Privacy Policy

Introduction

• •AgilePilot ("we", "us", or "our") provides a cloud-based CRM platform for used-car dealerships to manage customer enquiries, leads, follow-ups, test drives, sales activities and WhatsApp Business conversations.
• •This Privacy Policy explains how we collect, use, store and protect information when you use the AgilePilot website, web application and related services (collectively, the "Services"). By using the Services, you agree to the practices described in this policy.

Information We Collect

• •Account and dealership information: business name, address, contact details, GST or tax identifiers, and administrator contact information provided during registration or onboarding.
• •User information: names, email addresses, mobile numbers, job roles and login credentials of dealership staff who are added to an AgilePilot account.
• •Customer and lead information: names, phone numbers, email addresses, vehicle preferences, budget, follow-up notes, test-drive schedules, conversation history and other details entered by your team or received via WhatsApp and other channels.
• •Usage and log data: IP addresses, browser type, device information, access times, pages viewed, feature usage and error logs to help us operate and improve the Services.
• •Communication data: messages, calls and enquiries received through WhatsApp Business or other integrated channels, including message metadata required to deliver and display conversations in AgilePilot.

How We Use Information

• •To provide, maintain and improve the AgilePilot CRM and its features.
• •To process and display leads, follow-ups, test drives, customer conversations and dealership reports.
• •To send account, billing, technical and administrative notices.
• •To respond to support requests and provide customer assistance.
• •To monitor usage patterns, diagnose issues and enhance security.
• •To enforce our Terms of Service and comply with applicable legal obligations.

WhatsApp/Meta Data

• •When a dealership connects its WhatsApp Business Account through AgilePilot, we receive and store WhatsApp Business Account IDs, phone number IDs, display phone numbers, business profile names and message content necessary to route inbound and outbound conversations.
• •Access tokens used to send and receive WhatsApp messages are encrypted at rest and accessed only by our server-side infrastructure. We do not share these tokens with other dealerships or third parties.
• •WhatsApp message handling is governed by Meta's Terms of Service and Business Messaging Policies in addition to this Privacy Policy.

Data Sharing

• •We do not sell or rent your data.
• •Data is shared only with service providers who help us host, secure and operate the platform (for example, cloud infrastructure and email delivery providers), and only under appropriate confidentiality and security obligations.
• •We may disclose information if required by law, regulation, court order or to protect our rights, users or the public.
• •Each dealership's customer and lead data is isolated from other dealerships within the platform.

Data Security

• •We use industry-standard technical and organizational measures to protect data, including encryption in transit (TLS), encrypted storage of credentials, access controls, row-level database isolation and regular security reviews.
• •Dealership administrators control who can access their account and should follow good password and access-management practices.
• •No online service can guarantee absolute security. We encourage users to report suspected security issues to us immediately.

Data Retention

• •We retain account and dealership data for as long as the account is active or as needed to provide the Services.
• •Customer and lead data entered by a dealership is retained according to the dealership's instructions and subscription status. If an account is closed, data may be retained for a reasonable period to comply with legal obligations, resolve disputes or enforce agreements, unless a deletion request is received.
• •Aggregated, non-identifiable analytics data may be retained indefinitely.

User/Data Deletion Requests

• •Dealership administrators may request deletion of their account and associated data by contacting us at the email address below.
• •Where permitted by law, individual users may request correction or deletion of their personal information. We will respond within a reasonable timeframe and may require verification of identity before processing such requests.
• •Some information may need to be retained to meet legal, accounting or fraud-prevention obligations even after a deletion request.

Cookies

• •AgilePilot uses cookies and similar technologies to keep you signed in, remember preferences, understand usage and support security.
• •You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of the Services.
• •We do not use cookies to track users across unrelated third-party websites.

Third-Party Services

• •The Services integrate with third-party providers such as Meta WhatsApp Business API, Supabase (data platform) and email/notification services.
• •These providers have their own privacy policies and terms. We are not responsible for their practices, but we choose providers that maintain reasonable security and privacy standards.

Changes to This Policy

• •We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated effective date.
• •Continued use of the Services after changes constitutes acceptance of the revised policy. Material changes will be communicated through the application or by email where appropriate.

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