Privacy Policy
This Privacy Policy explains how Dealer Cortex AI Technologies ("DealerCortex AI," "we," "us") collects, uses, and protects information in connection with the DealerCortex AI platform and related services (the "Service"). DealerCortex AI is a business-to-business retail-intelligence platform for automotive dealerships. We do not sell personal information.
1. Who this policy applies to
- Dealer account holders and their employees who use the platform.
- Data from third-party accounts a dealer chooses to connect (e.g., Google Merchant Center, Google Analytics, a CRM).
- Visitors to our websites.
2. Information we collect
2.1 Account information
Name, work email, dealership name, work phone, an encrypted password hash, and billing contact information.
2.2 Data accessed through Google APIs (OAuth)
- Google Merchant Center (
contentscope): vehicle listing data such as VIN, year, make, model, trim, mileage, price, dealer location, listing URL, and image URL. - Google Analytics 4 (
analytics.readonlyscope): aggregate page-view counts by VIN and date only — no individual user-level data. - OAuth tokens are encrypted at rest using AES-256-GCM and deleted within 24 hours of a dealer disconnecting the connection.
2.3 Data accessed through CRM and telephony integrations
Where a dealer enables them: lead records (VIN, status, timestamps) and, for call features, call metadata and recordings used to surface and coach missed opportunities. Integration API keys are encrypted at rest with AES-256-GCM.
2.4 Usage data
Server logs (timestamps, request paths, response codes, user agent, IP address), retained for 30 days.
2.5 Cookies
First-party session cookies only. We do not use third-party advertising or cross-site tracking cookies.
3. Google API Services User Data Policy — Limited Use
DealerCortex AI's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
Specifically: we do not sell Google user data; we do not use it to train generalized AI/ML models; we do not use it for advertising; and humans do not access it except with the dealer's consent, for security or to comply with law, or in aggregated/anonymized form.
4. How we use information
- To provide the dealer cockpit and its analytics, inventory, and intelligence features.
- To authenticate users and secure accounts.
- To generate aggregate market and performance signals for the dealer.
- To send transactional emails (e.g., account, security, and product notifications).
5. Who we share data with (sub-processors)
We share data only with service providers that process it on our behalf to run the Service. Depending on which features a dealer enables, these may include:
| Provider | Purpose |
|---|---|
| Google LLC | Source of dealer-connected Merchant Center & Analytics data (via OAuth) |
| Anthropic | AI analysis (Claude API). Prompts and responses are not used to train Anthropic's models. |
| DigitalOcean | Cloud hosting and managed database |
| Vercel | Web application hosting |
| Resend | Transactional email delivery |
| Twilio | SMS and telephony (where messaging/voice features are enabled) |
| Deepgram / ElevenLabs / Vapi | Call transcription and voice features (where enabled) |
| CallTrackingMetrics | Call tracking and recording (where call features are enabled) |
6. SMS / Text Messaging
6a. SMS — Business Outreach
If you speak with DealerCortex AI by phone and verbally agree during that call to receive text messages, we may send you SMS related to that conversation — including the store-analysis link you requested and appointment or callback confirmations and reminders. Consent for these messages is captured verbally on the recorded call; it is not obtained through a web form and is not a condition of any purchase. We do not sell, rent, or share your mobile phone number or your SMS consent with any third parties or affiliates for their own marketing purposes. Message frequency varies. Message and data rates may apply. You can reply STOP at any time to opt out, or HELP for help. For support, contact support@dealercortexai.com.
6b. SMS — Lead Follow-up
If you submit your phone number through a form on a dealership website powered by DealerCortex and consent to text messages, the dealership and DealerCortex may text you about your vehicle inquiry, including follow-up, appointment, and related updates. You opt in by checking a consent box (unchecked by default) when you submit the form; consent is not a condition of any purchase. We do not sell, rent, or share your mobile phone number or SMS consent with third parties for their marketing. Message frequency varies. Message and data rates may apply. Reply STOP to opt out, HELP for help.
7. How a dealer can revoke access and delete data
A dealer can disconnect any third-party connection at any time from account settings; associated tokens are deleted within 24 hours and mirrored data within 30 days. To delete an account and its data, email nick@dealercortexai.com; we complete deletion within 30 days.
8. Data retention
| Data | Retention |
|---|---|
| OAuth tokens | Until disconnect + 24 hours |
| Mirrored inventory / analytics data | Up to 30 days after disconnect |
| Server logs | 30 days |
| Billing records | 7 years (legal/tax requirement) |
9. Security
Data in transit is protected with TLS 1.2+. Sensitive data (OAuth tokens, integration keys) is encrypted at rest with AES-256-GCM. Passwords are stored only as salted hashes. Access to production systems is restricted and authenticated.
10. Children
DealerCortex AI is a business-to-business product not directed to children, and we do not knowingly collect information from anyone under 13.
11. International users
The Service is operated from the United States and intended for U.S. dealerships. We do not offer the Service to individuals in the EEA.
12. Changes to this policy
We may update this policy from time to time. Material changes will be communicated by email and reflected by the "Last updated" date above.
13. Contact
Dealer Cortex AI Technologies
Privacy inquiries: nick@dealercortexai.com