What is MechanicDesk AI?

MechanicDesk AI is an automated invoice processing tool for Australian auto repair workshops. It reads supplier PDF invoices using AI, extracts line items, and automatically creates bills or matches purchase orders in MechanicDesk.

How does the invoice automation work?

Upload your supplier PDF invoice, our AI extracts all data (supplier, dates, line items, prices), you review and confirm, then click Automate. The system logs into MechanicDesk and creates the bill automatically.

Which suppliers does it work with?

MechanicDesk AI works with any supplier invoice in PDF format including Repco, Burson, Autobarn, and all other auto parts suppliers used in Australian workshops.

Is there a free trial?

Yes, all plans include a 7-day free trial with 10 invoices. No credit card required to start.

How much does MechanicDesk AI cost?

Plans start at $79/month for 200 invoices (Starter), $149/month for 600 invoices (Professional), and $249/month for 1,000 invoices (Enterprise). All prices in AUD.

Privacy Policy — MechanicDesk AI

Name: MechanicDesk AI
Price: 79.00 AUD
Author: Minch Solutions

1. Overview

Minch Solutions ("we", "us", "our") operates MechanicDesk AI. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the Australian Privacy Act 1988 and the Australian Privacy Principles (APPs).

2. Information We Collect

We collect the following information:

Account Information

Full name
Email address
Password (stored as a one-way encrypted hash — we cannot read your password)

MechanicDesk Credentials

Workshop ID, username, and password for your MechanicDesk account
These are stored encrypted in our database and used solely for automating invoice processing within your MechanicDesk account

Invoice Data

PDF invoices you upload for processing
Extracted invoice data (supplier names, dates, line items, amounts)
Invoice PDFs are stored temporarily for processing and can be purged

Usage Data

Number of invoices processed
Automation activity logs (success/failure status, timestamps)

3. How We Use Your Information

To provide and operate the Service (invoice extraction and automation)
To manage your account and subscription
To process payments through Stripe
To communicate with you about your account, billing, or support requests
To monitor and improve the Service
To comply with legal obligations

4. AI Processing

Invoice data (PDF images) is sent to OpenAI's GPT-4 Vision API for data extraction. This processing is subject to OpenAI's data usage policies:

Data sent to OpenAI's API is not used to train their models
Data is processed in real-time and not retained by OpenAI beyond what is needed for the API request
We send only the invoice image and extraction prompt — no personal account information is sent to OpenAI

5. Payment Information

All payment processing is handled by Stripe. We never see, store, or have access to your credit card number, CVV, or full card details. Stripe is PCI DSS Level 1 certified — the highest level of payment security. For more information, see Stripe's Privacy Policy.

6. Data Storage & Security

Account passwords are hashed using bcrypt (industry-standard one-way encryption)
MechanicDesk credentials are stored encrypted in our database
All data is transmitted over HTTPS (TLS encryption)
Authentication uses secure httpOnly cookies with JWT tokens
Brute force protection is in place for login attempts
Database access is restricted to authorised systems only

7. Data Sharing

We do not sell, rent, or share your personal information with third parties, except:

Stripe — for payment processing (email and subscription data)
OpenAI — for invoice data extraction (invoice images only, no personal data)
Law enforcement — if required by Australian law or court order

8. Cookies

We use only essential cookies for authentication:

access_token — httpOnly session cookie for authentication (expires after 1 hour)
refresh_token — httpOnly cookie for session renewal (expires after 7 days)

We do not use tracking cookies, advertising cookies, or third-party analytics cookies.

9. Data Retention

Account data is retained for the duration of your account
Invoice PDFs are stored temporarily for processing and may be purged periodically
Activity logs are retained for operational and support purposes
Upon account deletion, we will remove your personal data within 30 days

10. Your Rights

Under the Australian Privacy Act, you have the right to:

Access the personal information we hold about you
Request correction of inaccurate information
Request deletion of your account and personal data
Lodge a complaint with the Office of the Australian Information Commissioner (OAIC)

To exercise any of these rights, contact us at admin@minchsolutions.au.

11. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or through the Service. Continued use of the Service after changes constitutes acceptance of the updated policy.

13. Contact

For questions or concerns about this Privacy Policy, contact us at:

Minch Solutions
Email: admin@minchsolutions.au