Privacy Policy
Version of 2026-10-19
This page is a translation offered for convenience. The French text governs.
This policy explains, in plain words, which personal information the DMS-Plus service collects, why, to whom it is disclosed, how long it is kept and what your rights are. It is separate from the terms of service.
1. The operator, the person in charge and the hosting
DMS-Plus ("the operator", "we") operates the service; its legal name is shown to signed-in users. The service is hosted in Matane, Quebec.
The person in charge of the protection of personal information is the operator's president. Any request or complaint is addressed to them in writing, at the operator's mailing address (section 10).
2. Our two roles
We play two distinct roles:
- For our users (a dealership's employees who open an account), we are responsible for their account information, described in section 3.
- For each dealership, we are a service provider: the dealership remains responsible for the information it enters into the service about its customers, its vehicles and the people it deals with; we process it on its behalf, on its instructions, for the service only, and never for our own purposes. Each dealership sees only its own data.
3. What we collect, why and how
Your account. Your email address, your first and last name, your password (stored hashed) and, if you provide it, your cell number and whether it is verified. We collect them when you open your account, to identify you, secure your access (sign-in code, verification by text, two-factor authentication) and reach you about the service.
Your dealership. Its name, domain, logo, address and phone number, to set up and bill the service.
The information the dealership enters. Depending on the tools it uses: its customers' names, phone numbers, email addresses and mailing addresses; the driver's licence numbers of loaner-vehicle drivers and the signed documents; the vehicle identification numbers (VINs), plates, mileage and photos of the vehicles it appraises; its text conversations with its customers and wholesalers; callers' numbers and the records its dealer management system (DMS) returns during a call; the conversations with the assistant and the work-order drafts; tire-storage records; window stickers and vehicle orders. We process them to deliver the service to the dealership, and for nothing else.
Evaluation texts to wholesalers. When a wholesaler leaves a long run of evaluation texts unanswered, the texts to that wholesaler stop, by an automatic rule and with no human involved. The person in a position to review that decision is a dealership user: they restore the texts once the wholesaler reconfirms its consent. A wholesaler who replied STOP or ARRET is a separate case: that line reopens only when the wholesaler texts START, YES or UNSTOP.
Technical data. The server logs (IP address, page requested, date and time, without form contents) and, for an electronic signature, the signer's IP address and the time of signing, as evidence.
4. Artificial intelligence
The assistant and some tools send text to an artificial-intelligence model provider. Before sending, customer names, phone numbers, email addresses, VINs, addresses and plates are replaced by placeholders (for instance "[CUSTOMER_1]"), and the real values are restored in the reply; the provider does not receive them. One exception: when a dealership turns dictation on, the dictated audio is sent as is to the transcription provider, which transcribes it.
In production, the text is processed by a single provider (United States). Other providers may be added in the future based on performance and efficiency; this policy will then name them.
Artificial-intelligence answers are information to check.
5. To whom we disclose information
We sell no personal information. We disclose some to the providers below, each for the purpose stated, and to no one else unless the law requires it. Several are established outside Quebec, in particular in the United States; your information may then be stored there and be accessible to that country's authorities.
| Category | What it receives and why | Country |
|---|---|---|
| Artificial-intelligence model provider | The text of conversations and tools, with the placeholders of section 4, to produce the assistant's answers. | United States |
| Speech-transcription provider | The dictated audio, as is, when the dealership turns dictation on, to transcribe it. | United States |
| Texting and phone-verification provider | Phone numbers, text messages and their attachments, to send and receive the dealership's messages and verify a user's cell number. | United States |
| Payment processor | The dealership's billing details and its administrator's email address, to manage the subscription; we store no card number. | United States |
| Cloud-storage provider | The database backups, the loaner vehicles' photos and signed documents, the appraisal photos and the window stickers, to store them. | United States (East) |
| Error-monitoring service | The server's error reports, with no IP address, no cookie, no request body and the secrets scrubbed, to detect and fix failures. | United States |
| Email provider | The email addresses and the content of the messages the service sends (sign-in codes, notices), to deliver them. | United States |
| Vehicle-valuation service | The VIN less its serial number, with the province, to obtain the model's value; those characters name a model, not a vehicle. | Canada |
| The United States' road-safety agency | The VIN, and nothing else, to decode its make, model and year. | United States |
| Geocoding service | A dealership's address, to turn it into coordinates. | United States |
| Web-page fetching service | The addresses of the public inventory pages the market reads; no personal information. | Spain |
6. The desktop agent
The dealership may install our agent on its workstations. The agent reads, on your behalf, the dealership's management system and the manufacturers' portals with your own access; it never reads or stores your passwords, which the browser fills in itself. When it downloads a PDF document, it extracts the text on your workstation and transmits that text only; images, forms and attachments never leave the machine. The agent updates itself without any action on your part.
7. Cookies
The service uses necessary cookies only, among them your session (twelve hours), the one that protects forms against forged submissions and the one that remembers your language. No advertising or analytics cookie; that is why no banner is shown to you.
8. Retention and destruction
We keep information for as long as the purposes described here require:
- an abandoned work-order draft is deleted after 14 days; a work order written into the dealership's management system is kept for 730 days, as an audit trail;
- the results of background tasks are erased after one day;
- the local backups of the database are erased after 14 days;
- everything else is kept for the duration of the service to the dealership, then handed back to it on request in a common format and deleted at the end of the service.
No user account is deleted: an account that should no longer sign in is deactivated. A user leaves a dealership by losing the membership; the dealership keeps the appraisals that user made, with their name.
9. Safeguards
Exchanges with the service are encrypted (HTTPS). Passwords are hashed. Two-factor authentication is offered to every user. Each dealership sees only its own data. Customer identifiers are replaced by placeholders before anything is sent to an artificial-intelligence provider. Secrets are scrubbed from logs and error reports.
10. Your rights
You may ask for access to the personal information we hold about you, its correction, a copy of the computerized information you gave us in a common format, or the withdrawal of your consent where consent is the basis of the processing. The information a dealership entered about its customers is the dealership's: address your request to it, and we help it answer.
Every request is made in writing, by mail, to the person in charge of the protection of personal information, at the operator's mailing address. The Act requires us to answer in writing within 30 days of receiving it.
11. Complaints
A complaint about the handling of your personal information is made in writing to the person in charge, at the same address. If the answer does not satisfy you, you may turn to the Commission d'accès à l'information du Québec.
12. Confidentiality incidents
When a confidentiality incident presents a risk of serious injury, we notify the Commission d'accès à l'information and the persons concerned, and we take reasonable measures to reduce its consequences.
13. Changes
We may change this policy. The new version is published on this page with its date; a change of provider is recorded here as soon as it is in service.