Privacy contact: [email protected]
1. Who we are
MotorVim is a dealer management platform used by independent vehicle dealerships to manage inventory, websites, marketplace feeds, leads, customers, deals and reporting. This policy explains what personal information MotorVim processes when a dealership uses the platform, and how it is handled. In most cases the dealership is the organization that decides why and how its customers’ personal information is used; MotorVim processes that information on the dealership’s behalf to provide the platform.
2. Information we process
- Dealership account data — dealership business details, staff user accounts (names, email addresses, login credentials in hashed form) and subscription information.
- Inventory data — vehicle details, pricing, photos and documents the dealership adds.
- Lead and customer information — names, phone numbers, email addresses, messages and vehicle interests submitted through the dealership’s website, marketplace feeds, phone receptionist features or entered by dealership staff.
- Driver’s licence details — where a dealership uses the MotorVim mobile app to scan a customer’s driver’s licence at the dealership, with the customer’s consent, the licence details captured (such as name, address and licence number) are saved to that customer’s record.
- Deal and financial records — deal worksheets, expenses, receipts, invoices and related documents the dealership records or uploads.
- Technical data — log and usage information needed to operate and secure the service.
3. How we use it
We process this information only to provide, maintain, secure and support the platform for the dealership that collected it — for example, to display inventory, route and follow up leads, record deals and expenses, generate reports, and provide customer support. We do not use dealership customer information for our own marketing.
4. No sale of personal information
We do not sell personal information to anyone.
5. When we share it
We share personal information only as needed to run the platform, with service providers (subprocessors) who process it on our behalf under contractual protections:
- Cloud hosting — DigitalOcean (Toronto, Canada), which hosts the application and its database.
- File storage — Cloudflare R2, which stores uploaded documents and files.
- Email delivery — email service providers used to send platform email (for example, document-signing links and review requests).
- Payments — Square, which processes dealership subscription payments.
- Intuit QuickBooks Online — only when a dealership connects the QuickBooks Sync add-on. In that case the expense and sold-deal records the dealership chooses to sync are sent to that dealership’s own QuickBooks Online company.
We may also disclose information if required by law or to protect the security of the platform. Because some providers operate in the United States, personal information processed by them may be subject to the laws of that jurisdiction.
6. Security
We use encryption in transit (TLS) for all connections, encrypt stored credentials and integration tokens at rest, and restrict platform data access to authorized users of each dealership account. No system is perfectly secure, but we work to protect information against unauthorized access, loss or misuse.
7. Retention
We keep dealership data while the dealership’s account is active. When an account is closed, data is deleted or anonymized within a reasonable period, except where retention is required by law.
8. Your rights
Under Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA), individuals have the right to access their personal information, ask for corrections, and withdraw consent (subject to legal or contractual restrictions). If your information was provided to a dealership that uses MotorVim, please contact that dealership first; you can also reach us at [email protected] and we will help direct your request. You may also contact the Office of the Privacy Commissioner of Canada.
9. Changes to this policy
We may update this policy from time to time. The current version will always be posted at this address with its effective date.