Privacy Policy

EZ Track-Auto, a product of Asset Pilot LLC. Version 1.3, last updated 2026-09-15. Supersedes v1.0 (2026-08-20). This page is the full text of the policy shown in the application at eztrackauto.com/privacy, published as a plain document so it can be read without JavaScript.

1Introduction

Asset Pilot LLC ("Company," "we," "us," or "our") operates EZ Track-Auto, a cloud-based dealership management platform ("Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

The Service is a business tool for dealerships. Accounts are created for dealership staff by their organization or through business sign-up; we do not offer consumer accounts. Most of the data in the Service is business data belonging to the dealership that uses it, governed by our Cloud Service Agreement; this Policy focuses on the personal information within and around that data.

2Information We Collect

2.1 Information you provide

• Account Information: Name, email address, phone number, role/title, and password when you create an account (passwords are stored by our authentication provider in hashed form, never in plain text)
• Organization Information: Dealership name and configuration preferences
• Vehicle Data: VINs, make, model, year, color, odometer readings, purchase prices, title information, reconditioning notes, and photos you upload. Photos and media are business records, but they may incidentally capture personal information (for example, a person visible in a photo)
• Voice Recordings: When you use voice commands or audio note features, the audio you record is sent for transcription and discarded as soon as the transcript is produced — we do not store the recording itself. Only the resulting text, and any summary generated from it, is saved to your organization’s records (see Section 4 for the AI provider involved and Section 6 for retention)
• Payment Information: Processed securely by Stripe; we do not store credit card numbers on our servers
• Communications: Any messages or feedback you send to us

2.2 Information collected automatically

• Usage Data: Login timestamps, features accessed, pages viewed, and audit trails of workflow actions (e.g., who moved a vehicle to which step, and when)
• Device Information: Browser type, operating system, device type (user agent), and, if you enable push notifications, a push subscription token for your device
• Log Data: IP addresses, access times, and error logs
• Email Delivery Records: Delivery logs, suppression lists, and unsubscribe records for emails we send

3How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the Service
• Power the AI features you invoke: transcribing audio, summarizing notes, auto-filling repair orders, and generating workflow recommendations
• Process your subscription and payments
• Send you service-related notifications (workflow alerts, bucket notifications)
• Send marketing communications, with the ability to opt out (see Section 11)
• Respond to your inquiries and provide customer support
• Monitor and analyze usage patterns to improve the Service
• Detect, prevent, and address security issues and fraud
• Comply with legal obligations

We do not sell your personal information, and we do not use your data to train generalized AI models.

4How We Share Your Information

We do not sell your personal information. We share it only with service providers that help us operate the platform (under contracts limiting their use of it), within your organization, and as required by law. Our current service providers:

We also share information:

• Within Your Organization: Other users within your dealership organization can see shared vehicle data, workflow status, and team information as configured by your organization’s administrator
• Legal Requirements: When required by law, subpoena, or other legal process
• Business Transfers: In connection with a merger, acquisition, or sale of assets (with notice to affected customers)

5Data Security

We implement industry-standard security measures to protect your data, including:

• Encryption of data in transit (TLS/SSL)
• Encryption of data at rest
• Row-level security policies to isolate organization data
• Role-based access controls within your organization
• Continuous error and security monitoring

While we strive to protect your information, no method of electronic storage or transmission is 100% secure. You are responsible for maintaining the security of your account credentials. If a breach affecting your personal information occurs, we will notify affected customers as required by applicable law, including Colorado’s breach-notification statute.

6Data Retention

We retain your information for as long as your account is active or as needed to provide the Service. Upon account deletion:

• Account and profile data will be deleted within 30 days
• Vehicle data associated with your organization will be removed
• Backup copies may persist for up to 90 days before automatic deletion
• Login, email, and audit logs are retained for up to 12 months
• Voice recordings are not stored. Audio captured by the voice-command and dictation features is held only for the moment it takes to produce a transcript, and is discarded as soon as the transcript is returned. Only the resulting text is retained, as part of the note or record you saved it to
• We may retain anonymized, aggregated data for analytical purposes

7Your Rights

• Access: Request a copy of the personal data we hold about you
• Correction: Request correction of inaccurate personal data
• Deletion: Request deletion of your personal data
• Portability: Request your data in a portable format
• Opt-Out: Opt out of non-essential communications

For dealership staff: Most personal information we hold about you is controlled by your employer (our customer) as part of its account. We may redirect your request to your organization’s administrator where the law treats your employer as the responsible party.

To exercise these rights, contact us at the email address provided below. We will verify your identity and respond within the time required by applicable law. We will not discriminate against you for exercising your rights.

8State Privacy Rights

California (CCPA/CPRA): If you are a California resident, you have additional rights under the California Consumer Privacy Act, including the right to know what personal information we collect, the right to delete your information, and the right not to be discriminated against for exercising your privacy rights.

Colorado (CPA): If you are a Colorado resident, you have similar rights under the Colorado Privacy Act, including access, correction, deletion, and data portability. Note that information processed about individuals acting in a commercial or employment context (which describes most data in the Service) is subject to limited coverage under these laws; we honor verified requests regardless where practicable.

Targeted advertising: Residents of both states may opt out of the advertising measurement described in Section 10. We honor the browser Global Privacy Control signal as that opt-out, and Section 10 explains the other ways to opt out.

9Children's Privacy

The Service is not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If we learn that we have collected personal information from a child, we will take steps to delete that information.

10Cookies, Local Storage, and Advertising Measurement

Local storage. We use browser local storage and session storage to maintain your login session and preferences. Essential session data is required for the Service to function properly.

Advertising measurement on our public pages. Our public website pages (the home page, pricing, sign-up, and these legal pages) include the Meta Pixel, a small script provided by Meta Platforms, Inc. It sets a cookie in your browser and tells Meta which of those pages you visited, when you started a sign-up or checkout, and when you started a trial or subscription. We use this to see whether people who arrive at our website understand the offer, and to show our ads on Facebook and Instagram to people who visited but did not sign up. Meta may combine this information with your Facebook or Instagram account under its own privacy policy.

Where it does not run. The Meta Pixel is not loaded inside the EZ Track-Auto application. Once you are signed in and working with your dealership’s data, nothing about that activity is sent to Meta.

How to opt out. Turn on the Global Privacy Control setting in your browser and we will not load the Meta Pixel at all. You can also limit how Meta uses information from websites in your Facebook or Instagram settings under "Your activity off Meta technologies," or block third-party cookies in your browser. Opting out does not affect your use of the Service.

We use no other third-party tracking cookies.

11Marketing Communications

Transactional emails (security, billing, and service notices) are part of operating the Service and cannot be opted out of while you have an account. If we send you marketing or product emails, every such email includes an unsubscribe link, honored within 10 business days as required by the CAN-SPAM Act. Unsubscribing from marketing email does not affect transactional email.

12Text Message (SMS) Alerts and Login Codes

What we send: If you opt in, we send two kinds of text messages: transactional vehicle-workflow alerts (for example, a vehicle arriving in a workflow stage or exceeding a day threshold) and one-time login codes. We do not send marketing text messages. Text messages are sent only to users who have opted in.

Opt in and opt out: Adding a mobile number is optional. Without one, login codes are sent to your account email. To receive login codes by text, enter your mobile number under "Sign-in security" in Settings, tick the consent checkbox shown beneath the "Mobile number" field (it is unticked by default), and save. To receive vehicle alerts by text, also enable the "Text message alerts" toggle. To opt out, remove the number or disable the toggle in Settings, or reply STOP to any message; login codes then go to your account email. Reply HELP to any message for help. Opting out of text messages does not affect your in-app notifications.

Message frequency varies. Message and data rates may apply. Consent to text messages is not a condition of purchasing or using the Service.

Mobile phone numbers and SMS consent will not be shared with or sold to third parties or affiliates for marketing purposes.

Delivery provider: Twilio Inc. delivers our text messages. Twilio receives the phone number and message content solely to deliver the messages on our behalf; it is a service provider under Section 4.

13Changes to This Policy

We may update this Privacy Policy from time to time. Each version carries a version number and a "Last updated" date. For material changes, we will notify your organization’s account administrators by email and in-app at least 30 days before the changes take effect, and you may be asked to re-accept the updated version, matching the change process in our Cloud Service Agreement. We encourage you to review this policy periodically.

14Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at:

• Asset Pilot LLC
• Email: [email protected]
• Address: 7090 Quitman Ct, Colorado Springs, CO 80923