Terms of Service

This Privacy Policy explains how GearDock.io (“GearDock,” “we,” “us,” or “our”), which is owned and operated by Heritage Brands Group, LLC, collects, uses, shares, and protects information when you visit our website, create or use a GearDock account, participate in an organization’s GearDock workspace, or otherwise use our websites, applications, features, and related services (collectively, the “Service”).

Heritage Brands Group, LLC is responsible for the personal information collected and processed by GearDock as described in this Privacy Policy, except where another party is independently responsible for its own processing of personal information.

By using the Service, you acknowledge the practices described in this Privacy Policy.

1. Information We Collect

We collect information you provide directly to GearDock, information generated through your use of the Service, and certain information collected automatically when you interact with the Service.

The information we collect depends on how you use GearDock.

2. Account Information

When you create or use a GearDock account, we may collect information such as:

  • Your name.

  • Email address.

  • Account and authentication information.

  • Organization or company affiliation.

  • Role and permissions within an organization.

  • Account preferences and settings.

  • Information associated with invitations to join an organization.

We may also maintain information necessary to document your acceptance of our Terms of Service, Privacy Policy, or other agreements.

3. Organization Information

When an organization creates or maintains a GearDock workspace, we may collect information such as:

  • Organization name.

  • Logo and branding.

  • Contact information.

  • Website information.

  • Return or recovery contact information.

  • Organization settings.

  • Subscription and plan information.

  • Users, roles, and permissions associated with the organization.

  • Other information the organization chooses to provide through the Service.

4. Gear and Inventory Information

GearDock allows users and organizations to maintain information about gear and inventory.

This information may include:

  • Product and item names.

  • Manufacturers and model numbers.

  • Categories.

  • Descriptions.

  • Images.

  • Serial numbers.

  • Asset identifiers and QR codes.

  • Purchase dates and purchase prices.

  • Replacement values.

  • Statuses.

  • Availability.

  • Kit membership.

  • Checkout and return information.

  • Reservations.

  • Approval records.

  • Transaction and activity history.

  • Other information entered, imported, generated, or maintained through GearDock.

This information is generally associated with the organization that maintains it.

5. User Activity Within Organizations

GearDock is designed as a shared organizational workspace.

We may collect and maintain records of activity performed within an organization, including:

  • Gear viewed, added, or modified.

  • Checkouts and returns.

  • Reservations.

  • Approval requests and decisions.

  • Status changes.

  • Inventory changes.

  • Kit activity.

  • QR-related activity.

  • Import activity.

  • Other actions performed through the Service.

These records may identify the user who performed an action.

Authorized organization owners, administrators, and other users with appropriate permissions may be able to view activity and records associated with other users within the same organization.

Activity performed within an organization’s GearDock workspace should not be considered private from that organization.

If you leave or are removed from an organization, you may lose access to the organization’s information while historical records associated with your activity remain part of the organization’s records.

6. Public QR Pages

GearDock may allow QR codes or similar identifiers to be associated with gear.

When QR functionality is enabled, scanning a GearDock QR code may display a limited public-facing page without requiring the person scanning the code to sign into GearDock.

Depending on the record, this page may display information such as:

  • Product or gear name.

  • Product image.

  • Manufacturer or model information.

  • Category.

  • Asset identifier.

  • Serial number.

  • Gear status.

  • Description or product information.

  • Organization name and logo.

  • Designated return contact information.

  • Email address, website, mailing address, or other information provided for the purpose of returning found gear.

Information displayed on these pages is intentionally made available without authentication so someone who finds or scans the gear can identify it and, when applicable, contact the organization responsible for it.

Organizations should understand that information displayed on a public QR page may be viewed by anyone who obtains or scans the associated QR code.

7. Billing and Payment Information

If you purchase a paid GearDock subscription, your purchase is processed by Paddle, our authorized reseller and Merchant of Record.

Paddle handles payment processing, applicable taxes, billing, invoicing, subscription transactions, and other activities related to completing and administering your purchase.

When you make a purchase, certain personal and transaction information may be provided directly to Paddle or shared with Paddle as necessary to:

  • Process your order and payment.

  • Manage your subscription and renewals.

  • Calculate, collect, and remit applicable taxes.

  • Provide invoices and receipts.

  • Prevent fraud and unauthorized transactions.

  • Provide billing and transaction-related customer service.

  • Comply with applicable legal and regulatory requirements.

GearDock may receive and maintain information related to your purchase, such as:

  • Subscription plan.

  • Billing cycle.

  • Payment status.

  • Transaction identifiers.

  • Renewal dates.

  • Cancellation status.

  • Limited billing information provided by Paddle.

GearDock does not receive or store complete payment card information when that information is handled directly by Paddle.

Paddle processes certain personal information in connection with your purchase under its own privacy practices and legal obligations. You can review Paddle’s Privacy Policy at https://www.paddle.com/legal/privacy.

8. Support and Communications

If you contact GearDock for support, submit an issue, provide feedback, suggest a feature, or otherwise communicate with us, we may collect:

  • Your name.

  • Email address.

  • Organization.

  • The content of your message.

  • Information about the issue or request.

  • Relevant account, device, browser, or application context.

  • Screenshots, files, or other materials you choose to provide.

  • Communications between you and GearDock.

GearDock may collect limited diagnostic information when reasonably necessary to understand and resolve a support request.

9. Feature Requests and Feedback

GearDock may allow users to submit feature requests, ideas, comments, votes, or other feedback.

Certain feature request information may be visible to other GearDock customers as part of collaborative product feedback features.

When public attribution is enabled, GearDock may display limited attribution, such as a user’s first name and organization.

If a user chooses an available anonymous option, that attribution may be hidden from other customers. Anonymous submissions are not necessarily anonymous to GearDock staff. GearDock may retain the identity and account information associated with a submission for administration, security, support, and abuse prevention.

If an account is later closed, GearDock may retain the substance of feature requests, comments, or similar product contributions while replacing public attribution with a designation such as “Former user.”

10. Information Collected Automatically

When you use GearDock, we may automatically collect technical and usage information such as:

  • IP address.

  • Browser type.

  • Device type.

  • Operating system.

  • Pages or features accessed.

  • Dates and times of activity.

  • Session information.

  • Authentication events.

  • Error and performance information.

  • Security-related events.

  • Referring or originating information.

  • General usage information.

We may use cookies, local storage, session technologies, or similar technologies as necessary to operate, secure, remember preferences for, and understand use of the Service.

11. How We Use Information

We may use information collected through GearDock to:

  • Provide and operate the Service.

  • Create and maintain accounts and organizations.

  • Authenticate users.

  • Manage roles and permissions.

  • Maintain inventory and gear records.

  • Process checkouts, returns, reservations, and approvals.

  • Provide QR functionality and public gear pages.

  • Process subscriptions and billing.

  • Provide customer support.

  • Respond to questions and requests.

  • Send service and transactional communications.

  • Secure accounts and the Service.

  • Detect and prevent fraud, abuse, and unauthorized access.

  • Troubleshoot technical problems.

  • Monitor performance and reliability.

  • Improve existing features.

  • Develop new features.

  • Understand how the Service is used.

  • Enforce our Terms of Service and other policies.

  • Comply with legal obligations.

  • Protect the rights, safety, and property of GearDock, our users, and others.

  • Carry out other purposes reasonably related to operating the Service.

12. Artificial Intelligence and Automation

GearDock may use artificial intelligence, machine learning, or automated technologies to provide certain features.

For example, automated systems may help interpret imported information, generate or suggest descriptions, organize data, answer questions, or assist with other GearDock functionality.

Customer Data may be processed by GearDock or by service providers acting on our behalf when necessary to provide these features.

GearDock does not use Customer Data to train artificial intelligence models.

We may use aggregated or de-identified information to improve GearDock as described elsewhere in this Privacy Policy.

13. How We Share Information

GearDock does not sell users’ personal information.

We may share information in the circumstances described below.

14. Within Your Organization

Information associated with an organization’s GearDock workspace may be available to other authorized users within that organization.

Organization owners, administrators, and users with appropriate permissions may have access to information such as inventory, checkouts, reservations, approvals, activity history, and user information necessary to administer the workspace.

Organizations are responsible for configuring and managing their users and permissions.

15. Service Providers and Subprocessors

We may share information with companies that provide services necessary to operate and support GearDock.

These may include providers of:

  • Cloud hosting and infrastructure.

  • Database and authentication services.

  • Email and communications.

  • Analytics.

  • Customer support.

  • Artificial intelligence services.

  • Security and fraud prevention.

  • Application monitoring and error reporting.

  • Other technology and operational services.

These providers may receive information reasonably necessary to perform services on our behalf.

We also use Paddle as our authorized reseller and Merchant of Record for paid GearDock subscriptions. Information necessary to process and administer purchases may be provided to Paddle as described in Section 7. Paddle may process this information for purposes including order processing, payments, taxes, invoicing, fraud prevention, subscription administration, and transaction-related customer service.

Service providers and other third parties may handle information in accordance with their own agreements, privacy practices, and legal obligations.

16. Legal and Safety Disclosures

We may disclose information when we reasonably believe disclosure is necessary to:

  • Comply with applicable law, regulation, legal process, or governmental request.

  • Enforce our agreements or policies.

  • Investigate suspected fraud, abuse, security incidents, or unlawful activity.

  • Protect the rights, property, or safety of GearDock, our users, or others.

  • Establish, exercise, or defend legal claims.

17. Business Transfers

If GearDock or the business operating GearDock is involved in a merger, acquisition, financing, reorganization, sale of assets, change of control, bankruptcy, or similar transaction, information may be transferred as part of that transaction.

Any successor may continue to process information in accordance with applicable law and the privacy commitments applicable to that information.

18. We Do Not Sell Personal Information

GearDock does not sell personal information to advertisers, data brokers, or other third parties.

We also do not provide Customer Data to third parties so they can independently train artificial intelligence models.

19. Aggregated and De-Identified Information

We may create aggregated or de-identified information that does not reasonably identify an individual or organization.

We may use this information for purposes such as:

  • Analytics.

  • Product development.

  • Improving GearDock.

  • Understanding usage patterns.

  • Security.

  • Performance analysis.

  • Business planning and operations.

  • Research related to the Service.

We may retain and use aggregated or de-identified information as permitted by law.

20. Marketing Communications

GearDock may send optional marketing communications where permitted by law and consistent with your communication preferences.

Marketing communications are separate from messages necessary to provide the Service.

Even if you opt out of marketing communications, we may continue to send transactional or administrative messages such as:

  • Security alerts.

  • Account notices.

  • Billing messages.

  • Subscription information.

  • Service changes.

  • Deletion notices.

  • Invitations.

  • Other communications necessary to operate your account or organization.

21. Cookies and Similar Technologies

GearDock may use cookies, local storage, session storage, and similar technologies to operate and improve the Service.

These technologies may be used to:

  • Keep users signed in.

  • Maintain secure sessions.

  • Remember preferences.

  • Provide application functionality.

  • Protect against fraud and abuse.

  • Understand performance and usage.

  • Diagnose technical problems.

If GearDock later uses technologies that require additional consent under applicable law, we may provide appropriate notices or controls.

22. Data Security

GearDock uses reasonable administrative, technical, and organizational safeguards designed to protect information.

These measures may include access controls, authentication, tenant separation, database security policies, encryption provided by our infrastructure, monitoring, and other security practices appropriate to the Service.

However, no method of transmitting or storing information electronically is completely secure. GearDock cannot guarantee absolute security.

If you believe your GearDock account has been compromised, contact us promptly.

23. Data Retention

GearDock retains information for as long as reasonably necessary to provide the Service and fulfill the purposes described in this Privacy Policy.

Different types of information may be retained for different periods depending on operational, contractual, legal, security, billing, fraud-prevention, and business requirements.

Operational organization data generally remains available while the organization maintains its GearDock account.

If an organization is permanently deleted, operational data associated with that organization may be permanently deleted after the applicable deletion process is completed.

Some information may be retained after an account or organization is deleted when reasonably necessary for purposes such as:

  • Documenting acceptance of legal agreements.

  • Complying with legal or tax obligations.

  • Maintaining appropriate billing records.

  • Preventing fraud or abuse.

  • Resolving disputes.

  • Enforcing agreements.

  • Maintaining security records.

  • Preserving appropriate audit logs.

GearDock may anonymize, de-identify, or purge retained information when it is no longer reasonably necessary to associate that information with an identifiable user.

24. Legal Acceptance Records

GearDock may maintain records documenting a user’s acceptance of the Terms of Service, Privacy Policy, and other agreements.

These records may include:

  • The document and version accepted.

  • The date and time of acceptance.

  • The user or account associated with the acceptance.

  • Email address at the time of acceptance.

  • Organization context, when applicable.

  • Technical or request information associated with the acceptance.

These records may be retained after an account is closed when reasonably necessary to document the agreement between GearDock and the user.

25. Company or Organization Deletion

An authorized organization owner may request deletion of an organization through the Service.

GearDock may provide a waiting period before deletion becomes permanent.

During that period, the deletion request may be canceled as permitted by the Service.

After permanent deletion, operational organization data may no longer be recoverable.

Users are responsible for exporting information they wish to retain before permanent deletion.

26. Personal Account Closure

Users may request closure of their personal GearDock account.

Closing an account may remove or anonymize profile information, permissions, roles, and other personal account information while preserving records that GearDock or an organization reasonably needs to retain.

Historical organization records associated with a former user may remain part of the organization’s records.

Certain legal, billing, security, fraud-prevention, audit, and dispute-related information may also be retained when reasonably necessary.

27. Inactive Free Accounts

GearDock may delete Free accounts or organizations after an extended period of inactivity.

When practicable, GearDock will provide reasonable advance notice before permanent deletion and provide an opportunity for the appropriate account holder to sign in, retain the account, or export available information.

28. Your Privacy Choices and Requests

Depending on your location and applicable law, you may have rights regarding your personal information.

You may contact GearDock to request:

  • Access to personal information associated with you.

  • Correction of inaccurate personal information.

  • Deletion of personal information.

  • Information about how your personal information is used.

  • Other rights provided by applicable privacy law.

We may need to verify your identity before completing a request.

Certain information may not be eligible for deletion when GearDock or an organization needs to retain it for legitimate purposes, including legal compliance, contractual obligations, security, fraud prevention, billing, dispute resolution, enforcement of agreements, or maintaining historical organizational records.

Requests involving information controlled by an organization may need to be directed to that organization.

29. Organizations and Their Users

Organizations using GearDock may determine what information they enter into GearDock, who they invite, what permissions users receive, and how they use information available within their workspace.

In many circumstances, GearDock processes personal information on behalf of the organization using the Service.

If your request relates to information maintained by your employer, school, client, organization, or another GearDock customer, that organization may be responsible for responding to the request.

GearDock may assist the organization when reasonably necessary.

30. Children’s Privacy

GearDock is not directed toward young children.

Users must be legally capable of using the Service under our Terms of Service or have appropriate permission from a parent or legal guardian.

If we learn that personal information has been collected from a child in circumstances where consent or other authorization is legally required and has not been provided, we may take appropriate steps to remove the information.

31. International Users

GearDock is operated from the United States.

If you access GearDock from outside the United States, your information may be transferred to, processed in, or stored in the United States or other countries where GearDock or its service providers operate.

Those countries may have privacy laws different from those in your location.

Where required by applicable law, GearDock will take appropriate measures regarding international transfers of personal information.

32. Changes to This Privacy Policy

GearDock may update this Privacy Policy as the Service, our practices, or applicable laws change.

When changes are material, we may provide notice through the Service, by email, or through another reasonable method.

We may require users to acknowledge or accept an updated Privacy Policy when appropriate.

The current version of this Privacy Policy will be available through GearDock.

33. Contact

Contact us here.

Last updated: September 24, 2026