Privacy policy

1. Purpose and Scope This Policy explains how KWR collects, uses, protects, stores, and shares Customer information while providing Products, Services, website functionality, and normal business operations.

2. Our Privacy Commitment Customer information exists to support the Customer relationship - not to create another revenue stream. KWR collects information reasonably necessary to provide requested Products and Services, process transactions, communicate, maintain Business Records, comply with legal obligations, improve operations, and protect Customers and KWR. KWR does not sell, rent, license, trade, or otherwise monetize Customer personal information to advertisers, marketing companies, data brokers, or other third parties.

3. Information We Collect

·         Information provided by the Customer, including name, company, address, telephone number, email, Vehicle information, shipping details, project information, communications, files, and photographs;

·         Information generated during Services, including diagnostics, calibration information, Engineering Baselines, Business Records, Progress Records, engineering notes, Vehicle Configuration, photographs, and Quality Control documentation;

·         Website and technical information such as browser, device, IP address, session information, analytics, and cookie data.

4. How We Use Information KWR may use information to provide Products and Services, prepare Estimates and invoices, process payments, coordinate shipping, maintain Business Records, document Engineering Baselines, provide support, administer warranty matters, improve operational efficiency, comply with legal obligations, and protect legitimate interests. Operational information, service history, diagnostic findings, and engineering observations may be used to improve Products, Services, documentation, engineering practices, internal processes, customer support, and educational resources. When practical, improvement work should use information that does not identify individual Customers.

5. Information Sharing KWR shares information only when reasonably necessary to provide requested Products and Services, complete authorized transactions, comply with law, or protect legitimate Customer or KWR interests. Information may be shared with qualified third-party service providers for payment processing, fraud prevention, identity verification, fulfillment, shipping, licensing, hosting, communications, IT support, warranty administration, or similar legitimate functions. KWR does not provide Customer contact information to third parties for their independent advertising or marketing purposes.

6. Payment Information Payments are processed through qualified third-party payment providers. KWR limits access to payment information to personnel and systems with a legitimate business need and does not intentionally store complete payment-card information except as reasonably necessary or permitted by applicable law and payment-industry requirements.

7. Business Records and Retention KWR retains Business Records for periods reasonably necessary to support customer service, engineering reference, warranty administration, legal compliance, financial recordkeeping, operational continuity, and other legitimate business purposes. Retention periods vary by record type and applicable requirements.

8. Marketing Communications KWR may communicate regarding active projects, orders, Estimates, warranty matters, technical support, accounts, safety information, or other communications reasonably related to the Customer relationship. Optional newsletters, product announcements, educational content, or event information may be offered, and Customers may opt out of optional marketing communications.

9. Cookies and Analytics Website cookies, similar technologies, and analytics tools are governed in more detail by the KWR Cookie Policy. Where required by applicable law, appropriate consent will be obtained for non- essential technologies.

10. Customer Rights and Requests Depending on location and applicable law, Customers may have rights relating to access, correction, deletion, portability, restriction, objection, or other treatment of personal information. KWR will respond to applicable requests in accordance with the law governing the request.

11. Data Security KWR employs commercially reasonable administrative, technical, and operational safeguards intended to protect information against unauthorized access, disclosure, alteration, misuse, or destruction. Detailed internal security architecture, monitoring methods, verification procedures, and protective technologies are not publicly disclosed.

12. Customer and Vehicle Imagery Ownership of a KWR-created photograph does not by itself determine whether identifiable Customer or Vehicle imagery may be used publicly. Public or promotional use remains subject to applicable privacy, Customer authorization, and media-use practices.

13. Administration This Policy is the authoritative source for KWR personal-information practices and should be read with the Terms of Service, Cookie Policy, Payment Security & Fraud Prevention Policy, and applicable legal notices.


Cookie Policy

 

1. Purpose and Scope This Policy explains how KWR uses cookies and similar technologies on its website, Customer Portal, and other online services. The Privacy Policy remains the authoritative source for personal- information practices.

2. What Cookies Are Cookies are small text files placed on a device by websites or online services. Similar technologies may include local storage, session identifiers, pixels, and other tools used for comparable purposes.

3. Essential Cookies Essential technologies support core website functionality such as page navigation, security, authentication, shopping-cart functionality, and other features required for normal operation.

4. Functional Cookies Functional technologies may remember Customer preferences or settings and improve convenience between visits.

5. Performance and Analytics Performance and analytics technologies help KWR understand website use and improve functionality, navigation, security, performance, educational resources, and customer experience. When reasonably practicable, KWR prefers aggregated or de-identified analytics for improvement purposes.

6. Security Technologies Certain technologies support fraud prevention, authentication, account security, abuse prevention, and other protective measures.

7. Third-Party Technologies Qualified third-party service providers supporting hosting, analytics, payment processing, fraud prevention, Customer Portal functionality, communications, or other business operations may use cookies or similar technologies as reasonably necessary to provide their services.

8. Customer Choices and Consent Most browsers permit users to block, delete, or limit cookies. Disabling certain technologies may affect website functionality, Customer Portal features, shopping-cart operation, saved preferences, or other services. Where applicable law requires consent for non-essential cookies or similar technologies, KWR will obtain the required consent.

9. Administration KWR may revise this Policy as website technology, law, security practices, or online services evolve.


Customer Portal & Electronic Communications Policy

 

1. Purpose and Scope This Policy governs electronic communications, digital approvals, Customer Portal functions, electronic documents, secure file delivery, account security, and related digital interactions used to support KWR Products and Services.

2. Technology-Neutral Standard This Policy describes processes without promising any particular portal, software platform, messaging feature, or provider. KWR may use shop-management software or other qualified systems to implement these functions.

3. Electronic Communications KWR may communicate through email, telephone, approved electronic systems, Customer Portal features, electronic document delivery, and other Customer-authorized methods. Project updates, approval requests, Estimates, invoices, photographs, shipping information, technical information, and other communications may be provided electronically.

4. Customer Contact Information Customers are responsible for providing accurate and current contact information and should promptly notify KWR of material changes. Customers are encouraged to monitor authorized communication channels for project updates, invoices, approvals, and shipping notifications.

5. Electronic Approvals Where permitted by applicable law, KWR may accept electronic approval of Estimates, revised Estimates, change orders, project authorizations, shipping approvals, invoices, and other transaction-

related matters. Approved methods may include electronic signatures, authenticated responses, secure digital authorization systems, or other commercially reasonable methods accepted by KWR.

6. Account and Portal Security Customers are responsible for maintaining the confidentiality of credentials and authentication codes and should notify KWR promptly if unauthorized access is suspected. KWR may implement multi-factor authentication, device verification, or other security improvements as systems evolve.

7. Electronic Records Electronic communications, approvals, Estimates, invoices, project updates, photographs, engineering documentation, calibration records, and other digital information may become Business Records. Record retention and integrity are governed by the Data Management & Business Records Policy.

8. Digital File Delivery KWR may deliver calibration files, software updates, engineering documentation, wiring information, configuration files, photographs, reports, or other electronic deliverables through approved electronic methods. KWR may verify identity, payment status, and project authorization before release.

9. Customer Assistance If a Customer experiences difficulty accessing electronic communications, documents, or deliverables, KWR will make reasonable efforts to provide an appropriate alternative method.

10. Privacy and Security Electronic communications are administered in accordance with the Privacy Policy and Payment Security & Fraud Prevention Policy. No electronic system can guarantee absolute security.

11. Administration This Policy should be read with the Terms of Service, Privacy Policy, Payment Security & Fraud Prevention Policy, and Data Management & Business Records Policy.


Data Management & Business Records Policy

 

1. Purpose and Scope This Policy establishes how KWR creates, maintains, protects, organizes, retains, and manages Business Records and engineering documentation. Good engineering depends on good documentation.

2. Guiding Principles

·         Accuracy over assumptions;

·         Documentation supports engineering;

·         Records should be clear and traceable;

·         Important project history should be preserved;

·         Customer information must be protected;

·         One authoritative record should be used whenever reasonably practicable.

3. Business Records Business Records include documentation reasonably necessary to conduct, support, document, or verify Products, Services, engineering activities, Customer relationships, financial transactions, operational activities, and legal compliance.

·         Estimates, repair orders, invoices, and work records;

·         Vehicle and project intake records;

·         Engineering notes, Progress Records, diagnostics, calibration files, ECU backups, data logs, photographs, wiring and CAN documentation;

·         Customer communications, warranty records, shipping and payment records;

·         Quality Control documentation and completion records.

4. Engineering Records Engineering Records may include Engineering Baselines, Original Vehicle Configuration, Original System Configuration, diagnostic observations, calibration history, revision history, configuration changes, programming records, validation results, and engineering recommendations.

5. Progress Records Progress Records document significant project milestones such as status updates, photographs, engineering observations, Customer approvals, configuration changes, Quality Control activities, testing, and completion notes.

6. Evidence Integrity Customer-provided information, KWR observations, and KWR engineering conclusions are distinct categories and should remain distinguishable in the record. KWR makes reasonable efforts to maintain accurate records based on information available when the record is created; records do not guarantee future conditions or information that was unavailable at the time.

7. Retention and Archiving KWR retains Business Records for periods reasonably necessary to support customer service, engineering reference, warranty administration, legal compliance, accounting, operational continuity, and legitimate business interests. Different records may have different retention periods. Inactive records may be archived while preserving appropriate future access.

8. Confidentiality and Access Business Records may contain confidential Customer information, calibration files, proprietary engineering material, security information, and other protected information. Access is limited to personnel and qualified service providers with a legitimate business need.

9. Configuration and Revision History Significant changes to Vehicle Configuration, Original System Configuration, engineering recommendations, calibration files, project scope, Customer approvals, or other material project information should be documented. Subsequent changes should preserve history rather than overwrite or obscure earlier records.

10. Customer Access and Internal Records Customers may request copies of records relating to their own projects subject to applicable law, confidentiality, intellectual-property rights, manufacturer restrictions, and legitimate business considerations. Internal engineering notes, proprietary calibration methodologies, internal Quality Control documentation, security procedures, trade secrets, and similar internal records are not automatically Customer deliverables merely because they relate to a Customer project.

11. System of Record Where an approved KWR business system is designated as the System of Record for an operational process, separate duplicate records should not be created unless duplication serves a legitimate

engineering, financial, legal, operational, continuity, or customer-service purpose. KWR's existing shop-management software is the System of Record for the transactional functions it already manages.

12. Continuous Improvement and Administration KWR reviews documentation practices, engineering procedures, record-management processes, and operational workflows to improve accuracy, efficiency, Quality Control, customer service, and long- term knowledge preservation.