01Scope and Our Role
This Privacy Policy describes how VinSphere LLC (“VinSphere,” “we,” “us”) handles information in connection with vinsphere.com and the VinSphere platform — including VinFlow, VinJacket, and VinLockbox (together, the “Services”).
VinSphere sells to businesses. Our direct customers are automotive dealerships, and most people who use the Services are dealership employees. We act in two different roles:
- As a controller for information about our own website visitors, prospects, and the dealership personnel who administer and use their accounts — this policy governs that information.
- As a processor (service provider) for business records a dealership loads into or generates in the Services — inventory, appraisals, deal documents, and any personal information about the dealership’s own customers contained in them. We process that data on the dealership’s instructions and under our agreement with them. If you are a consumer who did business with a dealership and want to exercise rights over your information, contact that dealership; we will support them in responding.
02Information We Collect
Information you give us
- Account and contact information — name, work email address, job title or role, dealership name, and mobile phone number where a user chooses to receive text notifications.
- Inquiry information — what you send us through request-access forms, sales conversations, or support requests.
- Billing information — billing contact and address. Payment card details, if used, are handled by our payment processor; we do not store full card numbers.
Information generated by use of the Services
- Dealership business data — vehicle, inventory, appraisal, auction, valuation, deal, and document records that you or your integrations submit. These may contain personal information about your customers and staff.
- Usage and audit data — actions taken in the Services, timestamps, and records needed for security and compliance auditing.
- Notification data — which alerts were generated, which recipients they were sent to, delivery status, and opt-out events.
Information collected automatically
- Technical data — IP address, browser and device type, operating system, referring page, and pages viewed, collected through server logs and, on our website, limited cookies.
We do not intentionally collect sensitive categories of personal information such as government identifiers, health data, or biometric data for our own purposes. Documents a dealership stores in the Services may contain such information; we process those documents on the dealership’s behalf as described above.
03How We Use Information
We use information to:
- Provide, operate, maintain, and support the Services;
- Authenticate users, provision access, and keep accounts secure;
- Deliver the operational notifications a customer has configured, including SMS alerts to opted-in recipients;
- Diagnose problems, monitor performance, and improve reliability and functionality;
- Detect, investigate, and prevent fraud, abuse, and security incidents;
- Communicate with you about your account, billing, service changes, and support requests;
- Send business communications about our products to business contacts, where permitted — you can opt out of these at any time, and we never send them by text message;
- Comply with legal obligations and enforce our agreements.
We do not use dealership business data to build or train general-purpose models offered to other customers. Where we use machine-learning features to process a customer’s documents and records, that processing serves that customer’s own use of the Services.
04Text Messaging (SMS)
The Services can send operational text messages to dealership staff. This section describes that program in full.
We do not sell mobile phone numbers, and we do not share them with third parties or affiliates for marketing or promotional purposes. No mobile information collected for text messaging — including phone numbers and consent records — is shared with any third party for its own marketing, and it is never sold, rented, or traded. The only parties that receive a mobile number are the messaging providers that transmit the message on our behalf, and they may use it only to deliver that message.
What we do with mobile numbers
A mobile number provided for notifications is used only to deliver the alerts that number has been opted in to receive, to honor opt-out requests, and to keep the delivery and consent records we need for compliance. We retain a record of opt-outs so that a number that has replied STOP is not messaged again.
To transmit messages we use a third-party communications provider acting as our service provider under contract. That provider receives the destination number and message content solely to deliver the message and is prohibited from using it for any other purpose.
Responsibilities of the dealership
Dealerships may enroll a mobile number only with the permission of the person it belongs to, and only for their own authorized staff. Dealerships are required to remove recipients promptly when they no longer wish to receive messages or leave the organization, and are prohibited from using the Services’ messaging features to send marketing of any kind. See our Terms of Service.
06No Sale of Personal Information
VinSphere does not sell personal information, and does not share it for cross-context behavioral advertising, as those terms are defined under U.S. state privacy laws. We have not done so in the preceding twelve months.
This applies to all personal information we handle, and specifically to mobile phone numbers and text-message consent records, which are never sold, rented, traded, or shared with third parties or affiliates for marketing or promotional purposes.
07Data Retention
We keep information for as long as needed for the purpose it was collected, and then delete it or de-identify it.
- Customer account and business data — for the life of the account. After termination, a customer may request an export for 30 days, after which we delete the data from active systems; residual copies in backups are removed on our normal backup cycle.
- Mobile numbers for notifications — until the recipient is removed or the account closes. Opt-out records are retained indefinitely so that a number that replied STOP is not contacted again.
- Security, audit, and delivery logs — typically 12 to 24 months, longer where needed for an investigation or legal obligation.
- Billing records — as required by tax and accounting law.
08Security
We use administrative, technical, and physical safeguards designed to protect information, including encryption in transit and at rest, role-based access controls, tenant isolation between customers, least-privilege access for personnel, audit logging, and monitoring.
No system is perfectly secure, and we cannot guarantee absolute security. If we become aware of a breach affecting your information, we will notify you as required by applicable law and without undue delay. Report a suspected vulnerability or incident to sales@vinsphere.com.
09Your Privacy Rights
Depending on where you live, you may have the right to request access to the personal information we hold about you, correction of inaccurate information, deletion, a portable copy, and the right not to be discriminated against for exercising these rights. Residents of states including California, Colorado, Connecticut, Virginia, Utah, Texas, Oregon, Montana, and New Hampshire have rights of this kind under state law.
To make a request, email sales@vinsphere.com. We will verify your identity before responding and will respond within the time required by applicable law. You may use an authorized agent where the law permits.
If your request concerns information we process on a dealership’s behalf as its service provider, we will refer you to that dealership, which is the appropriate party to respond.
Communication choices
- Text messages — reply STOP to any message, or have SMS disabled for your number in the platform.
- Marketing email — use the unsubscribe link in any such message.
- Service and transactional messages — these relate to your account and cannot be opted out of while the account is active.
11Children’s Privacy
The Services are business software intended for use by adults acting in a professional capacity. They are not directed to children, and we do not knowingly collect personal information from anyone under 18 for our own purposes. If you believe a child has provided us information directly, contact sales@vinsphere.com and we will delete it.
12Where We Operate
VinSphere is based in the United States and our Services are operated and hosted in the United States. If you access the Services from outside the United States, you understand that your information will be transferred to, stored in, and processed in the United States, where privacy laws may differ from those in your location.
13Changes to this Policy
We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date at the top of this page. If we make a material change — for example, to how we use mobile numbers or to the categories of parties we share information with — we will provide additional notice by email to account contacts or through the Services before the change takes effect.
We encourage you to review this page periodically.
14Contact Us
For privacy questions, data rights requests, security reports, legal notices, or help with text messages, contact sales@vinsphere.com.
VinSphere LLC, New Hampshire, United States.
If you have raised a concern with us and believe it has not been resolved, you may contact your state attorney general’s office.