Privacy Policy

1. Information We Collect

We collect information in several ways to provide and improve our services:

a. Information You Provide Directly

• Account Information: Name, email address, phone number, dealership affiliation.
• Login Credentials: Username and password (passwords are encrypted and never stored in plain text).
• Profile Information: Job title, department, work location, communication preferences.
• Communications: Feedback, support requests, and any messages you send us.

b. Information Collected Automatically

• Device Information: Device type, model, operating system version, unique device identifiers (UDID, IDFA for iOS, AAID for Android), IP address, mobile carrier information.
• Usage Data: App features accessed, screens viewed, actions taken, time and date of usage, session duration, crash logs, performance metrics.
• Location Data: Precise or approximate geographic location (only when you enable location services and grant permission). We do not collect location data in the background unless you explicitly enable this feature.
• Push Notification Tokens: Device tokens required to deliver push notifications to your device.
• Analytics Data: We use Firebase Analytics (Google), Firebase Crashlytics (crash reporting), and custom DealerCX analytics.

c. Biometric Data

d. Offline Data Storage

To provide offline functionality, the App may store certain data locally on your device including cached customer information, pending communications, and recently accessed records. This data is encrypted on your device and automatically synced when connectivity is restored.

e. Information from Dealership Systems

When the App integrates with your dealership's systems (DMS, CRM, or service scheduling software), we may receive customer data necessary to provide retention and communication features, including customer names, phone numbers, email addresses, vehicle information, service history, and sales transaction history.

Note: Dealership customer data is processed solely on behalf of the dealership as a data processor. The dealership remains the data controller for their customer information.

2. How We Use Your Information

• Service Delivery: Provide, operate, and maintain the App and its features.
• Authentication: Verify your identity and manage secure access to dealership accounts.
• Communications: Send service reminders, marketing campaigns, and follow-up communications (on behalf of the dealership).
• Improvement: Analyze usage patterns to improve App functionality and user experience.
• Support: Respond to your requests, questions, and provide customer support.
• Security: Detect, prevent, and address technical issues, fraud, or security threats.
• Compliance: Comply with legal obligations and enforce our terms of service.
• Analytics: Generate aggregated, anonymized insights about app usage and performance.

3. Sharing Your Information

We do not sell your personal information.

a. With Your Dealership

Information is shared with your affiliated dealership (as the data controller) for legitimate business purposes related to customer retention and dealership operations.

b. With Service Providers

c. Legal and Business Transfers

• In connection with a merger, acquisition, reorganization, or sale of assets.
• When required by law, regulation, subpoena, or legal process.
• To protect the rights, property, or safety of DealerCX, our users, dealerships, or the public.
• To enforce our Terms of Service or other agreements.

4. Data Security

• Encryption: All data is encrypted in transit (TLS 1.2+) and at rest (AES-256).
• Access Controls: Role-based access controls and multi-factor authentication for system access.
• Infrastructure: Hosted on AWS with SOC 2 compliant data centers.
• Monitoring: 24/7 security monitoring and intrusion detection.
• Audits: Regular security assessments and penetration testing.

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

5. Data Retention

6. Your Rights & Choices

a. General Controls

• Push Notifications: Manage preferences in your device settings or within the App.
• Location Services: Enable or disable in device settings at any time.
• Biometric Authentication: Enable or disable in App settings.
• Marketing Communications: Opt out via unsubscribe links or App settings.
• Account Data: Access, correct, or request deletion by contacting your dealership administrator or DealerCX support.

b. Do Not Track

The App does not currently respond to "Do Not Track" signals. However, you can control tracking through your device's privacy settings and limit ad tracking features.

7. Children's Privacy

The App is designed for business use by automotive dealership employees and is not intended for individuals under the age of 16. We do not knowingly collect personal information from children under 16. If we discover that we have collected information from a child under 16, we will promptly delete it.

8. International Transfers

Your information may be transferred to and processed in the United States or other countries where DealerCX or its service providers operate. For transfers from the European Economic Area (EEA), United Kingdom, or Switzerland, we rely on Standard Contractual Clauses approved by the European Commission and Data Processing Agreements with appropriate safeguards.

9. Data Breach Notification

In the event of a data breach that affects your personal information:

• We will notify affected users without undue delay.
• We will notify relevant supervisory authorities within 72 hours as required by applicable law.
• We will provide information about the nature of the breach, likely consequences, and measures taken.
• We will offer guidance on steps you can take to protect yourself.

10. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA).

Your Rights

• Right to Know: Request disclosure of the categories and specific pieces of personal information we have collected.
• Right to Delete: Request deletion of your personal information, subject to certain exceptions.
• Right to Correct: Request correction of inaccurate personal information.
• Right to Opt-Out: Opt out of the sale or sharing of personal information.
• Right to Limit: Limit the use of sensitive personal information.
• Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights.

Categories of Information Collected

In the past 12 months, we have collected:

• Identifiers (name, email, phone number, device identifiers)
• Professional information (job title, dealership affiliation)
• Geolocation data (with your consent)
• Internet/electronic activity (usage data, analytics)
• Inferences (preferences derived from usage patterns)

We do not sell personal information. We do not share personal information for cross-context behavioral advertising purposes.

11. European Privacy Rights (GDPR)

If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, you have rights under the General Data Protection Regulation (GDPR).

Legal Basis for Processing

• Contract: Processing necessary to provide our services.
• Legitimate Interests: Improving our services, security, and fraud prevention.
• Consent: Where you have provided explicit consent.
• Legal Obligation: Compliance with applicable laws.

Your Rights

• Access: Obtain confirmation of processing and a copy of your data.
• Rectification: Correct inaccurate or incomplete data.
• Erasure: Request deletion ("right to be forgotten").
• Restriction: Limit how we process your data.
• Portability: Receive your data in a structured, machine-readable format.
• Object: Object to processing based on legitimate interests.
• Withdraw Consent: Withdraw consent at any time.
• Lodge Complaint: File a complaint with your local supervisory authority.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last Updated" date and notify you via in-App notification or email. For significant changes, we may require you to re-acknowledge the policy.

13. Contact Us