Privacy Policy
Last Updated: January 15, 2025
Effective Date: January 15, 2025
DealersCloud ("we", "us", "our", or "Company") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website dealerscloud.com (the "Website") or use our services (collectively, the "Services").
Please read this Privacy Policy carefully. By using our Services, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our Services.
Important: This Privacy Policy may be updated from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. You are advised to review this Privacy Policy periodically for any changes.
1. Information We Collect
1.1 Information You Provide to Us
We collect information that you voluntarily provide to us when you:
- Create an account or sign up for our Services: Name, email address, phone number, dealership name, business address, city, state, ZIP code
- Request a demo: First name, last name, email address, phone number, mobile number, company name, state/ZIP, message, sales volume, current DMS system, preferred date/time
- Contact our sales team: Name, email address, phone number, company name, message
- Complete forms: Business information including current CRM system, ADF email, monthly inventory count, inventory source, floorplan information
- Communicate with us: Any information you provide in emails, phone calls, or other communications
- Subscribe to newsletters or marketing communications: Email address and preferences
1.2 Information Collected Automatically
When you visit our Website or use our Services, we automatically collect certain information, including:
- Usage Data: Pages visited, time spent on pages, click patterns, navigation paths, and other interaction data
- Device Information: IP address, browser type and version, operating system, device type, screen resolution
- Location Data: General geographic location based on IP address
- Referral Information: Website or source that referred you to our Services
- UTM Parameters: Marketing campaign tracking data (source, medium, campaign, term, content)
- Cookies and Tracking Technologies: See our Cookie Policy for detailed information
1.3 Information from Third Parties
We may receive information about you from third-party sources, including:
- Business Partners: Information from partners with whom we have joint marketing agreements
- Service Providers: Information from third-party service providers who assist us in providing our Services
- Public Sources: Information from publicly available sources, such as business directories or social media platforms
- Analytics Providers: Aggregated and anonymized data from analytics services
2. How We Use Your Information
We use the information we collect for the following purposes:
- To Provide and Maintain Our Services: Process your registration, manage your account, provide customer support, and deliver the Services you request
- To Communicate With You: Send you service-related communications, respond to your inquiries, provide customer support, and send you important updates about our Services
- For Marketing and Promotional Purposes: Send you marketing communications about our products and services, special offers, and events (you can opt-out at any time)
- To Improve Our Services: Analyze usage patterns, conduct research, develop new features, and improve the user experience
- For Analytics and Performance: Monitor and analyze trends, usage, and activities in connection with our Services
- To Ensure Security: Detect, prevent, and address technical issues, fraud, security threats, and unauthorized access
- To Comply with Legal Obligations: Comply with applicable laws, regulations, legal processes, and government requests
- To Enforce Our Rights: Enforce our Terms of Service and other agreements, and protect our rights, property, and safety
- For Business Transfers: In connection with any merger, sale of assets, or acquisition of all or a portion of our business
3. How We Share Your Information
We do not sell or rent your personal information to third parties. We may share your information in the following circumstances:
- Service Providers: We may share your information with third-party service providers who perform services on our behalf, such as hosting, data analytics, email delivery, customer service, and marketing assistance
- Business Partners: We may share information with business partners for joint marketing purposes, but only with your consent or as permitted by law
- 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., court orders, subpoenas)
- Protection of Rights: We may disclose your information to protect our rights, privacy, safety, or property, or that of our users or others
- Business Transfers: In the event of a merger, acquisition, reorganization, 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
We do not share your information with affiliates or nonaffiliates for their marketing purposes.
4. Cookies and Tracking Technologies
We use cookies, web beacons, and similar tracking technologies to collect and use information about you. For detailed information about the cookies we use and how to manage your cookie preferences, please see our Cookie Policy.
Third-Party Analytics
We use Google Analytics 4 to help us understand how visitors use our Website. Google Analytics uses cookies and other tracking technologies to collect information about your use of our Website, including:
- Pages you visit and time spent on each page
- How you arrived at our Website
- Your device and browser information
- Your general geographic location
Google Analytics may collect your IP address, but we have configured it to anonymize IP addresses. You can opt-out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.
5. Data Security
We implement appropriate technical and organizational security measures designed to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:
- Encryption of data in transit using SSL/TLS protocols
- Secure data storage with access controls
- Regular security assessments and updates
- Employee training on data protection
- Restricted access to personal information on a need-to-know basis
- Physical, electronic, and procedural safeguards
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.
6. Data Retention
We retain your personal information 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. Our retention periods are based on:
- The nature of the information and the purpose for which it was collected
- Legal, regulatory, and contractual requirements
- Our legitimate business interests
- The need to resolve disputes and enforce our agreements
When we no longer need your personal information, we will securely delete or anonymize it in accordance with our data retention policies and applicable law.
7. Your Privacy Rights
7.1 Rights Under GDPR (European Users)
If you are located in the European Economic Area (EEA), you have certain rights under the General Data Protection Regulation (GDPR):
- Right to Access: Request access to your personal information and receive a copy of the data we hold about you
- Right to Rectification: Request correction of inaccurate or incomplete personal information
- Right to Erasure: Request deletion of your personal information under certain circumstances
- Right to Restrict Processing: Request restriction of processing of your personal information
- Right to Data Portability: Receive your personal information in a structured, commonly used, and machine-readable format
- Right to Object: Object to processing of your personal information for certain purposes
- Right to Withdraw Consent: Withdraw your consent at any time where we rely on consent to process your information
7.2 Rights Under CCPA/CPRA (California Users)
If you are a California resident, you have certain rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):
- Right to Know: Request information about the categories and specific pieces of personal information we collect, use, disclose, and sell
- Right to Delete: Request deletion of your personal information that we have collected
- Right to Opt-Out: Opt-out of the sale of your personal information (we do not sell personal information)
- Right to Non-Discrimination: Exercise your privacy rights without discrimination
- Right to Correct: Request correction of inaccurate personal information
- Right to Limit Use: Limit the use and disclosure of sensitive personal information
How to Exercise Your Rights
To exercise any of these rights, please contact us using the information provided in the "Contact Us" section below. We will respond to your request within the timeframes required by applicable law.
We may need to verify your identity before processing your request. We will not discriminate against you for exercising your privacy rights.
8. International Data Transfers
Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from those in your country.
We take appropriate safeguards to ensure that your personal information receives an adequate level of protection. These safeguards include:
- Transferring data to countries that have been deemed to provide an adequate level of protection by the European Commission
- Using standard contractual clauses approved by relevant authorities
- Implementing appropriate technical and organizational measures
By using our Services, you consent to the transfer of your information to facilities located in the United States and other countries where we operate.
9. Third-Party Services
Our Services may contain links to third-party websites or integrate with third-party services. We are not responsible for the privacy practices of these third parties. We encourage you to read their privacy policies. Some third-party services we use include:
- Google Analytics: Website analytics and usage tracking (see Cookie Policy)
- Hosting Providers: Railway and other cloud infrastructure providers for hosting our Services
- Email Service Providers: ZeptoMail and other email delivery services
- Communication Services: ThinQ and other communication service providers for SMS and voice services
- Payment Processors: Third-party payment processors for processing payments (if applicable)
These third-party services have their own privacy policies governing the collection and use of your information. We recommend that you review their privacy policies.
10. Children's Privacy
Our Services are not intended for children under the age of 13 (or 16 in the European Economic Area). We do not knowingly collect personal information from children under 13 (or 16 in the EEA).
If you are a parent or guardian and believe that your child has provided us with personal information, please contact us immediately. If we become aware that we have collected personal information from a child under 13 (or 16 in the EEA) without parental consent, we will take steps to delete that information from our servers.
11. SMS Terms and Conditions
By providing your mobile number, you agree to receive marketing and customer care messages from DealersCloud. Message frequency will vary based on your activity. Message and data rates may apply.
Opt-Out Instructions: You can opt-out of our SMS services at any time by replying STOP to any message or by contacting us at support@dealerscloud.com. For help, reply HELP.
No Sharing: We do not share your mobile opt-in information with third parties for their marketing purposes.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by:
- Posting the updated Privacy Policy on this page
- Updating the "Last Updated" date at the top of this policy
- Sending you an email notification (if we have your email address)
- Displaying a prominent notice on our Website
Your continued use of our Services after any changes to this Privacy Policy constitutes your acceptance of the updated policy. We encourage you to review this Privacy Policy periodically.
13. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:
Email: support@dealerscloud.com
Phone: 888.220.9546
Mailing Address: DealersCloud, 4000 Legato Rd. Suite 1100, Fairfax, VA 22033
Privacy Inquiries: For privacy-related requests, please include "Privacy Request" in the subject line of your email.
14. Definitions
Personal Information
Any information that identifies, relates to, describes, or is capable of being associated with a particular individual, including but not limited to name, email address, phone number, and business information.
Affiliates
Companies related by common ownership or control. They can be financial and nonfinancial companies.
Nonaffiliates
Companies not related by common ownership or control. They can be financial and nonfinancial companies. Nonaffiliates we share with can include financial service providers (such as credit bureaus, manufacturer affiliated lenders, or other lenders), or they may be non-financial companies such as marketing companies or service providers.
Joint Marketing
A formal agreement between nonaffiliated financial companies that together market financial products or services to you. Our joint marketing partners may include the manufacturer affiliated lenders or other lenders.
Partner
Any person or entity with whom we enter into any kind of business transaction who is under an obligation to us to use reasonable care to keep personal information confidential, which may include our affiliates, nonaffiliates, and those with whom we joint market.
15. Additional Information for Financial Services
If you are a customer using our financial services, the following additional information applies:
Information Sharing for Financial Services
| Reasons we can share your personal information | Does DealersCloud Share? | Can you limit this sharing? |
|---|---|---|
| For our everyday business purposes such as to process your transactions, maintain your account(s), respond to court orders and legal investigations, or report to credit bureaus | Yes | No |
| For our marketing purposes to offer our products and services to you | Yes | No |
| For joint marketing with other financial companies | No | No |
| For our affiliates to market to you information about your transactions and experiences | No | WE DON'T SHARE |
| For our affiliates' everyday business purposes information about your creditworthiness | No | WE DON'T SHARE |
| For our nonaffiliates to market to you | No | WE DON'T SHARE |
To limit our sharing: Email us at support@dealerscloud.com
Please note: If you are a new customer, we can begin sharing your information 30 days from the date we sent this notice. When you are no longer our customer, we continue to share your information as described in this notice. However, you can contact us at any time to limit our sharing.