Privacy Policy

1. Who we are and what this policy covers

Motorvar LLC (“Motorvar,” “we” or “us”) is a Virginia company that makes software for used-car dealers. This policy explains how we handle personal information for our own purposes: our website, the accounts of dealers and their staff, billing, support and security.

Motorvar is for businesses in the United States. It is not offered to people in the European Union or the United Kingdom.

2. Information dealers control

Dealers use Motorvar to run their business, so most of the personal information in Motorvar is about their customers: people who look at their cars, send an inquiry, book a test drive, sign up for car alerts, buy a car or upload a document. For that information, the dealer decides what is collected and how it is used. We handle it only on the dealer's behalf and follow the dealer's instructions. The pages, forms and texts those customers see carry the dealer's name, not ours, and emails to them go out under the dealer's name.

If you are a customer of a dealer, the dealer's own privacy notice applies, and the dealer is the right place to start with a question or request. If you contact us instead, we will pass your request to the dealer and help them respond.

Dealers who need data-processing terms for their customers' information can email privacy@motorvar.com.

3. Information we collect and why

About dealers, their staff and visitors to our website

Handled for dealers

We also keep a one-way hash of the IP address of anyone who sends a public form, for 72 hours, to limit spam.

We use information to provide, secure, support and bill for Motorvar, to tell dealers about their account and about changes, and to meet our legal obligations. We do not use customer data to train AI models.

4. Who we share information with

Dealer staff see their own dealership's records, limited by their role. We never show one dealer's private records to another dealer. The cars and details a dealer chooses to publish appear on its car pages, storefront, embed and inventory feeds.

Each company receives only the information it needs for its job and must protect it. Stripe and Meta also act on their own account, under their own privacy policies, for services they provide to you directly.

One lookup sends no personal information: to fill in vehicle details, we send a car's VIN, and nothing else, to the vehicle database of the National Highway Traffic Safety Administration.

Motorvar runs, and keeps its database, in the United States: the application on Vercel and the database on Neon, both in Amazon Web Services' US East region in Northern Virginia. Some of the companies above, including Stripe, Cloudflare and Meta, run worldwide networks and may process information outside the United States.

We may also disclose information when the law or valid legal process requires it, or to protect Motorvar, its users or others from fraud or unlawful activity. If Motorvar is merged or sold, the new owner must keep the promises in this policy. None of this permits marketing to a dealer's customers.

We do not sell personal information or share it for targeted advertising.

Mobile numbers and text-message opt-in data and consent are never shared with third parties or affiliates for marketing or promotional purposes. Our text-message provider may process this information only as needed to operate and support the texting the person signed up for.

5. Cookies and email tracking

We use only the cookies Motorvar needs to work: to keep you signed in, to protect the sign-in step, to remember which dealership you are working in, and to protect the step where a dealer connects Facebook. Your browser also remembers whether you chose the light or dark theme. Blocking these cookies may stop you from signing in.

We do not use advertising cookies or cross-site tracking. Our own website uses Cloudflare Web Analytics, which counts visits without cookies. It does not run on dealers' car pages, storefronts or embeds, or inside the signed-in app.

Email open and click tracking

Emails a dealer sends its customers through Motorvar include a small image and links that pass through Motorvar, which tell the dealer when the email was opened and which links were clicked. This is on by default, and dealers can switch it off in Settings. We record how many times and when each email was opened and its links clicked. We do not record the reader's IP address, device or location from these. Links to unsubscribe, upload documents or manage car alerts are never tracked. If you no longer want these emails, use the unsubscribe link or ask the dealer.

Privacy signals

Because we do not sell personal information or use it for targeted advertising, a Global Privacy Control signal has nothing to opt you out of. We do not respond to Do Not Track signals.

6. How long we keep information

We keep information while we need it to provide Motorvar. When a dealer's plan ends, its owners have 30 days, or until the date we email them if that is later, to download their data, and then we delete it. The table below lists how long we keep particular kinds of information, including the few records we keep after a dealer's data is deleted.

When someone asks a dealer not to email them again, the dealer keeps a do-not-email record so the request is honored. We use the records we keep after deletion only to protect accounts, prove consent, honor opt-outs and meet tax and legal obligations. If the law or a legal hold requires us to keep something longer, we keep only what is needed and delete it when the requirement ends.

7. How we protect information

Our safeguards include single-use sign-in links that expire and go only to active members or people with an open invitation, role-based permissions, activity logs, rate limits on sign-in and on public forms, spam checks on public forms, encryption of uploaded documents, and nightly database backups kept in a separate private store. No system is perfectly secure. If a security incident affects a dealer's data, we will tell that dealer without undue delay. Our Security page has more detail.

8. Your privacy rights

Depending on where you live, laws such as the Virginia Consumer Data Protection Act and the California Consumer Privacy Act may give you the right to:

• know whether we process your information, and get a copy of it in a portable format;
• correct it, or have it deleted, subject to exceptions in the law;
• get a list of the specific third parties we disclosed it to, where the law provides for one;
• opt out of the sale of your information, targeted advertising and certain automated profiling, none of which we do; and
• use an authorized agent, appeal our decision, and not be treated differently for using these rights.

Some of these laws apply only to businesses above a certain size, and some exempt business contact information or financial information covered by the Gramm-Leach-Bliley Act. We will still answer your request.

To make a request, email privacy@motorvar.com or write to us at the address in the last section. Tell us what you are asking for and, if it is about a dealer's records, which dealer. Do not send passwords or photos of identity documents. We verify your identity, and an agent's authority, before we act.

We answer within the time the law allows, usually 45 days, and tell you if we need longer and why. If we turn down your request, you can appeal by emailing privacy@motorvar.com with “Privacy appeal” in the subject line. We answer appeals within the time the law allows, which is 60 days in Virginia, and explain how to complain to a regulator. Virginia residents can file a complaint with the Virginia Attorney General.

If your request is about a dealer's records, we will send it to that dealer and help them respond.

9. Children

Motorvar is not directed to children under 13, and we do not knowingly collect their information for our own purposes. If you think a child has given us information, email privacy@motorvar.com and we will deal with it, together with the dealer involved where needed.

10. Changes to this policy

When we change this policy, we update the date at the top. For a material change, we email dealer account owners at least 30 days before it takes effect, and we ask for consent where the law requires it.

11. Contact us

Motorvar LLC, 8401 Mayland Dr Ste S, Richmond, VA 23294-4648, USA.

Privacy questions and requests: privacy@motorvar.com. Everything else: support@motorvar.com.