Privacy Policy
Grey Wolf AI Solutions ("Grey Wolf", "we") builds and operates a private service-management platform for marine dealers and service yards. Each customer (a "Dealer") signs a Master Services Agreement with us and receives its own isolated deployment. This policy explains what data the platform handles, why, where it lives, and how to have it removed. It covers the platform, the Grey Wolf website, and any connection a Dealer authorizes between the platform and a third-party system such as QuickBooks Online.
In short: the platform processes a Dealer's business data on that Dealer's behalf, for the sole purpose of running that Dealer's operations. We do not sell data, we do not use one Dealer's data for any other Dealer or for any other purpose, and the Dealer can disconnect any integration or request deletion at any time.
1. Who this applies to
The platform is used by a Dealer's staff (through a staff dashboard, a voice assistant and messaging tools) and by the Dealer's own customers (through a customer portal). Both groups' data is held on the Dealer's behalf. Grey Wolf is a processor of that data; the Dealer is the controller and is responsible for informing its own customers about how their information is used.
2. What we collect
The platform holds only what is needed to run the Dealer's service business:
- Staff account data — name, work email, role, hashed password, login activity.
- Customer and vessel records — contact details, vessel identity and history, service requests, work orders, parts, labor hours, invoices and quotes.
- Communications — email, messages and voice interactions routed through the platform, including transcripts of calls handled by the voice assistant.
- Documents and knowledge — service manuals, training material and records the Dealer chooses to index.
- Integration data — records pulled from systems the Dealer connects to the platform (see section 3).
- Website data — if you contact us through greywolfai.ai, the information you provide in that message. The website does not use advertising trackers.
3. QuickBooks Online and other connected systems
A Dealer may connect its QuickBooks Online company to the platform. The connection is established only when a QuickBooks administrator at the Dealer signs in to Intuit and explicitly authorizes the Grey Wolf application through Intuit's OAuth 2.0 consent screen. Grey Wolf never sees the Dealer's Intuit password.
Once authorized, the platform reads and, where the Dealer has enabled it, writes the following QuickBooks data: customers, items and services, employees and labor rates, time activities, estimates, invoices and payments. This data is used to keep the platform's job-costing, scheduling and customer records consistent with the Dealer's books and to produce invoices the Dealer has approved. It is not used for any other purpose.
The authorization tokens Intuit issues are stored in an encrypted secrets vault, are never written to source code or logs, and are refreshed and rotated according to Intuit's requirements. A Dealer can revoke the connection at any time from the Apps section of its QuickBooks Online account, or by asking us; revocation stops all access immediately. Use of QuickBooks data is also subject to Intuit's own terms and privacy policy.
The same principles apply to every other integration the Dealer authorizes, including email, Slack, vessel-tracking (AIS) providers and telephony.
4. How we use data
- To operate the platform for the Dealer that owns the data: scheduling, service tracking, invoicing, reporting and customer communication.
- To generate drafts and answers using AI models. Where possible these models run on Grey Wolf-managed hardware; where a hosted model is used, only the minimum content needed for the request is sent (see section 6).
- To secure the platform: authentication, rate limiting, audit logging and troubleshooting.
- To meet legal obligations.
We do not sell personal information, do not use it for advertising, and do not use one Dealer's data to train models or build products for anyone else.
5. Where data is stored and how it is protected
Each Dealer's deployment runs on dedicated servers operated by Grey Wolf in the United States, with continuous replication to network storage devices the Dealer owns at its own premises and a daily export to cloud storage the Dealer controls. Grey Wolf has no access to that Dealer-controlled cloud storage.
Data is encrypted in transit (TLS) and at rest. Public access to the platform passes through a zero-trust tunnel; no internal service is exposed directly to the internet. Passwords are stored using one-way hashing and cannot be recovered by anyone, including us. Credentials for every integration are held in a secrets vault and accessed at runtime only. Every action taken by an AI agent on the platform is logged with the tool used, the parameters and the outcome.
6. Sub-processors
We use a small number of third-party services to run the platform. Each is bound to use data only to provide its service to us:
- Cloudflare — network security, DDoS protection and the zero-trust tunnel that fronts the platform.
- Anthropic — hosted AI model used for some language tasks. Content sent is limited to what the request requires and is not used by Anthropic to train models under our commercial terms.
- Intuit — QuickBooks Online, when a Dealer authorizes the connection.
- Microsoft 365 and Slack — email and messaging, when a Dealer connects them.
We will update this list if it changes.
7. Retention and deletion
Data is retained for as long as the Dealer's agreement with Grey Wolf is active. On termination, we deliver a complete structured export to the Dealer within 14 days and confirm in writing that all of the Dealer's data has been removed from Grey Wolf-managed systems within 30 days. A Dealer may also ask us to delete specific records at any time, subject to any legal retention requirement. Disconnecting an integration stops new data from being collected from it; previously imported records remain until deleted by the Dealer or on termination.
8. Your rights
If you are a Dealer's employee or customer and want to access, correct or delete information the platform holds about you, contact the Dealer first, since it controls the data. You may also contact us directly and we will work with the Dealer to fulfil the request. Residents of California and other states with privacy statutes have the rights those laws provide, and we will honor them. We do not discriminate against anyone for exercising a privacy right.
9. Children
The platform and website are business tools intended for adults. We do not knowingly collect information from anyone under 18.
10. Changes
If we make a material change to this policy we will post the new version here with a new effective date and notify each Dealer's designated contact.
11. Contact
Grey Wolf AI Solutions
Chapel Hill, North Carolina, USA
hello@greywolfai.ai