Privacy Policy

This Privacy Policy explains how Dealer Frontline collects, uses, discloses, and protects information when an individual automotive salesperson, service advisor, or other frontline worker uses our websites and personal workflow tools.

1. Information we collect

We may collect the following categories of information:

• Account information: name, email, phone number, dealership or employer name, login details, subscription status, and support communications.
• Workspace data: customer names/contact details you enter, notes, tasks, reminders, appointments, leads, inventory sources, inventory records, calculator inputs, Desk prompts, reports, and other content you choose to store in the product.
• Payment and billing data: subscription status, plan, trial status, invoices, and payment metadata handled by our payment processor. We do not intentionally store full card numbers.
• Technical and security data: IP address, browser/device information, approximate region, authentication/session data, diagnostics, usage events, error logs, and security/audit records.
• AI and assistant data: prompts, context, and outputs sent through Desk or other assistant features when those features are enabled.

We collect information directly from account holders and support contacts; from the devices and browsers used to access the Service; from content account holders enter; and from inventory sources they choose to connect or submit, including dealership websites and feeds. Customer information in a user's workspace is supplied by that user or their dealership.

2. Sensitive information and customer data

Dealer Frontline is not designed to store credit applications, Social Security numbers, bank account numbers, full payment card numbers, driver's license images, insurance documents, health information, or other highly sensitive regulated data unless a future feature explicitly says it is built for that purpose. Do not enter that information into notes, Desk prompts, reports, or free-text fields.

If you enter customer information into Dealer Frontline, you are responsible for having the right to do so, providing any notices or consents required by your employer and applicable law, and using that information only for lawful business purposes.

3. How we use information

We use information to:

• provide, maintain, secure, and improve Dealer Frontline;
• authenticate users and manage accounts, trials, subscriptions, and billing;
• operate Desk, inventory tools, calculators, reminders, reports, and support workflows;
• respond to support, safety, legal, and administrative requests;
• detect abuse, debug errors, enforce our Terms, and protect users and the Service;
• send account, service, security, billing, and support communications;
• comply with legal obligations and preserve records where needed.

4. AI processing

Desk may use rule-based logic and, when enabled for an eligible account, third-party AI/model providers to generate responses. Prompts and relevant account/workspace context are sent to the model endpoint configured for Dealer Frontline. That endpoint may be operated by us or by a provider we use, depending on the deployment. Do not include highly sensitive personal, financial, or confidential dealership data in Desk prompts unless you are authorized to do so and understand the risk.

AI outputs may be incomplete or wrong. You are responsible for reviewing outputs before using them with customers, coworkers, lenders, insurers, regulators, or the public.

5. Sharing and service providers

We do not sell personal information. We do not share personal information for cross-context behavioral advertising. We may disclose information to service providers that help us run Dealer Frontline, including hosting, databases, authentication, payment processing, email delivery, analytics/diagnostics, support tools, and AI/model providers. We may also disclose information if required by law, to protect rights and safety, to enforce our Terms, or in connection with a business transfer such as a merger, acquisition, financing, or asset sale.

6. Cookies, local storage, and similar technologies

We may use cookies, local storage, session tokens, and similar technologies for sign-in, security, preferences, theme settings, diagnostics, and product functionality. Your browser may allow you to block or delete some of these technologies, but doing so may break parts of the Service.

7. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information, including HTTPS in transit, access controls, authentication, logging, and vendor controls where appropriate. No system is perfectly secure. You are responsible for protecting your account credentials, devices, browser sessions, and any customer data you export or copy from the Service.

8. Retention

We retain account and workspace information while it is needed to provide the Service and for as long as an account remains active. When an account holder requests deletion, we assess and process the request under applicable law. We may retain limited information for tax, billing, security, dispute-resolution, or other legal obligations. Diagnostic logs and backup copies are retained only as needed for security, recovery, and system operation.

9. Your privacy choices and U.S. state rights

Depending on where you live and whether the law applies to Dealer Frontline, you may have rights to request access to, correction of, deletion of, or a portable copy of personal information; to opt out of certain processing; and to appeal a denied request. We will respond to verifiable privacy requests within applicable legal deadlines. We may need to verify your identity and authority before responding.

We do not knowingly sell personal information or share it for cross-context behavioral advertising. If that changes, we will update this policy and provide required choices.

To submit a privacy request or appeal, email dealerfrontline@gmail.com. Include your account email, state of residence, and the type of request. Do not email passwords, payment-card numbers, Social Security numbers, or other highly sensitive information. You may also contact dealerfrontline@gmail.com if you cannot use the privacy mailbox.

Submit a request online

Use this form to send your request to the privacy team. Do not include passwords or highly sensitive information.

10. Communications

We may send service, security, billing, and account communications. Marketing emails, if used, will include legally required opt-out options. Dealer Frontline does not give you permission to contact your own customers by email, call, or text unless you have the legally required consent and comply with applicable laws and your employer's policies.

11. Children

Dealer Frontline is intended for business users and is not directed to children under 13. We do not knowingly collect personal information from children under 13.

12. Changes

We may update this policy from time to time. We will update the "Last updated" date above and may provide additional notice for material changes.

13. Contact

Privacy questions or requests: dealerfrontline@gmail.com
General support: dealerfrontline@gmail.com