Privacy Policy

1. Who we are

DealerStack Ltd operates DealerStack, a software platform for motor dealers. DealerStack Ltd is responsible for personal data we handle for our public website, our own accounts, commercial relationships and service administration.

For privacy questions, please contact us at support@dealerstack.co.uk.

2. Scope and our role

This policy applies to visitors to DealerStack public websites; DealerStack customers and users; and individuals whose data is processed through DealerStack on behalf of motor-dealer customers, including dealer prospects and customers.

DealerStack may act as a controller for the data we use to run our website, manage accounts and commercial relationships, and administer our service. When a dealer uses DealerStack to manage its own customers, prospects or communications, that dealer is generally the controller and DealerStack processes the data on the dealer's behalf, subject to the applicable agreements and law.

3. Data we may collect or process

The data involved depends on how DealerStack is used. It may include:

• account, profile and business information;
• contact details;
• customer, prospect and CRM information entered or imported by dealers;
• vehicle, enquiry, sales, order, part-exchange and related operational information;
• communications content and metadata when supported communication services are connected;
• technical, security, device, usage and log information; and
• billing and subscription information, where payment processing may be handled by third-party providers.

4. WhatsApp Business and Meta

When a dealer chooses to connect WhatsApp Business to DealerStack, the dealer connects its own WhatsApp Business Account and phone number or numbers. DealerStack does not use a shared DealerStack number for dealer and customer conversations.

To provide the connected service, DealerStack may process WhatsApp Business data on the dealer's behalf. This can include connected account and phone-number identifiers, customer contact identifiers, message content, supported attachments or media, timestamps, delivery, read and status metadata, and template or configuration information needed for the integration.

We use this data to provide messaging, CRM association, delivery and status handling, customer history and context, and related DealerStack functionality. DealerStack may interact with Meta and WhatsApp APIs as necessary to provide the connected service. Meta and WhatsApp may separately process data under their own terms and privacy policies.

DealerStack does not sell WhatsApp message content or use dealer or customer WhatsApp content for unrelated advertising.

5. How we use data

We use personal data as needed to provide and operate DealerStack; administer accounts and authentication; provide support; enable communications and connected integrations; protect security, prevent fraud, audit and maintain service reliability; improve the product and understand service use; manage billing and commercial administration; and meet legal or regulatory obligations.

6. Lawful bases

Under UK data-protection law, the lawful basis depends on the context and the processing involved. It may include performance of a contract, our or another party's legitimate interests, compliance with a legal obligation, or consent where that is required. For dealer-controlled customer data, the dealer is responsible for determining the appropriate basis for its processing.

7. Sharing and service providers

We may share data with trusted service providers and processors that help us operate DealerStack, such as hosting and infrastructure providers, communications providers, analytics and security providers, payment providers, and connected integrations selected by dealers. Where a dealer enables it, this includes Meta and WhatsApp. We share data only as needed for the relevant service, legal requirement or legitimate business purpose.

8. International transfers

Some of our providers may process personal data outside the UK. Where required by law, we use appropriate safeguards for those transfers.

9. Retention

We retain personal data only for as long as reasonably necessary for the relevant purpose, including legal and accounting requirements, dispute and security needs, and customer-configured or service obligations. Retention can vary according to the type of data and the relationship with the dealer.

10. Security

We use reasonable technical and organisational measures designed to protect personal data. No system can be guaranteed completely secure, and users and dealers also play an important role in protecting account credentials and access.

11. Individual rights

Depending on the circumstances, individuals may have rights to request access to, correction or deletion of personal data; restriction of processing; objection to processing; data portability where applicable; and withdrawal of consent where processing relies on consent. You may also complain to the UK Information Commissioner's Office.

If your data is held by a dealer through its use of DealerStack, please contact that dealer first. We will support our customers with valid requests as required by applicable law.

12. Cookies and analytics

Our public website may use cookies or similar technologies needed for its operation and to understand how the site is used. Where we use optional cookies or analytics, we will provide information and choices where required by law. You can view this policy without accepting optional cookies.

13. Children's data

DealerStack is a business service for motor dealers and is not intended for children.

14. Changes to this policy

We may update this policy from time to time. The latest version will be published on this page with its last-updated date.