Privacy policy

BenaDealer ("BenaDealer", "we", "us") provides web and mobile software that helps motor vehicle dealerships manage inventory, reconditioning costs, reports and bills of sale. BenaDealer is operated from Ontario, Canada. This policy explains what personal information we collect, why, how it is used and shared, and the choices you have. We follow Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).

Who this policy covers

• Account users: dealership owners and staff who sign in to BenaDealer.
• Dealership customers: car buyers whose details a dealership enters into BenaDealer to prepare a bill of sale. For this information, the dealership decides what is collected and why, and BenaDealer processes it on the dealership's behalf. Buyers should contact the dealership first about their information.

Information we collect

Account and profile information you give us:

• Email address and password (passwords are stored securely by our hosting provider and never visible to us).
• Full name, position in the company, and OMVIC salesperson registration number if you are a salesperson.
• Your role at the dealership (Admin or User) and whether your account is active.

Dealership information: business name, address, phone number, OMVIC dealer registration number, business hours, and logo.

Vehicle and business records: VINs, vehicle details, kilometres, stock numbers, purchase and sale prices and dates, reconditioning expenses, and disclosure answers.

Buyer information entered by a dealership: the buyer's full name, address, phone number, email address and driver's licence number, together with the deal's pricing, disclosures and the generated bill of sale PDF.

Photos and files you upload: dealership logos and photos of VIN labels you choose to scan.

Technical information: basic device, browser and usage information (such as pages visited, timestamps and error logs) that our hosting platform collects to keep the service working and secure.

We do not collect your precise location, contacts, health information, or payment card details.

How we use information

• To create and secure your account, and to let your dealership's Admins manage the team.
• To provide the features you use: inventory tracking, expense and profit calculations, exports, disclosure checklists, and bill of sale PDFs.
• To decode VINs and read VINs from photos you choose to scan.
• To send account emails such as sign-up codes, password resets and team invitations.
• To provide support, fix problems, prevent abuse, and meet legal obligations.

We do not sell personal information, use it for advertising, or share it with data brokers.

Service providers we share information with

We use a small number of providers to run BenaDealer. They may only use information to provide their service to us:

• Base44 (a Wix.com company): hosting, database, file storage, sign-in and email delivery.
• AI model providers used by Base44: only when you use "scan VIN from photo", to read the VIN in the photo.
• U.S. National Highway Traffic Safety Administration (NHTSA) vPIC service: receives only the VIN, to return the vehicle's specifications.
• Google Workspace: our business email, used when you contact support.

Some of these providers store or process information outside Canada, including in the United States and Israel. Information held in another country may be accessible to that country's courts and authorities. We may also disclose information if required by law, or as part of a sale or reorganization of the business, in which case this policy will continue to apply.

If we add new features that use additional providers (for example, text messaging), we will update this policy before turning them on.

Who inside a dealership can see what

Each dealership's records are kept separate. Members of a dealership can see that dealership's vehicles, deals and bills of sale. Only Admins can change dealership settings and manage the team. Other dealerships cannot see your data.

How long we keep information

We keep account and dealership information while the account is active. Dealerships are responsible for keeping records such as bills of sale for as long as the law requires them to, and can download them at any time. When an account or dealership is deleted, its records are removed from the live database; copies may remain in our providers' backups for a limited period before they are overwritten.

Deleting your account

You can delete your account at any time in the app under Settings → Your account → Delete account. If you are the last member of your dealership, the dealership and all of its records are deleted too. You can also request deletion by emailing support@benadealer.ca from your account's email address. See how to delete your account.

Your rights

You can ask to access or correct the personal information we hold about you, or withdraw consent (which may mean we can no longer provide the service). Email support@benadealer.ca and we will respond within 30 days. If you are not satisfied with our response, you can contact the Office of the Privacy Commissioner of Canada.

Security

Information is sent over encrypted connections (HTTPS), access is limited by dealership and role, and files such as logos and bills of sale are stored privately. No system is perfectly secure; please use a strong, unique password and let us know right away if you suspect unauthorized access.

Children

BenaDealer is a business tool for adults and is not directed at anyone under 18.

Changes to this policy

We will post any changes on this page and update the date above. For significant changes, we will notify account users by email or in the app.

Contact us

Questions or requests about privacy: support@benadealer.ca