Privacy Policy

1Who this policy covers

DiveDesk serves two different groups of people, and the difference matters for your rights under this policy.

• Shops. Dive shops and their staff who subscribe to DiveDesk and log into the admin. When a shop signs up, we collect information about that business and the people who work there. For this information, DiveDesk is the party responsible for how it is handled.
• Divers. A shop’s own customers — students, certified divers, rental and service customers — whose records live inside that shop’s DiveDesk account. For this information, the shop decides what is collected and why; DiveDesk stores and processes it on that shop’s instructions. If you are a diver and you want your records corrected or deleted, contact your dive shop first — they control the account. We will help them carry it out.

Each shop’s data lives in its own separate database. One shop cannot see another shop’s divers, orders, or records.

2What we collect

From shops: business name and address, staff names, email addresses, phone numbers, role assignments, and a securely hashed password. We never store passwords in a form we can read.

Diver records entered by shops: name, email address, phone number, mailing address, date of birth, emergency contact, certification history, course enrolments and training records, rental and equipment-service history, trip bookings, and purchase history.

Health information: where a shop uses our waiver and medical-questionnaire features, DiveDesk stores diver medical statements and the signed forms that go with them. We treat this as sensitive information: it is restricted to the staff roles a shop authorises, and it is never used for anything except showing it back to that shop and the diver who signed it.

Signatures and documents: electronic signatures captured on waivers and training records, plus files a shop or diver uploads (certification cards, medical clearances, identification a shop asks for).

Payment information: card payments are processed by Stripe. Card numbers go directly from the payer’s browser or the card reader to Stripe. DiveDesk never receives or stores full card numbers. We keep only what a receipt needs — amount, date, card brand, last four digits, and Stripe’s own reference for the charge.

Communications: emails and text messages sent through the platform, and where a shop enables the phone integration, call metadata such as number, time, and duration.

Technical information: IP address, browser and device type, pages requested, timestamps, and error logs. We use this to keep the service running and secure, not to build advertising profiles.

3How we use it

• Providing the service — showing a shop its own records, taking payments, issuing certifications, sending receipts and training documents.
• Authenticating logins and keeping accounts secure.
• Sending transactional email and text messages a shop or diver has asked for, or that a transaction requires.
• Syncing accounting totals to a shop’s connected QuickBooks Online company, if that shop chooses to connect one.
• Responding to support requests.
• Detecting and preventing fraud, abuse, and security incidents.
• Meeting legal, tax, and recordkeeping obligations.

We do not sell personal information, and we do not share it with advertisers. We do not use diver records or shop data to train artificial-intelligence models, our own or anyone else’s. DiveDesk contains no generative-AI features.

4Who we share it with

We share information with the service providers below, only to the extent each one needs it to do its job. Every one of them is bound by contract to protect it.

• Railway — application hosting.
• Neon — database hosting. Each shop has its own database.
• Cloudflare — content delivery, bot protection, and file storage for uploaded media and documents.
• Stripe — payment processing and payouts.
• Resend — transactional email delivery.
• Intuit (QuickBooks Online) — accounting sync, only for shops that connect a QuickBooks company. See section 5.
• Google — calendar sync, only where a shop enables it.
• Shippo — shipping labels and tracking, only where a shop ships orders.
• SDI / TDI and other certifying agencies — certification issuance, using the diver details the agency requires.

We may also disclose information when the law requires it, to enforce our terms, or to protect the rights and safety of people using the service. If DiveDesk is ever sold or merged, account data may transfer to the acquiring party, who would remain bound by this policy until it gives notice of a change.

5QuickBooks Online

Connecting QuickBooks is optional and is set up by a shop administrator. If a shop connects one, here is exactly what happens.

• What we request. The accounting scope only. We never request the payments or payroll scopes.
• What we read. Your chart of accounts, so an administrator can choose which account each kind of revenue posts to. We do not read your customers, vendors, employees, or existing transactions.
• What we write. Summary journal entries — one per business day, plus refund adjustments. Each entry contains daily totals by category. We do not write individual customer names, diver records, or health information into QuickBooks.
• How tokens are stored. Your QuickBooks access and refresh tokens are encrypted at rest with AES-256-GCM using a key held separately from the database.
• How to disconnect. Any shop administrator can disconnect at any time from the QuickBooks page in the DiveDesk admin. Disconnecting deletes the stored tokens immediately and stops all further reads and writes. You can also revoke access from within QuickBooks. Journal entries already written stay in your books, where they belong — they are your accounting records, and removing them is your decision to make in QuickBooks.

6How long we keep it

We keep a shop’s data for as long as that shop has an active account. Certification and training records are kept for as long as the shop needs them, because dive certifications do not expire and shops are expected to be able to produce a training record years later.

If a shop closes its account, we delete or return its data within 90 days of a written request, except where we are required to keep records longer for tax, accounting, or legal reasons. Encrypted backups roll off on their own schedule and are never restored to bring deleted data back into service.

7How we protect it

• All traffic is encrypted in transit with TLS. Data at rest is encrypted by our database and storage providers.
• Passwords are hashed. Third-party access tokens are encrypted with a key stored outside the database.
• Access inside the application is enforced by role, on the server, on every request.
• Each shop has a separate database, so a mistake in one shop’s account cannot expose another’s.
• Backups run nightly with point-in-time recovery, and restores are tested on a schedule rather than assumed to work.

No system is perfectly secure, and we will not claim otherwise. If a breach affects your information, we will notify affected shops without undue delay and give them what they need to notify their own divers.

8Your choices and rights

Depending on where you live, you may have the right to access, correct, delete, or receive a copy of your personal information, and to object to certain processing.

If you are a diver, contact the dive shop that holds your records — they control the account and can act immediately. If you cannot reach them, write to us at hello@divedesk.io and we will pass the request on and help them complete it.

If you are a shop, write to us at hello@divedesk.io. We will not charge you for a reasonable request and we will not penalise you for making one.

You can opt out of marketing email at any time using the unsubscribe link in the footer of any marketing message. Transactional messages — receipts, training records, password resets, booking confirmations — are part of the service and cannot be switched off while an account is active.

9Children

DiveDesk is business software; we do not knowingly let anyone under 13 create an account. Dive shops do train minors, and a shop may store a minor’s records with the consent of a parent or guardian, who signs the waivers and medical forms. Where a student is a minor, DiveDesk copies the parent or guardian on the documents we send.

If you believe a child’s information has been given to us without proper consent, contact us and we will work with the shop to remove it.

10Where data is held

DiveDesk is operated from the United States and stores data on servers in the United States. If you use the service from outside the US, you are sending your information to the US, where privacy laws differ from those in your own country.

11Changes to this policy

We may update this policy as the product changes. When we make a material change we will update the effective date above and notify shop administrators by email before it takes effect. Continuing to use DiveDesk after that date means you accept the updated policy.

12Contact us

DiveDesk is operated by Texas Scuba Academy, LLC. Write to us at hello@divedesk.io with any question about this policy or about information we hold.