Privacy Policy

1. Introduction

Dealer Service Tracker("we," "our," or "us") operates a web-based service management platform designed for automotive dealerships. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform.

By accessing or using Dealer Service Tracker, you agree to this Privacy Policy. If you do not agree with the terms of this policy, please do not access the platform.

2. Information We Collect

We collect information in the following categories:

Account Information

When your dealership administrator creates an account for you, we collect your full name, email address, and role assignment. Passwords are securely hashed and never stored in plain text.

Dealership Information

We collect your dealership name and associate it with your account for multi-tenant data isolation.

Service Ticket Data

Information entered into service tickets includes vehicle details (year, make, model, VIN, stock number), customer names, customer phone numbers, service descriptions, priority levels, due dates, and internal notes. This data is entered by your dealership's authorized users.

Usage Data

We may collect information about how you access and use the platform, including your IP address, browser type, operating system, pages viewed, and the dates and times of your visits.

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the Dealer Service Tracker platform
• Authenticate users and manage access permissions
• Isolate your dealership's data from other dealerships
• Enable service ticket management and workflow tracking
• Send administrative communications related to your account
• Monitor and improve platform performance and security
• Comply with legal obligations

4. Data Isolation and Security

Dealer Service Tracker is a multi-tenant platform. Each dealership's data is logically isolated at the database level using Row Level Security (RLS) policies. This means:

• Your dealership's data is only accessible to authenticated users within your organization
• No other dealership can view, access, or modify your data
• All data is transmitted over encrypted HTTPS connections
• Passwords are cryptographically hashed and never stored in readable form
• Access is controlled through role-based permissions (Admin and User roles)

5. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share information only in the following circumstances:

• Service Providers: We use third-party services to host and operate the platform (including Supabase for database and authentication, and Vercel for hosting). These providers are bound by their own privacy policies and data processing agreements.
• Legal Requirements: We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).
• Business Transfers: If we are involved in a merger, acquisition, or asset sale, your information may be transferred as part of that transaction. We will notify affected users before their information becomes subject to a different privacy policy.

6. Data Retention

Active service tickets remain in the system until closed. Closed tickets are automatically archived after 30 days but remain accessible in read-only mode through the archive view. Soft-deleted tickets are hidden from all views but retained in the database for record-keeping purposes.

Account information is retained for as long as your dealership maintains an active subscription. Upon termination of service, we will delete or anonymize your data within 90 days, unless retention is required by law.

7. Customer Information

Service tickets may contain customer personal information such as names and phone numbers. This information is entered by your dealership's users and is subject to your dealership's own privacy practices. Your dealership is responsible for obtaining any necessary consent from customers before entering their information into the platform.

We act as a data processor with respect to customer information — your dealership is the data controller. We process this information solely to provide the service and do not use it for any other purpose.

8. Cookies and Tracking

Dealer Service Tracker uses essential cookies required for authentication and session management. We do not use advertising cookies, tracking pixels, or third-party analytics that track individual users across websites.

9. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your personal information
• Object to or restrict processing of your information
• Request a portable copy of your information

To exercise any of these rights, please contact your dealership administrator or reach out to us at privacy@dealerservicetracker.com.

10. Children's Privacy

Dealer Service Tracker is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child, we will take steps to delete it promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify affected users of any material changes by email or through a notice on the platform. Your continued use of Dealer Service Tracker after any changes constitutes acceptance of the updated policy.

12. Contact Us

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

privacy@dealerservicetracker.com