Privacy Policy
Last updated: February 6, 2026
Table of Contents
1. Introduction
DealerOS, Inc., a Delaware corporation ("DealerOS," "we," "us," or "our") operates the DMSOS.AI platform, an AI-powered dealership management system. This Privacy Policy describes how we collect, use, disclose, and protect your personal information when you use our website, platform, and related services (collectively, the "Service").
By using the Service, you agree to the collection and use of information in accordance with this policy. This policy should be read in conjunction with our Terms of Service.
2. Information We Collect
2.1 Personal Information
We may collect the following personal information:
- Name, email address, and phone number
- Vehicle information (make, model, year, VIN)
- Service and appointment history
- Account credentials (email and hashed password)
- Dealership staff information (name, email, role)
2.2 Communication Data
When you interact with our communication features, we collect:
- Voice call metadata (caller number, duration, timestamps) and AI-generated transcripts
- SMS message content, sender/recipient phone numbers, and timestamps
- Web chat conversation content and associated metadata
- AI-generated summaries, lead scores, and intent analysis derived from communications
2.3 Device and Usage Data
We automatically collect certain information when you access the Service:
- IP address, browser type, and device information
- Pages visited, time spent, and navigation patterns
- Cookies and similar tracking technologies used for authentication and session management
3. How We Collect Information
3.1 Directly From You
When you create an account, submit forms, schedule appointments, communicate via SMS, voice call, or web chat, or otherwise provide information to us or to a dealership using our platform.
3.2 Automatically
Through cookies, server logs, and similar technologies when you access or use the Service. We use these for authentication, session management, and basic analytics.
3.3 From Third Parties
From dealership partners who use our platform to manage customer relationships, and from publicly available sources such as vehicle recall databases (NHTSA).
4. How We Use Information
We use the information we collect to:
- Provide, maintain, and improve the Service
- Process and respond to your communications via AI-powered voice, SMS, and chat
- Schedule and manage appointments
- Send appointment reminders, service updates, and other informational messages
- Send promotional communications (only with your express written consent)
- Manage leads and customer relationships on behalf of dealerships
- Analyze and score leads to help dealerships prioritize follow-ups
- Comply with legal obligations
- Detect, prevent, and address fraud, security issues, and technical problems
6. SMS and Voice Messaging
This section describes our practices regarding SMS text messages and voice communications sent through the DMSOS.AI platform on behalf of dealerships. These practices comply with the CTIA Messaging Principles and Best Practices, the Telephone Consumer Protection Act (TCPA), and applicable FCC regulations.
6.1 Types of Messages
The following types of messages may be sent through our platform:
- Conversational: Responses to messages you initiate with a dealership (e.g., asking about a vehicle, requesting information)
- Informational: Appointment confirmations and reminders, service status updates, account notifications, and vehicle recall alerts
- Promotional: Marketing offers, special deals, and dealership promotions (sent only with your express written consent)
6.2 Consent
We obtain consent appropriate to the type of message being sent:
- Implied Consent: When you initiate a text conversation with a dealership and we respond with relevant information, no additional permission is required.
- Express Consent: Before sending you informational messages (such as appointment reminders or service updates), you must provide express permission by giving your phone number and agreeing to receive messages. You may provide consent on a form, on a website, verbally, or via text.
- Express Written Consent: Before sending you promotional or marketing messages, you must provide express written consent by signing a form, checking a box online, or otherwise providing written agreement to receive promotional messages.
Consent to receive SMS or voice messages is not a condition of purchasing any goods or services.
6.3 Opt-In Documentation
When you opt in to receive messages, we record the following information: the timestamp of your consent, the medium through which consent was acquired (e.g., web form, in-person sign-up, SMS keyword, verbal), the specific language and experience used to secure consent, the specific campaign or message type for which consent was provided, the IP address used to grant consent (where applicable), the phone number for which consent was granted, and the identity of the individual who consented.
6.4 Opt-Out
You may opt out of receiving messages at any time. To opt out via text, reply with any of the following keywords (case-insensitive):
STOP · END · UNSUBSCRIBE · CANCEL · QUIT
Upon receiving your opt-out request, you will receive one final confirmation message confirming that you have been unsubscribed. No further messages will be sent following the confirmation message.
You may also opt out by:
- Emailing support@dmsos.ai with your phone number and a request to be removed
- Calling the dealership directly and requesting removal from messaging
We honor all opt-out requests regardless of minor variations in spelling, capitalization, or punctuation.
6.5 Message Frequency and Rates
Message frequency varies based on your interactions with the dealership and the types of messages you have opted in to receive. Standard message and data rates may apply depending on your wireless carrier and plan.
6.6 Carrier Disclaimer
Wireless carriers are not liable for delayed or undelivered messages.
6.7 No Sharing of Opt-In Lists
We do not rent, sell, or share opt-in lists with third parties. Each dealership maintains its own opt-in records, and consent provided to one dealership does not transfer to another.
7. Data Security
We implement reasonable technical, administrative, and physical security measures to protect your information, including:
- Encryption of data in transit using TLS/SSL
- Encryption of sensitive data at rest
- Role-based access controls and authentication requirements
- Webhook authentication and API security measures
- Regular security assessments
While we strive to protect your personal information, no method of transmission over the Internet or method of electronic storage is 100% secure. We cannot guarantee absolute security.
8. Data Retention
We retain your information as follows:
- Communication records (call transcripts, SMS messages, chat logs): Retained for the duration of the dealership's subscription plus 90 days, or as required by applicable law
- Account data: Retained for the duration of your account plus 30 days after deletion
- Opt-out records: Retained indefinitely to ensure we honor your preferences
- Anonymized analytics: May be retained indefinitely
9. Your Rights
Depending on your location and applicable law, you may have the right to:
- Access the personal information we hold about you
- Correct inaccurate or incomplete personal information
- Request deletion of your personal information (subject to legal retention requirements)
- Opt out of marketing and promotional communications at any time
- Revoke messaging consent at any time (see Section 6.4)
- Request a copy of your data in a portable format
To exercise any of these rights, contact us at support@dmsos.ai. We will respond to your request within 30 days.
10. Children's Privacy
Our Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected personal information from a child under 18, we will take steps to delete such information promptly. If you believe we may have collected information from a child, please contact us at support@dmsos.ai.
11. Third-Party Services
We use the following third-party service providers to operate the Service. Each provider processes data in accordance with their own privacy policies:
- SignalWire — Voice and SMS telecommunications
- Anthropic (Claude) — AI language model processing for chat, voice, and SMS conversations
- Supabase — Database hosting and user authentication
- Vercel — Web application hosting and content delivery
- SearchAPI — Search functionality for competitive analysis features
- n8n — Workflow automation
We are not responsible for the privacy practices of these third-party services. We encourage you to review their respective privacy policies.
12. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page with a revised "Last Updated" date and, where appropriate, by notifying you via email or through the Service.
Your continued use of the Service after any changes to this Privacy Policy constitutes your acceptance of the updated policy.
13. Contact Information
If you have questions or concerns about this Privacy Policy or our data practices, please contact us: