Privacy Policy

This policy explains how [REVIEW: registered legal entity name] ("we") handles personal information in connection with F&I Agency HQ and the website at fiagencyhq.com.

We handle two very different kinds of information, and the difference matters. Information about our own customers and their staff — the people who sign up and log in — we handle as a business for our own purposes. Information our customers upload or generate inside the product, including data about their dealers, dealer staff and prospects, we handle only on their instructions, as a service provider to them.

If you are a dealership contact and you want to know why an agency holds information about you, ask that agency. They decide what to collect and why; we host it for them.

Name, work email address, telephone number where you give it, job role, agency name, and an encrypted representation of your password. We never store your password itself.

Your subscription status, plan band, renewal dates and invoice history, plus an identifier linking your account to our payment processor. Card numbers are entered directly with Stripe and never reach our servers or our database.

Sign-in times, actions recorded in the audit log, IP address, browser and device information, and server logs. We use these to operate the service, investigate faults and abuse, and enforce rate limits.

Customers upload and generate business records that can include personal information about people who are not our customers:

We process this only to provide the service to the customer who put it there. We do not sell it, we do not use it to build profiles, and we do not use it to train machine-learning models. Each agency's data is isolated from every other agency's, and every query the application makes is scoped to a single agency.

If a customer connects a Google or Microsoft mailbox, we store an access token and a refresh token so the product can send email from that mailbox on their behalf. We request only the permission needed to send.

We do not read the mailbox, download its contents, or access messages we did not send. A customer can disconnect a mailbox at any time in settings, which revokes and deletes the stored tokens.

Email sent through the product can record when a recipient opens it and when they follow a link in it. This is done with a tracking image and with links that pass through our servers before redirecting. We record the fact of the open or click, the time, and the associated dealer contact record.

This tracking is performed at our customer's direction and the resulting data belongs to them. The customer, not us, is responsible for having a lawful basis to send that email and to track it, and for any disclosure their jurisdiction requires.

If you are a recipient and want this to stop, ask the sender, or ask us at the address in section 13 and we will pass it on.

The product includes a prospecting tool that searches publicly listed business information about dealerships. When a customer runs a search, the search terms — typically a location and a business category — are sent to a third-party data provider, which returns publicly available business listings.

We do not send Customer Data to that provider, and the results contain business contact information rather than private personal information.

We do not sell personal information, and we do not share it for cross-context behavioural advertising. We do not run advertising on the product.

We use a small number of sub-processors to run the service. Each receives only what it needs:

We may also disclose information if required by law, to enforce our agreements, or in connection with a merger or sale of assets — in which case we will give notice before your information becomes subject to a different policy.

Data is encrypted in transit and at rest. Access within the product is controlled by role, and every agency's records are isolated from every other agency's at the query level, which we test automatically on every change. Administrative access to production is limited and logged. Backups are taken regularly.

No system is perfectly secure. We cannot guarantee absolute security, and we ask you to use a strong, unique password and to tell us promptly if you suspect an account has been compromised.

We keep Customer Data for as long as the account exists. A lapsed trial or an unpaid invoice does not cause deletion — you can still sign in and export your data.

After an account is terminated we retain Customer Data for 30 days so it can be exported, then delete it. Backups age out on their own cycle after that. We keep billing records for as long as tax and accounting law requires.

You can see and correct your account information in settings, export your data as CSV at any time, and ask us to delete your account. Depending on where you live, you may also have rights to access, correct, delete or port your personal information, and to be free from discrimination for exercising them. Contact us at the address in section 13 and we will respond within the time the law allows.

Direct your request to that agency. If you approach us instead, we will pass it to them and help them respond, but we will not amend or delete records in a customer's account on a third party's instruction.

We use cookies that are necessary for the product to work: keeping you signed in, remembering where you are in setup, and protecting against cross-site request forgery. We do not use advertising or cross-site tracking cookies. Blocking essential cookies will prevent you from signing in.

We will update this policy when what we do changes. Material changes will be notified by email or in the product before they take effect, and the date at the top of this page will change.

Questions, or a request about your information: privacy@fiagencyhq.com, or write to [REVIEW: mailing address for legal notice].