Privacy Policy

1. Information we collect

Account information

When an administrator provisions your account, we collect your email address and authentication credentials. Passwords are stored in hashed form by our authentication provider; we do not have access to your plaintext password.

Content you submit

We collect the questions, messages, and conversation history you generate while using the Service, along with any images or documents you upload (such as competitor quotes).

Voice data

When you use voice features, audio is processed to convert your speech to text and to generate spoken responses. See Section 4.

Technical and usage information

We automatically collect limited technical data such as log information, device and browser type, and usage events necessary to operate, secure, and improve the Service.

2. How we use information

We use the information we collect to:

• Provide, maintain, and secure the Service;
• Generate AI responses to your questions and requests;
• Authenticate users and manage accounts;
• Analyze and improve the performance and reliability of the Service;
• Communicate with you about the Service, including transactional emails such as password resets; and
• Comply with legal obligations and enforce our Terms of Service.

Pre-qualification (soft credit inquiry). Where a dealership uses our pre-qualification feature, we process the name, email address, and phone number provided (and, where offered, additional details voluntarily supplied) through our credit-data partner to generate a pre-qualification estimate, including a VantageScore 4.0 credit score. This is a soft inquiry and does not affect your credit score. Note that under some legislations, we may be allowed to process information until you object to such processing (by opting out), without having to rely on consent or any other of the following legal bases below. In any case, we will be happy to clarify the specific legal basis that applies to the processing, and in particular whether the provision of Personal Information is a statutory or contractual requirement, or a requirement necessary to enter into a contract. You further understand that this is a soft pull and will not harm your credit in any way whatsoever. To opt out of this processing, contact us using the details in Section 14.

3. AI processing and sub-processors

To deliver the Service, we share certain information with trusted third-party providers (“sub-processors”) that process data on our behalf. We share only what is necessary for each provider to perform its function. Our key sub-processors are:

Each provider operates under its own terms and privacy and security commitments. We do not sell your personal information, and we do not authorize our sub-processors to use the data we share for their own independent purposes.

4. Voice data

Voice features involve two steps. Speech recognition (converting your spoken words to text) may use your browser’s built-in speech-recognition capability, which can route audio through the browser vendor’s service. Spoken responses are generated by our AI voice provider from the text of the response. We do not retain standalone audio recordings of your voice beyond what is necessary to process a request, though the resulting text may be stored as part of your conversation history.

5. Uploaded documents

When you upload an image or document, it is stored in your Service account and may be transmitted to our AI sub-processors for analysis. Uploaded competitor quotes and similar documents may contain personal or financial information about consumers. You are responsible for ensuring you have a lawful basis to upload such information and for redacting anything you are not authorized to share. We recommend uploading only what is necessary for the analysis you need.

6. How we share information

We share information only as described in this policy, including:

• With sub-processors, as listed in Section 3, to operate the Service;
• Within your Organization, consistent with the access your administrator configures;
• For legal reasons, when required by law, subpoena, or to protect rights, safety, and the integrity of the Service; and
• In a business transfer, such as a merger, acquisition, or sale of assets, subject to this policy.

We do not sell personal information, and we do not share it for cross-context behavioral advertising.

7. Data retention

We retain account information for as long as your account is active. Conversations and uploaded files are retained until you delete them or until your account is closed. When you delete content or close your account, we delete or de-identify the associated information within ninety (90) days, except where a longer period is required for legal, security, or backup purposes, or where information has already been processed by a third-party sub-processor under its own retention practices. Routine backups are overwritten on a rolling basis in the ordinary course.

8. Security

We use technical and organizational measures designed to protect information, including encrypted transport, access controls, per-user data isolation, and authentication safeguards. No method of transmission or storage is completely secure, however, and we cannot guarantee absolute security. You are responsible for keeping your credentials confidential.

9. Your privacy rights

Depending on your jurisdiction, you may have rights to access, correct, delete, or port your personal information, or to object to or restrict certain processing. Residents of California and other states with comprehensive privacy laws may have additional rights, including the right not to be discriminated against for exercising them. To make a request, contact us using the details in Section 14. We will respond as required by applicable law. Because we often act as a service provider to a dealership, we may direct certain requests to the relevant Organization.

10. Financial data and the Gramm-Leach-Bliley Act

Auto dealerships are generally treated as “financial institutions” under the Gramm-Leach-Bliley Act (GLBA) and are subject to the FTC Safeguards Rule. To the extent the Service processes nonpublic personal information on behalf of a dealership, we act as a service provider and will handle that information consistent with our obligations and your instructions. Your dealership remains responsible for its own GLBA and Safeguards Rule compliance, including obtaining any required consumer notices and consents.

11. Data location

The Service and its sub-processors are primarily operated in the United States. If you access the Service from outside the United States, you understand that your information may be processed in the United States, where data-protection laws may differ from those in your location.

12. Children

The Service is intended for business use by adults and is not directed to children under 16. We do not knowingly collect personal information from children. If you believe a child has provided us information, please contact us and we will take appropriate steps to delete it.

13. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date above and, where appropriate, provide additional notice. Your continued use of the Service after changes take effect constitutes acceptance of the revised policy.

14. Contact us

For privacy questions or to exercise your rights, contact:
Finance Concepts AI LLC
100 N Howard Street, Suite R
Spokane, WA 99201
privacy@financeconcepts.ai