Privacy Policy

This Privacy Policy explains how TradeCapture Pro ("TradeCapturePro", "we", or "us") collects, uses, and shares information through the TradeCapturePro service. It applies to customers who submit trade information through a dealer-sent link and to dealership users who use the service to collect and manage that information.

The Dealer–Customer Relationship

A customer normally enters TradeCapturePro because a dealership requested the information in connection with a trade or sales conversation. The customer's trade information is provided for use by the requesting dealership in connection with its trade and sales process. TradeCapturePro provides the technology used to collect and organize that information — we do not independently solicit customers for their trades.

Information We Collect

Customer Information

• Name, phone number, email address, and ZIP code
• Preferred contact method

Trade Information

• Year, make, model, trim, and color
• VIN or serial number
• Mileage and/or hours
• Condition details and answers to condition questions
• Title and ownership information, including payoff information where the customer provides it
• Maintenance information
• Accessories and upgrades
• Customer's expected value, trade-or-sell preference, buying interest, and timeline

Customer Media

• Trade photos uploaded by the customer
• Optional video where supported

Dealer Information

• Dealership name, logo, and contact information
• Team-member information (names, emails, roles)
• Dealer settings and configuration
• Dealer trade records, appraisal data, follow-ups, and opportunities
• Dealer performance analytics

Technical & Usage Information

• How a request link reached the customer (source — text, email, QR, copied, direct link)
• Request open, start, and submission events, and completion time
• Account authentication and security events
• Application logs and error logs necessary to operate and secure the service

We do not collect data we do not use. Where a category above is optional (for example, optional video), it is only collected when the customer chooses to provide it.

How We Use Information

• Providing the TradeCapturePro service to the requesting dealership
• Delivering dealer-requested trade links and collecting customer trade information
• Displaying submitted trade information to the requesting dealership
• Helping dealers appraise trades, follow up, and maintain searchable trade records
• Supporting missing-information requests and trade availability checks
• Supporting dealer opportunity matching within the dealer's own captured records
• Providing dealer analytics based on recorded events
• Account administration, authentication, and security
• Customer and dealer support, and fraud and abuse prevention
• Improving TradeCapturePro and complying with legal obligations

How Customer Information Is Shared

Customer trade information is shared with the dealership that requested the trade submission. This may include the customer's contact information, vehicle information, photos and video, condition, maintenance, trade expectations, title/ownership information, and submitted answers. Customer information is not routinely shared with unrelated dealerships.

No Cross-Dealer Sharing

A dealership's customer trade records are not made available to competing dealershipsthrough the normal TradeCapturePro workflow. One dealer cannot browse another dealer's customers, trade records, photos, VINs, appraisals, internal notes, opportunities, or performance. This is enforced through role-based, dealer-scoped access controls.

Opportunity Matching

TradeCapturePro may help an authorized dealership search and identify opportunities within its own captured trade records. This is not a public marketplace. Trades are not automatically offered to other dealerships.

Photos and Video

Customer photos and optional video are used to help the dealership review the trade, document visible condition, support appraisal and follow-up, and maintain the dealer's trade record. Photos document what the customer chose to upload; they do not by themselves verify capture date, location, ownership, condition, authenticity, or that the unit shown is the unit being traded.

We do not expose image location (GPS/EXIF) metadata to dealer users in the product interface. We do not claim to remove EXIF metadata unless and until a removal process is implemented; until then, metadata handling is an internal operational matter.

VIN and Serial Numbers

VINs and serial numbers are stored as part of a dealer's trade record. They are dealer-scoped, not included in public URLs, not exposed to unauthorized users, and not included in public SEO pages or structured data.

Aggregated or De-Identified Data

We may create aggregated or de-identified information that does not reasonably identify an individual customer or dealership for purposes such as product improvement, usage analysis, and market insights. We do not expose identifiable dealer or customer data through aggregation, and we do not publish public benchmark claims about specific dealerships.

Customer Communication

Text and email messages sent through TradeCapturePro are normally initiated by the dealership, which provides the customer's phone number or email when creating a trade request. TradeCapturePro delivers transactional messages related to the specific trade request (the initial link, a missing-information request, an availability check, or a submission confirmation). A trade submission is not treated as consent to unlimited marketing. Promotional, advertising, or unrelated campaign messages are marketing communications and are not part of the standard TradeCapturePro transactional flow.

Where SMS is used: message and data rates may apply; message frequency depends on dealership interaction; carrier delivery is not guaranteed; and the customer may contact the requesting dealership for help. Because the current SMS delivery is handled through standard messaging, STOP/HELP opt-out keywords are not supported in-app; if compliance requires formal opt-out handling, it must be configured with the SMS provider. Dealers are responsible for complying with applicable SMS and email marketing laws.

Data Retention

We do not automatically delete useful dealer trade history merely because it becomes old. Active dealer account data is retained for as long as the account is active. When a dealer cancels or closes an account, access is disabled per the subscription terms and data is retained for a defined period to allow export and to meet legal, accounting, and dispute obligations before any deletion. Customer deletion requests are handled through our privacy request process and require administrative review; we do not perform one-click automatic deletion that bypasses dealer or admin review. Backups may retain data for a limited recovery period.

Your Rights and Privacy Requests

Customers and dealers may submit privacy requests — including access, correction, or deletion — through our contact page (select "Privacy / Data Request"). Requests are reviewed by our team. We do not provide or delete sensitive data based solely on an email address; reasonable identity verification is required, which may include matching contact information or dealer confirmation. We do not promise specific statutory deadlines unless a jurisdiction requires them.

Security

Access to TradeCapturePro is role-based and dealer-scoped. Customer links use secure, tokenized URLs. We do not store raw credit-card numbers; payment information is handled by our payment provider. This policy describes our practices; it is not a guarantee that any system is impenetrable, and we do not make claims like "bank-level" or "military-grade" security.

Children's Privacy

TradeCapturePro is intended for use by dealerships and their adult customers. We do not knowingly collect information from children. If you believe a child has submitted information, contact us and we will review and take appropriate action.

Changes to This Policy

We may update this Privacy Policy when our practices materially change. The effective date above reflects the current version. Continued use after a material change constitutes acceptance of the updated policy.

Contact

For privacy questions or requests, contact us at info@tradecapturepro.com or through our contact page. General support: info@tradecapturepro.com.