Dealer OS privacy policy

Dealer OS is software that car dealerships use to run their business: their stock, their customers, their messages and their advertising. This policy explains what Dealer OS does with personal information, including information it receives from Facebook, Instagram, WhatsApp and other services a dealership connects.

Who is responsible

Dealer OS is run by RightDrive (UK) Ltd, Unit C1, Cranleigh Road, Fareham, PO16 9DR. Each dealership that uses Dealer OS decides what it collects about its own customers and is responsible for that information. Dealer OS holds and processes it on the dealership's behalf. If you are a customer of a dealership, that dealership's own privacy policy also applies to you.

What we hold

• Details of the dealership's staff who sign in: name, email address and what they do in Dealer OS.
• Details of the dealership's customers and enquiries: name, contact details, the cars they are interested in, and the messages, calls and notes about them.
• Messages and comments sent to the dealership's Facebook Page, Instagram account and WhatsApp number, with the sender's name and profile identifier where the service provides them.
• Information about the dealership's own advertising accounts, Pages and catalogues: their names, numbers and performance figures.

Information from Facebook, Instagram and WhatsApp

When a dealership presses Connect with Facebook, it chooses which Pages, Instagram accounts, ad accounts, catalogues and WhatsApp accounts Dealer OS may use. Dealer OS uses that access only to:

• show the dealership's messages and comments in its Dealer OS inbox and send the replies its staff write;
• publish the dealership's own posts and car listings when its staff ask it to;
• create, manage and report on the dealership's own adverts and catalogues.

We do not sell this information, we do not use it to advertise to anyone, and we do not share it with anyone other than the dealership it belongs to and the services needed to run Dealer OS. The access tokens these services give us are stored encrypted.

Why we use it

We use personal information to provide Dealer OS to the dealership under its contract with us, and the dealership uses it for its legitimate interest in answering enquiries and selling cars, or with the person's consent where the law requires it.

Who else handles it

Dealer OS runs on hosting, database, email and messaging providers that process information only on our instructions. Information leaves the UK only where the law allows and with the safeguards it requires.

How long we keep it

We keep information for as long as the dealership uses Dealer OS, or for as long as the law requires a dealership to keep sales and finance records. When a dealership leaves, or when somebody asks us to delete their information and the law allows it, we delete it within 30 days.

Your rights

You can ask to see the information held about you, to have it corrected or deleted, or to object to how it is used. Email admin@rightdrive.co.uk or ask the dealership you dealt with. To remove what Dealer OS received from Facebook, Instagram or WhatsApp, see Deleting your data. You can also complain to the Information Commissioner's Office at ico.org.uk.