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Privacy Policy

Last Updated: December 1, 2025

Introduction

This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you visit our automotive dealership platform (the "Service"). Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the Service.

We reserve the right to make changes to this Privacy Policy at any time and for any reason. We will alert you about any changes by updating the "Last Updated" date of this Privacy Policy. You are encouraged to periodically review this Privacy Policy to stay informed of updates.

Information We Collect

Personal Information You Provide to Us

We collect personal information that you voluntarily provide to us when you:

  • Register for an account or authenticate through our platform
  • Submit a Dealer Intelligence Profile (DIP) request or inquiry
  • Use our Service to manage dealership operations, customers, vehicles, or transactions
  • Contact us for support or inquiries
  • Upload data or files to our platform

The personal information we collect may include:

  • Contact Information: Name, email address, telephone number, mailing address
  • Account Credentials: Username and password (stored securely using bcrypt hashing)
  • Professional Information: Job title, company name, dealership name, department, role
  • Dealership Information: Dealership name, location, dealer code, business information
  • Customer Data: Customer names, contact information, vehicle details, transaction history (when managing dealership operations)
  • Vehicle Information: Vehicle Identification Numbers (VIN), make, model, year, mileage, condition, and related vehicle data
  • Transaction Data: Repair orders, sales transactions, appointments, and related business records
  • Communication Data: Information you provide when you contact us or communicate through the Service

Information Automatically Collected

When you access the Service, we automatically collect certain information about your device, including:

  • Device Information: IP address, browser type, operating system
  • Usage Data: Pages visited, time spent on pages, click data, and other diagnostic data
  • Cookies and Tracking Technologies: We use cookies and similar tracking technologies to track activity and store certain information

Information from Third-Party Sources

We may receive information about you from:

  • AWS Cognito: Authentication and identity management services when you log in to our platform
  • Dealership Management Systems (DMS): Vehicle inventory, customer, and sales data when integrated with your dealership systems
  • Business Partners: Information shared through authorized integrations and partnerships

How We Use Your Information

We use the information we collect exclusively for legitimate business purposes related to providing and operating our Service. We do not use your information for marketing purposes.

Primary Uses

  • Account Management: To create and manage your user account, authenticate your identity, and provide secure access to the platform
  • Service Delivery: To provide, operate, and maintain our Service, including:
    • Dealer Intelligence Profile (DIP) report generation and delivery
    • Dashboard functionality for General Managers, Service Managers, and Sales Managers
    • Customer relationship management and vehicle operations intelligence
    • AI-powered product recommendations and analytics
  • Transactional Communication: To send you essential service-related communications, including:
    • Account registration confirmations and welcome messages
    • Password reset instructions
    • DIP report completion notifications
    • Service status updates and administrative alerts
    • Appointment reminders and transaction confirmations (via SMS/WhatsApp when applicable)
  • Platform Functionality: To enable role-based access control, multi-tenant features, and personalized dashboard experiences
  • Transaction Processing: To process and manage business transactions, repair orders, sales data, and dealership operations
  • Analytics and Business Intelligence: To generate insights, reports, and analytics for your dealership operations (not for marketing purposes)

Administrative Uses

  • Security: To protect against unauthorized access, detect fraud, and maintain the security of our Service
  • Legal Compliance: To comply with legal obligations, respond to legal requests, and enforce our terms of service
  • Technical Operations: To monitor system performance, diagnose technical issues, improve platform functionality, and ensure service reliability
  • Data Processing: To process and analyze dealership data for the purpose of generating business intelligence reports and insights

Important: Email and Communication Usage

We use email addresses and contact information ONLY for transactional and administrative purposes. We do NOT:

  • Send marketing emails, promotional content, or newsletters
  • Use your email address for advertising or marketing campaigns
  • Share your email address with third parties for marketing purposes
  • Subscribe you to marketing lists or promotional communications

The only emails you will receive from us are:

  • Account-related communications (registration, password resets, security alerts)
  • Service notifications (report ready notifications, system updates)
  • Essential administrative communications required for service delivery
  • Responses to your direct inquiries or support requests

All communications are transactional in nature and directly related to your use of the Service.

How We Share Your Information

Service Providers

We may share your information with third-party service providers who perform services on our behalf, including:

  • AWS Cognito (Amazon Web Services): For secure user authentication and identity management
  • SendGrid: For sending transactional emails only (account notifications, report alerts, password resets). SendGrid is contractually prohibited from using your email address for marketing purposes.
  • Twilio: For sending transactional SMS and WhatsApp messages (appointment reminders, status updates). Twilio does not use your contact information for marketing.
  • OpenAI: For AI-powered features including product recommendations and conversational AI. OpenAI processes data according to their privacy policy and does not use your data to train models without consent.
  • Snowflake: For data analytics and business intelligence processing. Snowflake processes your dealership data to generate insights and reports.
  • AWS S3 (Amazon Web Services): For secure file storage and document management
  • ElevenLabs: For voice AI features when used in customer interactions

Critical Privacy Assurance: All service providers are contractually obligated to:

  • Use your information only for the specific services they provide to us
  • Prohibit the use of your information for their own marketing purposes
  • Maintain appropriate security measures to protect your data
  • Comply with applicable data protection laws

We do not permit any service provider to use your email address, contact information, or personal data for marketing, advertising, or promotional purposes.

Legal Requirements

We may disclose your information where required to do so by law or in response to valid requests by public authorities, including:

  • To comply with legal obligations
  • To protect and defend our rights or property
  • To prevent or investigate possible wrongdoing
  • To protect the personal safety of users or the public

Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

With Your Consent

We may share your information with third parties when you have given us explicit consent to do so.

Important Notice About Marketing and Data Usage

We do NOT engage in marketing activities with your personal information. Specifically:

  • We do not sell, rent, or share your personal information with third parties for marketing purposes
  • We do not send marketing emails, promotional content, newsletters, or advertising communications
  • We do not use your email address or contact information for marketing campaigns
  • We do not share your data with data brokers, advertising networks, or marketing companies
  • We do not use your information to create marketing profiles or for targeted advertising

All data collected is used exclusively for:

  • Providing and operating the Service
  • Delivering transactional communications (account-related, service notifications)
  • Generating business intelligence reports and analytics for your dealership
  • Ensuring platform security and functionality
  • Complying with legal obligations

Your email address and contact information are used solely for essential service communications and are never used for marketing purposes.

Data Security

We implement appropriate technical and organizational security measures to protect your personal information, including:

  • Encryption of data in transit and at rest
  • Secure authentication mechanisms
  • Access controls and role-based permissions
  • Regular security assessments and updates
  • Secure data storage infrastructure

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee absolute security.

Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When we no longer need your information, we will securely delete or anonymize it.

Your Privacy Rights

Depending on your location, you may have certain rights regarding your personal information:

Access and Portability

  • Request access to the personal information we hold about you
  • Request a copy of your personal information in a portable format

Correction and Updates

  • Request correction of inaccurate or incomplete personal information
  • Update your account information through the Service

Deletion

  • Request deletion of your personal information, subject to legal retention requirements

Objection and Restriction

  • Object to processing of your personal information
  • Request restriction of processing in certain circumstances

Withdrawal of Consent

  • Withdraw consent for processing where consent was the legal basis

To exercise these rights, please contact us using the contact information provided below. We will respond to your request within a reasonable timeframe and in accordance with applicable law.

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to:

  • Maintain user sessions and authentication (JWT tokens, session management)
  • Remember user preferences and settings
  • Analyze usage patterns to improve Service functionality and user experience
  • Ensure security and prevent fraud
  • Enable platform features and role-based access control

We do not use cookies or tracking technologies for:

  • Marketing or advertising purposes
  • Creating marketing profiles
  • Tracking users across third-party websites for advertising
  • Selling or sharing tracking data with advertising networks

You can control cookies through your browser settings. However, disabling cookies may affect the functionality of the Service, particularly authentication and session management.

Types of Cookies We Use

  • Essential Cookies: Required for authentication, session management, and basic platform functionality
  • Functional Cookies: Enable enhanced features, user preferences, and role-based access
  • Analytics Cookies: Help us understand how users interact with the Service to improve functionality (not for marketing purposes)

Children's Privacy

Our Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us, and we will take steps to delete such information.

Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party sites you visit.

International Data Transfers

Your information may be transferred to and maintained on servers located outside of your state, province, country, or other governmental jurisdiction where data protection laws may differ. By using the Service, you consent to such transfers.

California Privacy Rights

If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA):

  • Right to know what personal information is collected
  • Right to know if personal information is sold or disclosed
  • Right to opt-out of the sale of personal information
  • Right to request deletion of personal information
  • Right to non-discrimination for exercising privacy rights

Important for California Residents:

  • We do not sell personal information
  • We do not share personal information with third parties for marketing purposes
  • We do not use personal information for marketing or advertising
  • Your email address and contact information are used exclusively for transactional and administrative purposes

European Privacy Rights

If you are located in the European Economic Area (EEA), you have rights under the General Data Protection Regulation (GDPR), including the rights described in the "Your Privacy Rights" section above.

The legal basis for processing your information includes:

  • Consent: Where you have given explicit consent
  • Contract: Where processing is necessary to perform a contract with you
  • Legal Obligation: Where we must comply with legal requirements
  • Legitimate Interests: Where we have legitimate business interests that do not override your rights

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The updated version will be indicated by an updated "Last Updated" date. We will notify you of any material changes by:

  • Posting the new Privacy Policy on this page
  • Sending a transactional email notification to registered users (this is an administrative communication, not marketing)
  • Displaying a prominent notice on the Service

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

Note: Any changes to our data usage practices will always maintain our commitment to not using your information for marketing purposes.

Contact Us

If you have questions or concerns about this Privacy Policy or our privacy practices, please contact us at:

Email: info@assistifi.ai

For specific privacy-related requests (access, deletion, correction), please use the subject line "Privacy Request" in your communication.

Consent

By using our Service, you consent to our Privacy Policy and agree to its terms.