Privacy Policy

1. Introduction

Auto Leads Systems Ltd. ("we", "us", or "our") operates Appraisal Vault, a vehicle appraisal management platform for automotive dealerships. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application and web portal (collectively, the "Service").

2. Information We Collect

Account Information

When you create an account, we collect your name, email address, phone number, dealership name, and location (city, province/state, country, postal code).

Appraisal Data

We store vehicle appraisal information you create, including vehicle details (year, make, model, trim, VIN, odometer, condition), photos, pricing data, customer contact information, and notes.

Usage Data

We automatically collect device information, IP addresses, browser type, operating system, and usage patterns to improve our Service.

Camera and Photos

Our mobile app requests camera access for VIN barcode scanning and vehicle photo capture. Photos are uploaded to our secure storage and associated with the relevant appraisal.

3. How We Use Your Information

• Provide, maintain, and improve the Service
• Process vehicle appraisals and generate AI-powered pricing analyses
• Facilitate team collaboration and dealership syncing features
• Send transactional emails (account verification, team invitations, appraisal notifications)
• Process payments and manage subscriptions via Stripe
• Monitor for security threats and prevent fraud
• Provide customer support

4. AI-Powered Features

When you use our AI Appraisal feature, vehicle information (year, make, model, trim, VIN, mileage, condition) is sent to third-party AI providers to generate market pricing analysis. This data is used solely for pricing computation and is not retained by our AI providers for training purposes. Customer personal information is never shared with AI providers.

5. Data Sharing

Dealership Syncing

When you sync with a partner dealership, appraisal data (vehicle details, photos, pricing) is shared with the connected dealership. Customer contact information is not shared with synced dealerships until you explicitly choose to do so.

Service Providers

We use the following third-party services to operate our platform:

• Supabase (database and authentication)
• Stripe (payment processing)
• SendGrid (transactional email)
• Expo/EAS (mobile app distribution)
• Vercel (web hosting)

We do not sell your personal information to third parties.

6. Cross-Border Data Transfers

Our Service is hosted on infrastructure located in the United States. By using the Service, you acknowledge that your personal information may be transferred to, stored, and processed in the United States and other jurisdictions outside of Canada where our service providers operate.

Our third-party service providers (Supabase, Stripe, SendGrid, Vercel, Expo) may process data in the United States. While these providers maintain security standards comparable to Canadian requirements, the data may be subject to the laws of those jurisdictions, including lawful access by government authorities.

We take reasonable steps to ensure that your personal information receives an adequate level of protection in the jurisdictions in which we process it.

7. Data Security

We implement industry-standard security measures including encrypted data transmission (TLS/SSL), encrypted data storage, row-level security policies on our database, secure session management with multi-device controls, and regular security audits. While we strive to protect your data, no method of electronic transmission or storage is 100% secure.

8. Data Breach Notification

In the event of a data breach involving your personal information that poses a real risk of significant harm, we will:

• Notify affected individuals as soon as feasible
• Report the breach to the Office of the Privacy Commissioner of Canada as required by PIPEDA
• Keep records of all breaches involving personal information
• Take reasonable steps to reduce the risk of harm resulting from the breach

9. Data Retention

We retain your account and appraisal data for as long as your account is active or as needed to provide the Service. Archived appraisals are retained but can be permanently deleted at your request. When you delete your account, we will delete your personal data within 30 days, except where retention is required by law.

10. Your Rights

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

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Export your data in a portable format
• Opt out of marketing communications
• Withdraw consent where processing is based on consent

To exercise any of these rights, contact us at support@appraisal-vault.com.

11. Cookies

We use essential cookies for authentication and session management. We do not use advertising or tracking cookies. Our analytics are anonymized and do not track individual users across websites.

12. Children's Privacy

Our Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. Your continued use of the Service after changes constitutes acceptance of the updated policy.

14. Privacy Officer

Auto Leads Systems Ltd. has designated a Privacy Officer who is accountable for our compliance with this policy and applicable privacy legislation, including PIPEDA.

If you have questions, concerns, or complaints about this Privacy Policy, our data practices, or wish to exercise your privacy rights, contact our Privacy Officer:

Ryan Cragg, Privacy Officer
Auto Leads Systems Ltd.
privacy@appraisal-vault.com

If you are not satisfied with our response, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada.