Dealerspot ("Dealerspot," "we," "our," or "us") provides cloud-based dealer-management software available at dealerspot.com (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard personal information when you or your end-users ("you") interact with the Service. By using the Service, you agree to the practices described below.

1. Information We Collect

Information you provide directly

• Account details such as name, business name, email address, postal address, and phone number.
• Content entered into the Service (e.g., vehicle records, customer files, inventory photos, notes, chat messages).
• Support communications and any information you voluntarily supply when you contact us.

Information we collect automatically

• Log and usage data (IP address, browser type, pages viewed, timestamps, referring pages).
• Device information (operating system, device identifiers, language settings).
• Cookies and similar technologies to recognize your browser and improve your experience.

Information from third parties

• Integrations you enable (e-signature providers, credit bureaus, marketing platforms).
• AI-model providers we engage to power optional AI features (see Section 6).

2. How We Use Information

We use the information we collect to:

• Provide, operate, and maintain the Service.
• Create and manage your account.
• Process and facilitate requested transactions.
• Monitor, secure, and improve the Service (including debugging, analytics, and fraud prevention).
• Develop new features—including AI-driven features that draft listings, summarize notes, or answer queries.
• Communicate with you about updates, security alerts, and administrative messages.
• Send marketing communications where permitted by law (you may opt out at any time).
• Comply with legal obligations or defend our legal rights.

Our legal bases for processing (for users in the EEA/UK) are performance of a contract, legitimate interests, consent, and compliance with legal obligations.

3. Sharing & Disclosure

We share information only as needed, including with:

• Service providers performing services for us (hosting, analytics, payment processing, AI-model inference, customer support) — these providers may access information only to perform tasks on our behalf and are bound by confidentiality.
• Integration partners you explicitly connect to the Service.
• Business transfers if we merge, acquire, or sell assets.
• Legal or regulatory authorities when required by law or to protect rights, property, or safety.
• With your consent or at your direction.

4. Data Retention

We retain personal information while your account is active and as necessary to provide the Service. Database backups are retained for 365 days and then securely deleted or overwritten. We may retain certain information longer where we have a legal obligation, to resolve disputes, or to enforce our agreements.

5. International Data Transfers

Dealerspot is headquartered in the United States. Information may be transferred to—and processed in—countries other than where you reside. Where required, we rely on Standard Contractual Clauses or other approved safeguards to protect your information when it is transferred internationally.

6. AI Features and Model Providers

Certain optional features (e.g., content suggestions, smart search) leverage third-party large-language models. We send the minimal necessary prompts and context to these model providers. They are contractually prohibited from using Dealerspot data to train or improve their models outside of our instructions. However, their privacy practices may differ, and their use of prompts may be subject to their own retention policies. By enabling AI features, you acknowledge and agree to this processing.

7. Your Privacy Rights

EEA/UK residents (GDPR) have the right to access, rectify, erase, restrict, or object to our processing of personal data, and to data portability and lodging a complaint with a supervisory authority. California consumers (CCPA/CPRA) have the right to know, delete, correct inaccurate information, opt out of "sale" or "sharing" of personal information, and not be discriminated against for exercising these rights. We will honor these rights where applicable and as required by law. You may submit requests by emailing dealerspotcom@gmail.com.

8. Security

We employ technical and organizational measures such as encryption in transit, role-based access controls, and regular penetration testing to protect information. No system is 100 % secure; we encourage you to use unique, strong passwords and enable multi-factor authentication.

9. Children's Privacy

The Service is not directed to children under 16. We do not knowingly collect personal information from children. If we learn that a child under 16 has provided us information, we will delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you via the Service or by email. Continued use of the Service after the changes become effective constitutes acceptance of the revised policy.

Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us at: dealerspotcom@gmail.com