Privacy Policy

1. Scope & our roles

TieCut provides dealership software for lot tracking, service tracking, inventory, and a deals/CRM workspace. Our role under privacy law depends on whose information is involved:

• Account & website data. For information about the dealerships and individuals who sign up for and use the Service (and visitors to our website), we act as the controller (or "business").
• End-customer data. For the customer information a dealership enters or collects through the Service — leads, buyers, co-buyers, and service customers — the dealership is the controller, and we act as a processor (or "service provider") that handles the data on the dealership's instructions. If you are a consumer and want to exercise rights over data a dealership holds about you, contact that dealership; we will assist them as needed.

2. Information we collect

Account & organization information

• Your name and email address, and your role within a dealership;
• Dealership details such as business name, branding, time zone, and settings;
• Authentication data, including password credentials managed by our authentication provider;
• Billing details, including plan, subscription status, and a billing identifier from our payment processor (we do not store full card numbers).

Business content you enter

• Inventory and lot data, including vehicle make, model, year, VIN, stock number, and lot placement, including aerial/lot imagery;
• Service tickets, vehicle details, intake notes, status phases, and uploaded photos or videos;
• Deals and pipeline data, appointments, tasks, notes, message templates, and automated follow-up sequences.

End-customer personal information

• Identifiers and contact details: name, phone number, email address, and mailing address;
• Profile details a dealership chooses to record, such as date of birth and driver's license number, state, and expiration;
• Trade-in and vehicle-of-interest details, including VIN, mileage, and valuation;
• Identity and financing documents (for example, driver's license images, proof of insurance, proof of income, and proof of residence) collected through secure links;
• Communications, including the content and metadata of SMS/text and other messages exchanged through the Service;
• Electronic signature records, including the signer's name, the signed document, a signature image, and the IP address, device/browser information, and timestamp captured at signing.

Usage, device & log data

• Standard log data such as IP address, browser/device information, and timestamps;
• Activity and audit records about how the Service is used, including an access log that records who viewed a sensitive document and when (with IP address and device/browser information);
• Cookies and similar technologies used to keep you signed in and operate the Service.

3. How we collect it

• Directly from you when you create an account, configure your dealership, or contact us.
• From dealership users when staff enter or upload business and customer data into the Service.
• From lead sources when listing marketplaces (such as TrueCar, AutoTrader, Cars.com, and CarGurus) or a dealership's own website send lead information to the dealership's account, typically as ADF/XML by email or webhook.
• From End Customers when they submit information or upload documents through a secure dealership link, or reply to a message. Driver's license barcodes scanned through the Service are parsed on the device.
• Automatically through cookies, logs, and security and audit records as you use the Service.

4. How we use information

• Provide, operate, maintain, and secure the Service and its features;
• Authenticate users, enforce roles and permissions, and isolate each dealership's data;
• Process subscriptions and payments and manage billing;
• Enable dealership workflows such as lead intake, customer messaging, document collection, and electronic signatures, on the dealership's instructions;
• Provide customer support and respond to requests;
• Monitor, detect, investigate, and prevent fraud, abuse, security incidents, and violations of our Terms;
• Maintain audit and access logs for security and accountability;
• Comply with legal obligations and enforce our agreements;
• Improve the Service, including through aggregated or de-identified analysis that does not identify any individual.

5. Text messaging & consent

The Service can send and receive SMS/text messages between a dealership and its customers. A dealership is responsible for obtaining the consent required to contact its customers and for complying with the TCPA, CAN-SPAM, carrier rules, and other applicable laws.

• Recipients can opt out at any time by replying STOP, and can request help by replying HELP;
• A do-not-contact preference can be set so that a customer is not messaged through the Service;
• Message and data rates may apply, and message frequency varies by dealership;
• We process message content and metadata to deliver and record messages and to power reply-aware features such as pausing automated follow-ups when a customer replies.

Messages are delivered through our messaging provider. We do not use the content of dealership-to-customer messages for our own marketing.

6. Identity & financing documents

When a dealership collects identity or financing documents through a secure link, those files are stored with our hosting and storage providers and access is restricted to authorized members of that dealership. Every access to a sensitive document is recorded in an access log that captures the viewer, IP address, device/browser information, and time.

Sensitive documents are subject to retention limits and are purged on a schedule (see "Data retention & deletion"). Driver's license images, in particular, are held no longer than necessary and are subject to a hard maximum retention period, after which the file is deleted and the record is marked as purged.

7. How we share information

We share information only as described here:

• Within your Organization. Information is available to the Authorized Users of your dealership according to their roles and permissions.
• With subprocessors. We share information with the service providers that help us operate the Service, listed below, under contracts that limit their use of the data to providing their service to us.
• At your direction. When you connect a third-party service or share a customer status page or document link, the data flows as you have configured it.
• For legal reasons. When we believe disclosure is required by law, legal process, or to protect the rights, safety, or property of TieCut, our users, or the public.
• Business transfers. In connection with a merger, acquisition, financing, or sale of assets, subject to this Policy.

8. Subprocessors

We use the following categories of service providers to operate the Service. We update this list as our providers change.

9. We do not sell your data

We do not sell personal information, and we do not share it for cross-context behavioral advertising. We do not use End Customer personal information for our own advertising or marketing.

10. Data retention & deletion

We retain personal information for as long as needed to provide the Service to your dealership and for legitimate business or legal purposes. Dealerships control much of the retention of the data they manage. In addition, the Service applies automatic retention limits to sensitive data:

• Documents attached to lost deals are purged after a set idle period (by default, 30 days);
• Driver's license images are purged after a maximum retention period (by default, 365 days), regardless of deal outcome;
• Purges run on a regular schedule and can also be triggered on demand by an authorized dealership member; purged files are deleted from storage and the record is marked as purged for audit purposes.

When your subscription ends, we may delete Your Content in the ordinary course after a reasonable export window, subject to routine backups and any retention required by law.

11. How we protect information

• Encryption of data in transit using TLS, and encryption at rest provided by our database and object-storage providers;
• Multi-tenant isolation enforced at the database layer so each dealership can access only its own data;
• Role-based access controls (owner, admin, manager, staff, viewer) and per-record visibility limits;
• Opaque, hard-to-guess links for customer status pages, document collection, and lead intake;
• Audit logging of material changes and an access log for sensitive-document views;
• Access to production systems limited to authorized personnel.

No method of transmission or storage is completely secure. We work to protect your information but cannot guarantee absolute security. If we learn of a security incident affecting personal information, we will notify affected parties as required by law.

12. Your rights & choices

Depending on where you live, you may have rights to access, correct, delete, or obtain a copy of your personal information, and to object to or restrict certain processing. For dealership account information we control, you can update much of it in the Service or contact us at [email protected].

If you are an End Customer and want to exercise rights over information a dealership holds about you, please contact that dealership, which controls that data. We will help the dealership respond. We will not discriminate against you for exercising your privacy rights.

13. U.S. state privacy rights

Residents of California and other U.S. states with privacy laws may have additional rights, including the right to know the categories of personal information collected, the right to access and delete personal information, the right to correct inaccurate information, and the right to opt out of the sale or sharing of personal information. As noted above, we do not sell or share personal information for cross-context behavioral advertising. To make a request, contact us at [email protected]. We will verify your request and may ask for information to confirm your identity. You may use an authorized agent where permitted by law.

14. Data location & transfers

The Service is operated in the United States, and our subprocessors primarily process data in the United States or on global edge infrastructure. If you access the Service from outside the United States, you understand that your information may be transferred to and processed in the United States, where data-protection laws may differ from those in your country.

15. Children's privacy

The Service is intended for business use and is not directed to children under 16. We do not knowingly collect personal information from children. If you believe a child has provided us information, contact us and we will delete it.

16. Cookies & analytics

We use cookies and similar technologies that are necessary to operate the Service, such as keeping you signed in and maintaining your session. We may use limited analytics to understand and improve how the Service is used. You can control cookies through your browser settings, though disabling necessary cookies may affect how the Service works.

17. Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date and, where appropriate, provide additional notice in the Service or by email. Your continued use of the Service after an update means you accept the revised Policy.

18. Contact us

For privacy questions or to exercise your rights, contact Syntaxs, Inc. at [email protected] or [email protected].

Syntaxs, Inc.
1300 South Blvd STE 30071, Charlotte, NC 28203