Privacy Policy

Effective date: [TO BE SET ON LAUNCH] · Last updated: [TO BE SET ON LAUNCH]

Template notice: This Privacy Policy is a working draft prepared for the DealerCopy product. Before going live, have it reviewed by a lawyer qualified in your jurisdiction (and in the jurisdictions of your customers) for compliance with PIPEDA, GDPR, CCPA, and any other applicable privacy laws.

1. Who we are

DealerCopy ("DealerCopy," "we," "us," or "our") is a software product operated by GearUp Media Ltd., a Canadian corporation based in Ontario. This Privacy Policy describes how we collect, use, share, and protect information when you use the DealerCopy Chrome extension, our website at dealercopy.com, and related services (collectively, the "Service").

2. Information we collect

Account information

When you sign up, we collect your email address, dealership/business name, name of an authorized representative, and (via our payment processor, Stripe) billing information. We do not see or store your payment card details — those are handled exclusively by Stripe.

Vehicle data you submit

To generate descriptions, you provide vehicle identification numbers (VINs) and/or upload window sticker files. VINs and sticker contents are transmitted through our backend to Anthropic (our AI provider) for processing. We do not retain VINs, sticker files, or generated descriptions on our servers beyond the immediate processing window required to complete your request. Logs capturing VIN-level activity are not maintained.

Usage data

We log per-rooftop generation counts (number of descriptions generated per day) for billing and capacity management. We do not log the content of generations.

Rooftop identification

To enforce per-rooftop subscription limits, each dealership location is assigned a randomly generated identifier and an associated display name (which you choose). This information is linked to your subscription's license key.

Technical and diagnostic data

Our servers automatically receive standard technical information when you use the Service — including IP address, browser type, extension version, and request timestamps. We use this only for security, abuse prevention, and operational debugging. We do not use it to build profiles about you.

Communications

When you contact us at hello@dealercopy.com or related addresses, we retain your message for support history.

3. How we use information

To provide the Service: generate vehicle descriptions, validate subscriptions, enforce rooftop limits, deliver support.
To bill correctly: count generations per rooftop, calculate subscription quantities, process payments through Stripe.
To communicate: send service emails (welcome, trial reminders, payment failure notices, important changes to the Service).
To improve the Service: identify operational issues, prevent abuse, plan capacity.
To comply with legal obligations as applicable.

We do not use your vehicle data, generated descriptions, or dealership information to train AI models, sell advertising, or share with third parties for marketing.

4. Legal bases for processing

Where the General Data Protection Regulation (GDPR) or comparable laws apply, we process your information on the following bases: (a) performance of a contract (delivering the Service you subscribe to); (b) legitimate interests (security, abuse prevention, operational management); (c) consent (for optional communications you've opted into); and (d) legal obligations.

5. Service providers (sub-processors)

We rely on the following service providers to operate DealerCopy. Each is bound by their own privacy commitments:

Anthropic — AI processing of VINs and sticker content to generate descriptions. Data is sent to Anthropic in the United States. Anthropic does not use API inputs to train models per their commercial terms.
Stripe — Payment processing and subscription management. Stores billing details; processes credit cards.
Cloudflare — Web hosting, DNS, edge computing (Workers), and database (D1). Data is stored on Cloudflare's infrastructure.
Google Workspace — Email service for DealerCopy correspondence.
Resend (or comparable transactional email provider) — Sending automated emails such as welcome messages, trial reminders, and payment notifications.
NHTSA vPIC — Public US government database used for VIN decoding. Only the VIN is sent; no other dealership data.

We do not sell your information to third parties.

6. Data retention

Different types of data are retained for different periods:

VINs and sticker files: Processed in memory only. Not stored after the description is delivered.
Generated descriptions: Returned to you. Not stored on our servers.
Usage counts: Retained for the duration of your subscription plus 24 months for accounting purposes.
Account information: Retained while your account is active and for 24 months after cancellation, then deleted (except as required for tax or legal compliance).
Billing records: Retained for 7 years per Canadian tax requirements.
Support correspondence: Retained for 24 months.

7. Your rights

Depending on where you live, you may have the right to:

Access the personal information we hold about you.
Correct inaccurate information.
Request deletion of your information (subject to legal retention requirements).
Restrict or object to certain processing.
Port your information in a machine-readable format.
Withdraw consent for optional processing.
Lodge a complaint with your local data protection authority (Office of the Privacy Commissioner of Canada, EU/EEA supervisory authority, etc.).

To exercise any of these rights, email privacy@dealercopy.com. We respond within 30 days.

8. International data transfers

DealerCopy is operated from Canada. Our service providers (Anthropic, Stripe, Cloudflare, Google) operate globally and may process your data in the United States and other jurisdictions. By using the Service, you consent to the transfer of your information to these locations. Where required, we rely on standard contractual clauses or equivalent safeguards.

9. Security

We use industry-standard security practices to protect your information, including TLS encryption for all data in transit, encryption at rest where supported by our service providers, restricted access to production systems, and regular security reviews. No system is perfectly secure; you use the Service at your own risk.

10. Cookies and similar technologies

Our website uses only essential cookies necessary for the site to function (e.g., remembering your billing-period toggle preference). We do not use third-party tracking, analytics, or advertising cookies. The Chrome extension stores configuration data (your dealership name, rooftop IDs, license key) locally in browser storage; this data is not transmitted to us except when needed to authenticate your generation requests.

11. Children's privacy

DealerCopy is a B2B service intended for use by automotive dealership staff. It is not directed to children under 16. We do not knowingly collect information from children.

12. Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be announced via email to active subscribers at least 30 days before they take effect. The "Last updated" date at the top of this page will always reflect the most recent revision.

13. Contact

Questions about this Privacy Policy, or requests to exercise your rights:

GearUp Media Ltd.
privacy@dealercopy.com
General inquiries: hello@dealercopy.com