01Who we are
Dealer8 ("Dealer8", "we", "us") provides software that helps car dealerships communicate with their customers and manage parts orders, warranty leads, appointments, vehicle appraisals and reports. This policy explains how we collect, use and disclose personal information through our website, web application and related services (the "Service").
We follow Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and, where they apply, provincial private-sector privacy laws.
02Scope and roles
Who is responsible for your information depends on how you interact with us:
- Website visitors and people who contact us, for example through the "Book a demo" or "Join us" forms: Dealer8 is responsible.
- Dealership staff who use the Service: Dealer8 is responsible for your account information. Your employer is responsible for the work it asks you to do in the Service.
- Customers of a dealership: the dealership is the organization responsible for your personal information. Dealer8 acts as its service provider and handles that information only on the dealership's instructions and under our agreement with it. Questions about how a dealership uses your information are best sent to that dealership. We will help it respond.
03Information we collect
Information you give us
When you fill in a form on our website, we collect what you enter, such as your name, work email, phone number, role, dealership name and address, store hours and contact details, and your message.
Account information
For dealership staff, we collect your name, work email, phone number, position, access level and sign-in records. We use one-time passcodes and similar methods to verify sign-ins.
Information from dealership systems
When a dealership connects its dealer management system (DMS) or enters data, we receive the records needed to provide the Service. These include repair orders, parts orders, appointments, vehicle details and warranty information, and the names, phone numbers and email addresses of the dealership's customers.
Conversations
We store the text messages and emails sent and received through the Service, including replies from a dealership's customers, together with delivery status and timestamps.
Technical information
Our servers and hosting provider automatically record standard technical information, such as IP address, browser type, pages or features requested, and the date and time of a request. We use it for security, troubleshooting and keeping the Service running.
04How we use information
- To provide the Service, for example to send a dealership's customers updates about parts, service, warranty and appointments, and to show staff the status of their work.
- To reply to demo requests, sign-up requests and other enquiries, and to set up new dealerships.
- To create and secure accounts, verify sign-ins and prevent fraud or misuse.
- To support, maintain, test and improve the Service, including through aggregated or de-identified information.
- To send service and account notices, such as security alerts and changes to our terms.
- To meet legal obligations, enforce our agreements and protect our rights and the rights of others.
We use a dealership's customer information only to provide the Service to that dealership. We do not use it to market our own products to those customers.
05AI processing
The Service uses artificial intelligence, including large language models from third-party providers, to understand incoming messages and to draft and send replies and summaries for dealerships. To do this, the relevant conversation and related order, appointment or vehicle details are sent to the AI provider for processing. We send only the information needed for the task. Dealerships control which AI features are on and can review conversations in the Service.
We do not use customer data to train AI models.
AI is not used to make decisions that have legal or similarly significant effects on you.
06Consent
We collect, use and disclose personal information with consent, or as otherwise permitted or required by law. Consent can be express, for example when you submit a form, or implied, for example when you give a dealership your phone number for updates about your vehicle. For a dealership's customers, the dealership is responsible for obtaining appropriate consent.
You may withdraw consent at any time, subject to legal or contractual limits and reasonable notice. Withdrawing consent may mean we, or the dealership, can no longer provide some services to you.
08Where information is stored
The Service is hosted with Amazon Web Services in Canada (Canada Central region). Some of our service providers, for example AI model and message delivery providers, may process information in other countries, including the United States. When that happens, the information may be accessible to courts, law enforcement and national security authorities of those countries under their laws. We use contractual and other measures to protect it.
09How long we keep it
We keep personal information only as long as needed for the purposes described in this policy, as set out in our agreement with the relevant dealership, or as required by law. After that we delete it or anonymize it. When a dealership stops using the Service, we delete or anonymize its data after giving it a reasonable chance to export it, unless we must keep certain records for legal reasons.
10Security
We protect personal information with safeguards suited to its sensitivity. These include encryption in transit, access controls based on role, verified sign-ins and limited staff access. No system is perfectly secure, so please keep your sign-in details private and tell us about anything suspicious.
If a breach of security safeguards creates a real risk of significant harm, we will notify the affected dealership and, where we are the responsible organization, the affected individuals and the Office of the Privacy Commissioner of Canada, as the law requires.
11Your rights and choices
Subject to the law, you can:
- ask whether we hold personal information about you, and request access to it;
- ask us to correct information that is inaccurate or incomplete;
- withdraw your consent, as described above;
- ask questions or make a complaint about how we handle your information.
Email hello@dealer8.com to make a request. We may need to confirm your identity first, and we will respond within the time the law requires. If your request concerns information we handle for a dealership, we will pass it to the dealership and help it respond.
If you are not satisfied with our response, you may complain to the Office of the Privacy Commissioner of Canada or, where it applies, to your provincial privacy regulator.
12Text messages and email
Dealerships use the Service to send their customers messages about their orders, vehicles, warranty and appointments. Messages identify the dealership they come from.
- Text messages: reply STOP to stop receiving texts from that dealership through Dealer8. You can also tell the dealership directly that you no longer want to be contacted. Message and data rates from your mobile carrier may apply.
- Email: use the unsubscribe option where provided, or reply asking not to be contacted.
Commercial electronic messages are sent in line with Canada's Anti-Spam Legislation (CASL), and dealerships are responsible for having consent to contact their customers.
14Children
The Service is a business tool and is not directed to children. We do not knowingly collect personal information from children through our website or application.
15Changes to this policy
We may update this policy as the Service or the law changes. We will change the "Last updated" date above and, for material changes, give notice through the Service or by email before the changes take effect.
16Contact us
For privacy questions, requests or complaints, contact the person responsible for privacy at Dealer8 by email at hello@dealer8.com.
See also our Terms of Service.