Privacy Policy

Effective Date: July 5, 2025

This Privacy Policy describes how DealerMate ("Company," "we," "us," or "our"), a sole proprietorship operating out of London, Ontario, Canada, collects, uses, maintains, and discloses information collected from users ("User," "you," or "your") of our website at www.dealermate.ca (the "Website") and our Automation Systems and Services (the "Service"), which includes AI Call Facilitation.

By using our Website or Service, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

We collect various types of information to provide and improve our Website and Service.

1.1. Information You Provide Directly: This includes information you voluntarily provide when you:

Contact us through our Website, email, or phone (e.g., your name, company name, email address, phone number, and any message content).
Sign up for our Service (e.g., business details, contact information for your team, billing information).
Provide specific instructions, data, or access credentials necessary for the customization and operation of your automation systems (e.g., scripts, tasks, goals for AI agents, system requirements).

1.2. Information Collected Through Our Service (Client Data): When you use our Automation Systems and Services, we collect data related to the processes and systems we facilitate. This includes:

For AI Call Facilitation:
- Call Recordings: Audio recordings of calls facilitated by our AI system.
- Call Transcripts: Text versions of the call recordings.
- Lead Data: Information collected from callers by the AI agent as per your customized scripts (e.g., caller names, contact details, inquiry specifics).
- Call Metadata: Information about the call itself, such as date, time, duration, call sentiment, and quality metrics.
For Other Automation Systems: Data generated or processed by the automation systems we build or manage on your behalf, which may include operational data, process logs, and specific information relevant to the automated tasks (e.g., customer interactions, form submissions, data transfers). The specific types of data collected will depend on the nature and scope of the automation system provided.

1.3. Information Collected Automatically (Website Usage Data): When you visit our Website, we may automatically collect certain information about your device and browsing activity, such as:

IP address
Browser type and version
Operating system
Referring/exit pages
Date and time of visit
Pages viewed and time spent on pages
Clickstream data

We may use cookies and similar tracking technologies (e.g., web beacons, pixels) to collect this information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Website.

2. How We Use Your Information

We use the collected information for various purposes, including:

To Provide and Maintain the Service: To set up, operate, and deliver our Automation Systems and Services as per your specifications, and to manage your account and billing. This includes optimizing and enhancing the performance, accuracy, and features of our systems.
To Improve Our Service: To analyze usage patterns, monitor system performance, and gather feedback to continuously optimize and enhance the performance, accuracy, and features of our automation systems and overall Service. This may involve using different, best-in-class models, software, and underlying providers.
For Communication: To respond to your inquiries, send you service-related notifications, updates, and administrative messages.
For Marketing and Promotion: To send you promotional materials about our services, using anonymized data as described in Section 8.3 of our Service Agreement.
For Security and Fraud Prevention: To protect our Website and Service from unauthorized access, fraud, and other malicious activities.
For Legal Compliance: To comply with applicable laws, regulations, and legal processes, and to respond to lawful requests from public authorities.

3. How We Share Your Information

We may share your information in the following circumstances:

With You (the Client): Your Client-specific data collected through the Service (in its original, identifiable form) is accessible to you as part of the Service.
With Service Providers: We may share information with third-party vendors and service providers who perform services on our behalf, such as hosting providers, data storage providers, payment processors, and analytics providers. These providers are obligated to protect your information and use it only for the purposes for which it was disclosed.
- International Data Transfers: Please be aware that your data may be processed by these third-party service providers located outside of Canada, including in the United States and the European Union. When data is transferred outside of Canada, it may be subject to the laws of the jurisdiction where it is processed, and may be accessible to law enforcement and national security authorities of that jurisdiction. We take steps to ensure that such transfers comply with applicable data protection laws and that your data remains protected.
Anonymized/Aggregated Data: We may share anonymized and aggregated data (from which personal identifying information has been removed) for various purposes, including system improvement, research, analytics, and marketing. This data cannot be used to identify you or any individual.
For Legal Reasons: 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 order or government agency request).
Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. We will notify you via email or a prominent notice on our Website of any such change in ownership or control of your personal information.

4. Data Retention

Client-Specific Identifiable Data: We will save all Client-specific data, including call recordings, transcripts, lead data, and other operational data (in their original, identifiable form), for up to twenty-four (24) months after the end of your Service Term. After this 24-month period, all personal identifying information will be securely deleted.
Anonymized Data: Data, once stripped of all personal identifying information, becomes anonymized data. DealerMate retains ownership of this anonymized data and may use it indefinitely for its internal training, system optimization, and marketing purposes.
Website Usage Data: We retain website usage data 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.

5. Data Security

We implement reasonable security measures to protect your information from unauthorized access, alteration, disclosure, or destruction. These measures include, but are not limited to, encryption, access controls, and secure data storage practices. While we strive to use commercially acceptable means to protect your personal information, no method of transmission over the Internet or method of electronic storage is 100% secure. Therefore, we cannot guarantee its absolute security.

6. Your Data Rights

Under applicable privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) in Canada, you may have certain rights regarding your personal information:

Right to Access: You have the right to request access to the personal information we hold about you.
Right to Correction/Rectification: You have the right to request that we correct any inaccurate or incomplete personal information we hold about you.
Right to Deletion (Right to be Forgotten): You have the right to request the deletion of your personal information. As stated in our Service Agreement, you or the individual user may request complete deletion of their data at any time.
Right to Withdraw Consent: Where we rely on your consent to process your personal information, you have the right to withdraw that consent at any time.

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 in accordance with applicable law.

7. Third-Party Links

Our Website and Service may contain links to third-party websites or services that are not operated by us. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services. We strongly advise you to review the Privacy Policy of every site you visit.

8. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Effective Date" at the top of this Privacy Policy. We will also notify you via email or a prominent notice on our Website prior to the change becoming effective, for material changes. You are advised to review this Privacy Policy periodically for any changes.

9. Governing Law

This Privacy Policy is governed by the laws of the Province of Ontario, Canada, and applicable federal laws of Canada.

10. Contact Us

If you have any questions about this Privacy Policy, our data practices, or if you wish to exercise your data rights, please contact us:

DealerMate Email: support@dealermate.ca Website: www.dealermate.ca

Last Updated July 05 2025

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