policy

1. Scope

This Privacy Policy explains how Motor City Wash Works, Inc. (“MCWW”, “we”, “us”), 48285 Frank Street, Wixom, Michigan 48393, collects, uses, shares and protects personal information when you use the MCWW Hub at mcwwhub.com and its related applications and services (the “Hub”). It applies to MCWW employees and to the distributors, dealers, sales representatives and other business partners who are authorized to use the Hub. It also explains how we handle the personal information those users enter about their customers and prospects. This policy does not cover MCWW’s public website or MCWW’s other products, which have their own notices.

The Hub is a business tool and is not intended for consumers or for anyone under 18. We do not knowingly collect information from children.

2. What we collect

Information you give us

• Account details: your name, work email address, company, job title or role, and, if you sign in with Microsoft, the name and email address your organization’s Microsoft account provides. If two-step verification is enabled for your account, the mobile phone number you enroll.
• Quotes, agreements and documents: the content of quotes, proposals, pro-forma invoices, drawings, call reports and agreements you create, including the business names, site addresses, and names, work email addresses and phone numbers of customer and prospect contacts you enter; any files you attach; and the signatures, names, email addresses and timestamps recorded when a document is signed electronically.
• Communications: messages you send to the Hub’s assistant, bug reports and screenshots you submit, feedback, and emails you send us.

Information collected automatically

• Sign-in and security records: the date and time of each sign-in, your IP address, the approximate city, region and country derived from it, and your browser and device type.
• Activity and audit records: actions taken in the Hub such as creating, editing, sharing, approving or deleting a quote, changing a discount, uploading a resource, approving a user or changing a role, together with who did it and when. These records support security, accountability and dispute resolution.
• Technical data: server logs, error reports and performance data generated by the Hub and by the platforms that host it.
• Cookies and similar technologies: see section 7.

Information from other sources

• From your organization: if you are an MCWW employee, information from MCWW’s own records and from Microsoft Entra ID. If you are a distributor, the roster of authorized contacts your company provides to MCWW.
• From MCWW’s business systems: customer account numbers, contacts, contract pricing and order history from MCWW’s ERP and accounting systems, so that quotes can be attached to the right customer.
• From data providers: geocoded addresses, traffic counts, demographic and market data, and publicly available business listings for car washes, used in the Hub’s Sales Map and market-analysis features. This information is about businesses; where it includes a business owner’s or manager’s name or work contact details, we treat it as business contact information.

3. How we use information

We use personal information to:

• create and administer your account, approve access, assign roles and permissions, and authenticate you;
• operate the Hub’s features: configuring and pricing quotes, generating documents, sending documents for signature, managing approvals, tracking opportunities and customers, planning sales routes and producing reports;
• send transactional notices, such as approval requests and decisions, shared-quote notifications, signature requests and completions, sign-up notices to administrators, password resets and security codes;
• secure the Hub and detect, investigate and prevent unauthorized access, shared credentials, fraud and abuse;
• maintain audit trails and business records, including for quotes, contracts and disputes;
• support you, respond to bug reports and improve the Hub;
• analyze usage in aggregate to understand how the Hub is used and which products are quoted; and
• comply with law and enforce our Terms of Service and other agreements.

We do not sell personal information, and we do not use it for third-party advertising.

4. Assistant and artificial-intelligence features

The Hub’s assistant and route planner send the text of your request, together with relevant catalog, quote, customer and prospect data needed to answer it, to a third-party AI model provider (Anthropic, PBC) through its business API. Under that provider’s business terms, the content sent is used to generate a response and is not used to train the provider’s models. Do not include sensitive personal information in requests to the assistant.

5. Who we share information with

We share personal information only as described here.

• Inside MCWW: with employees who need it to do their jobs, such as sales management, engineering, order processing and IT. Administrators can see account details, sign-in records and audit records. Managers and approvers can see the quotes and discount requests of the people they oversee. Quotes created by distributors are visible to the MCWW sales representative responsible for that distributor’s territory.
• With your company: if you use the Hub through your employer or a distributor, that organization may see quotes and activity associated with its account.
• With customers: a quote, proposal or agreement you choose to send names you and your company as its author. When a document is sent for electronic signature, the signer sees the names and email addresses of the other parties to that document.
• With service providers: companies that process information on our behalf under contracts that restrict their use of it. The providers we use today are listed below.
• For legal reasons: to comply with law, regulation, legal process or a government request; to enforce our agreements; or to protect the rights, property or safety of MCWW, our users or others.
• In a business transaction: if MCWW is involved in a merger, acquisition, financing or sale of assets, personal information may be transferred as part of that transaction, subject to this policy.

6. Where information is stored and international transfers

The Hub is hosted in the United States. If you use the Hub from outside the United States, your information will be transferred to, stored in and processed in the United States, where data-protection laws may differ from those in your country. By using the Hub you consent to that transfer. Where required by law, we rely on contractual safeguards with our service providers for onward transfers.

7. Cookies and similar technologies

The Hub uses cookies and browser storage that are necessary for it to work: a session cookie that keeps you signed in, cookies that remember that you have completed a security check or acknowledged a notice, and local browser storage for preferences such as your last-used view or filters. We do not use advertising cookies or third-party tracking cookies. Our hosting and map providers may set their own technical cookies as part of serving the Hub. Because these cookies are required for the Hub to function, there is no cookie-consent banner; you can clear or block cookies in your browser, but the Hub will not work without the session cookie.

8. Retention

We keep account details and sign-in records for as long as your account is active and for a reasonable period afterwards for security and audit purposes. Quotes, agreements, signed documents, approval records and audit logs are MCWW business records and are retained for as long as needed for our business, contractual, tax and legal obligations, which may be for the life of the customer relationship and for several years after. Deleted quotes are moved to a trash folder first and can be recovered by an administrator before they are permanently removed. Bug reports and their screenshots are kept until the issue is resolved and for a period afterwards. Assistant conversations are not stored by MCWW beyond the current session, other than in ordinary server logs.

9. Security

We protect information with administrative, technical and physical safeguards appropriate to a business application, including encryption of data in transit and at rest, role-based access controls enforced at the database level (each user can see only the records their role and permissions allow), administrator approval before any account gains access, sign-in logging, audit trails of sensitive actions, and private storage for documents and attachments accessible only through authenticated, time-limited links. No system is perfectly secure; if we learn of a security incident affecting your personal information we will notify you and the relevant authorities as required by law.

10. Your choices and rights

You can review and update your name and contact details in the Hub or by contacting your administrator. You can close your account by asking your administrator or contacting us; some information will be retained as described in section 8. Transactional notices are part of operating the Hub and cannot be switched off while your account is active.

Depending on where you live, you may have rights to access, correct, delete or export your personal information, to object to or restrict certain processing, or to lodge a complaint with a supervisory authority. To exercise a right, contact us at privacy@mcww.com. We will verify your identity and respond as the law requires. If MCWW processes information on behalf of your employer or your distributor, we may refer your request to that organization.

Information about customers and prospects entered by Hub users is processed by MCWW for its own business purposes as the seller of the quoted equipment and on behalf of the distributor who entered it. If you are a customer contact and wish to correct or remove your details, contact the MCWW representative or distributor you have dealt with, or contact us at the address below.

11. Changes to this policy

We may update this policy from time to time. We will post the updated version in the Hub with a new effective date and, for material changes, notify you by email or by a notice when you sign in. Your continued use of the Hub after the effective date means you accept the updated policy.

12. Contact us

Motor City Wash Works, Inc. · 48285 Frank Street, Wixom, Michigan 48393, USA · (248) 313-0271 · privacy@mcww.com. Please put “MCWW Hub privacy” in the subject line.