Staff Acceptable Use Policy

Flow is Denver Auto Spa's internal system for managing customers, scheduling, estimates, invoices, and communications. This policy covers how you're expected to use it. It's here so that our customers' trust in us — and their personal information — is handled consistently, no matter who on the team is using the system on a given day.

1. Your Login

• Your Flow login is yours — don't share your password or PIN with anyone else, including other staff.
• Log out of Flow (or lock the device) if you're stepping away from a shared computer or tablet.
• Use your own account for time clock, job status updates, and any action Flow attributes to a specific staff member — don't clock in/out or complete jobs under someone else's login.

2. Customer Data

• Only look up or access customer information you actually need for the task in front of you.
• Never export, screenshot, copy, or share customer contact info, vehicle info, photos, or payment history outside of Flow for personal use or any purpose unrelated to serving that customer.
• Don't use customer phone numbers or emails from Flow to contact customers about anything personal or unrelated to Denver Auto Spa.

3. Text, Email & Calls

• Every message sent through Flow's Conversations tool goes out as Denver Auto Spa, not you personally — keep the tone professional and on-brand, and use the approved snippets/templates where they fit.
• Don't send marketing or bulk messages to customers who haven't consented, and never edit a customer's consent status to work around an opt-out.
• Phone calls made through Flow may be recorded and transcribed — that's expected and normal, not something to work around.

4. Photos & Documents

• Only upload photos and documents that are actually relevant to the customer's vehicle or job.
• Be mindful of what's in frame when photographing a customer's vehicle — avoid capturing other people, other customers' vehicles, or unrelated property in the shot.

5. Payments

• Never ask a customer for their card number over the phone, by text, or in person to type into Flow — Flow does not accept card numbers directly. Card payments go through QuickBooks' own secure hosted payment link.
• Record cash, check, Zelle, and financing payments accurately and promptly using Flow's Record Payment tool.

6. Devices

• Don't stay logged into Flow on a personal phone or computer that other people (family, roommates) also use.
• If a work device or a device you used to access Flow is lost or stolen, tell ownership immediately so the account can be secured.

7. If Something Goes Wrong

If you make a mistake — send a message to the wrong contact, upload the wrong photo, notice a customer's data looks wrong — tell ownership right away rather than trying to quietly fix it. Fast reporting is always the right call, never a punishable one.