Privacy Policy

LotFlow ("we," "our," or "us") provides a cloud-based Dealership Management System (DMS) to automotive dealers ("Dealers" or "Tenants") and their retail buyers ("Customers" or "End-Users"). This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our platform, website, and native mobile applications.

1. Information We Collect

We collect information directly from Dealers, automatically through platform usage, and from Customers on behalf of the Dealer.

• Dealer Profile Information: Business name, physical address, employer identification number (EIN), dealer license details, administrator name, business email, and phone number.
• Customer & Deal Data: Personally Identifiable Information (PII) of buyers uploaded by Dealers, including full names, physical addresses, driver's licenses, social security numbers, credit profiles, employment history, and references.
• Vehicle Inventory Data: Vehicle Identification Numbers (VINs), mileage, vehicle history, purchase costs, sale price, and photos.
• Financial & Payment Data: Payment history, contract parameters, interest rates, payment schedules, and billing information.
• Technical & Usage Data: IP address, device type, operating system, browser type, and navigation paths collected via native application logs and cookies.

2. How We Use Your Information

• To Provide the Services: Generating truth-in-lending (TILA) installment contracts, syncing inventory, and managing vehicle deals.
• To Process Payments: We use Stripe to process SaaS subscription fees from Dealers, and to facilitate rent/installment payment routing between Customers and Dealers.
• To Send Alerts & Notifications: Automating payment reminders, contract finalizations, and receipts via email or SMS (e.g., Twilio).
• To Secure the Platform: Isolating tenant data via Supabase Row-Level Security (RLS) policies and verifying login sessions.

3. How Information is Shared

• No Sale of Data: We do not sell, trade, or rent Dealer or Customer personal data to third parties.
• With Service Providers: We share data with essential sub-processors, including hosting providers (Supabase/Vercel), email service providers (Resend), and text messaging APIs (Twilio).
• Stripe Connect Transactions: Financial transactions are handled directly through Stripe. Customer billing data is processed by Stripe under their privacy policies.
• Compliance with Law: We may disclose information if required to do so by law, regulation, or court order (e.g., DMV audit requirements, truth-in-lending compliance).

4. Data Security & Retention

• Isolation: All customer and dealership data is logically isolated via database RLS, ensuring one Dealer cannot view another's records.
• Encryption: Data is encrypted in transit using SSL/TLS protocols and at rest.
• Retention: We retain records as long as a Dealer account remains active, or as required by state-specific auto sales record retention laws (typically 3–7 years).

5. Third-Party Service Providers

We use the following sub-processors to deliver our services. Each operates under their own privacy policy:

• Stripe: Payment processing for SaaS subscriptions and customer installment payments. Card numbers and bank account details are encrypted and stored by Stripe, not LotFlow. See stripe.com/privacy.
• Plaid (via Stripe): Bank account linking and ACH payment facilitation. When a customer links a bank account for auto-pay, routing and account numbers are transmitted securely to Stripe for ACH processing. LotFlow does not store raw routing or account numbers.
• Supabase / Vercel: Cloud database hosting and application infrastructure. All data is stored in Supabase (PostgreSQL) with row-level security policies and encrypted at rest.
• Resend: Transactional email delivery for payment reminders, receipts, contract notifications, and password resets. Email content may include payment amounts and vehicle information.
• Tesseract OCR (Server-Side): When a Dealer uses the VIN scanner or document OCR feature, uploaded images are processed server-side using the Tesseract OCR engine to extract text. Raw OCR output is never logged or stored — only the extracted VIN is retained. Uploaded images are discarded after processing.
• NHTSA Vehicle Safety API: VIN numbers may be submitted to the free, public NHTSA API (api.nhtsa.gov) to retrieve vehicle specifications and open safety recall information. No personal information is transmitted in these requests.

6. Your California & State Privacy Rights (CCPA)

If you are a California resident (or resident of a state with similar consumer privacy laws), you have the following rights:

• Right to Know: You may request a report of the personal information we have collected about you in the past 12 months, the categories of sources, and the purposes for which it was used.
• Right to Delete: You may request deletion of your personal information. Requests can be submitted from the "Profile" section of the Customer Portal. Note: certain records may be retained as required by law (e.g., BHPH payment records under state dealer licensing requirements).
• Right to Opt-Out of Sale/Sharing: We do not sell personal information. If our practices change, we will provide a "Do Not Sell or Share My Personal Information" mechanism. Customers may toggle this preference in their Portal profile at any time.
• Right to Data Portability: Customers may download a full archive of their personal data (contracts, payment history, messages) from the Customer Portal at any time.
• Right to Non-Discrimination: We will not deny service, charge different prices, or provide a different quality of service because you exercised your privacy rights.

To exercise these rights, customers may use the self-service tools in the Customer Portal, or contact us at discountsds@gmail.com. We will respond within 45 days as required by law.

7. Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, contact us at: discountsds@gmail.com. LotFlow Dealership Systems LLC.