1. Who we are
ServisOS is a record-keeping app for rent-a-car businesses and car repair shops, available at servisos.app. The service is provided by Milan Milić ("ServisOS" or "we").
For any question about personal data, write to [email protected] or call +381 64 186 0217.
This policy explains what personal data we process, why, for how long, and what rights you have, in line with the Serbian Law on Personal Data Protection ("Official Gazette of RS", No. 87/2018, the "Law").
2. When we are the controller and when the processor
- Data that businesses enter into the app (drivers, customers, contracts, documents, fines, damages, vehicles): the business using ServisOS is the controller. We process that data only on the business's behalf, as a processor, under the Data processing agreement. If you are a driver or customer of a business, contact that business about your rights; we will help it respond.
- Data of website visitors, app users, and people who contact us: we are the controller. Section 3 applies to this data.
We do not sell data or use it for advertising. The website has no analytics and no tracking cookies.
3. Data for which we are the controller
| Data | Why | Legal basis (Art. 12) | How long |
|---|---|---|---|
| Website enquiry: name and company, phone or email, number of vehicles, message, language, IP address and approximate location (city and country) | To reply and start your free month; the IP address protects the form from abuse | Steps at your request before a contract; legitimate interest | 12 months after the last contact, if you do not become a customer |
| User account: name, email, role and permissions in the business, language; we never store your password, only a secure hash of it | Signing in and using the app | Contract with the business | While the account exists |
| Access log: sign-in time (successful and failed), IP address, approximate location, browser and device | Account security; the business owner sees who signed in and from where | Legitimate interest (security) | 12 months |
| Change history: who changed what in the business's data, and when | So the business knows who entered what and mistakes can be fixed | Contract; legitimate interest | As long as the related record exists |
| Problem reports from the app: description, page, attachments (screenshots) and sender | To fix the problem and reply | Contract | Attachments 90 days after resolution; text 2 years |
| Phone reminders: the delivery address your browser creates for notifications | Sending the reminders you turned on | Consent (turning reminders on) | Until you turn them off or delete the account |
| Subscription payments: business, amount, date, payment method, note | Recording the subscription and plan validity | Contract; legal obligation | 2 years |
| Server technical logs: time, page address, errors, user and business identifiers; no document contents | Running, securing and fixing the app | Legitimate interest | 30 days |
4. Data entered by businesses
The business decides what it enters and how long it keeps it. The app typically holds:
- drivers and renters: name, contact details, address, date of birth, citizenship, number and expiry of ID document, driving licence and residence permit, images of those documents;
- rental contracts, reservations, ledgers and payments, damages and traffic fines;
- repair shop customers and their vehicles;
- vehicles, repairs, deadlines, photos, videos and PDF documents;
- voice notes (audio recordings), until the business deletes them.
We use this data only to run the app for that business. Each business sees only its own data. The platform administrator sees only aggregate numbers (for example, number of vehicles and users), not the content. Only the service provider has server access, for maintenance and backups.
When a business deletes a record, it disappears from the app immediately and from backups within 30 days.
5. Artificial intelligence (AI)
Some Pro plan features use Claude, an AI model by Anthropic PBC (USA), through its API:
- filling in forms from spoken or written text, images, or PDFs;
- "Import from photos": passports, ID cards, driving licences, old paper contracts and fines;
- the AI assistant for questions about the app;
- tidying up the text of a problem report (without attachments).
Only what a request needs is sent to Anthropic, and only when a user starts it. Under Anthropic's commercial terms, this data is not used to train models and is automatically deleted within 30 days. If Anthropic's automated systems flag a request as violating its usage policy, it may be kept for up to 2 years. Our logs record only the request type, token counts and duration, not the content.
AI only suggests values. The user checks them before saving.
Speech. When you dictate or search by voice, your browser turns speech into text (in Chrome, Google does this). Only the text reaches ServisOS. Voice notes are the exception: the recording is stored so the business can listen to it later.
6. Who receives data
We use the following service providers (sub-processors). Each receives only what it needs for its part of the work.
| Who | What it does | Where |
|---|---|---|
| netcup GmbH | Server, database and files | Germany (EU) |
| Cloudflare, Inc. | Off-site backups, DNS, forwarding email to [email protected] | Backups in the EU; US company |
| Anthropic PBC | AI features (section 5) | USA |
| Sendinblue SAS (Brevo) | Sending app emails: invitations, reminders, password changes | France (EU) |
| Browser push services (Google, Apple, Mozilla, Microsoft) | Delivering phone reminders; message content is encrypted | Depends on the browser |
| Google (in the Chrome browser) | Speech to text, only when you use the microphone | Depends on the browser |
We determine approximate location from the IP address using a local database on our server (DB-IP), without sending the address to anyone. Technical logs are kept on our own server. When a website enquiry arrives, we receive a short notification through ntfy.sh, without the enquiry's data.
Transfers outside Serbia. Germany and France provide an adequate level of protection. For transfers to the USA (Anthropic, Cloudflare, Google) we rely on the standard contractual clauses in those companies' data processing agreements (Art. 65 of the Law).
We disclose data to public authorities only when required by law, and we inform the business unless the law forbids it.
7. How we protect data
- All traffic uses HTTPS.
- Passwords are never stored, only a secure hash. After 5 wrong attempts, the account is temporarily locked.
- Each business sees only its own data, and each user only the parts the owner allows.
- We record who changed what and who signed in when.
- Uploaded files are checked, and hidden data (such as GPS location) is removed from images.
- Backups are made every day and also kept at a second location; restoring from a backup has been tested.
- The server is monitored continuously.
If a data breach occurs, we notify the Commissioner and the affected businesses without delay (Art. 52 and 53).
8. Your rights
You have the right to request:
- access to your data and a copy (Art. 26);
- correction and completion of inaccurate data (Art. 29);
- erasure (Art. 30) and restriction of processing (Art. 31);
- a copy of your data in a machine-readable format (Art. 36);
- to object to processing based on legitimate interest (Art. 37);
- to withdraw consent, without affecting earlier processing (Art. 15).
Write to [email protected]. We reply within 30 days. If the request concerns data a business entered (for example, your rental contract), we will forward it to that business.
If you believe your rights have been violated, you can file a complaint with the Commissioner for Information of Public Importance and Personal Data Protection, Bulevar kralja Aleksandra 15, 11120 Belgrade, www.poverenik.rs.
9. Cookies and local storage
The website uses no cookies. The app uses only essential cookies: for signing in (servisos.auth, 14 days after last use); for recognising a device you have signed in on before, so that you get an email when someone signs in from a new device (servisos.device, up to 400 days); and for two-step sign-in, if you turn it on (servisos.2fa-pending, 5 minutes between the password and the code, and servisos.2fa-device, 30 days if you choose "Remember this device"). All of them are encrypted, not readable by scripts and sent only over HTTPS. The browser's local storage keeps your language choice and similar display settings.
There are no tracking or advertising cookies, so we do not ask for cookie consent.
10. Changes to this policy
We publish every change on this page with a new date. We inform businesses of important changes by email or in the app.