Privacy Policy

Last updated: October 26, 2026

1. About this policy

Appraise for Dealers is a vehicle appraisal service for car dealerships, provided by Rocky Mountain Tech AB Ltd., a company based in Calgary, Alberta, Canada ("we", "us", "our"). This policy explains what personal information we collect through our app, website and related services (the "Service"), why we collect it, how we use and share it, and the choices you have.

We follow Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), Alberta's Personal Information Protection Act (PIPA) and Canada's anti-spam legislation (CASL). Our Terms of Service also apply to your use of the Service.

Information about your customers. When a dealership puts information about its own customers or other people into the Service (for example on an invoice, a bill of sale or an appraisal), we handle it on the dealership's behalf to provide the Service. The dealership is responsible for collecting that information lawfully and getting any consent required.

2. What we collect

Account information: your name, email address, phone number (if you give it), password (stored only in scrambled, hashed form), the dealership you belong to and your role there.
Dealership information: business and rooftop names, postal code, labour rates, pricing and reconditioning settings, team members, plan and subscription status.
Vehicle and appraisal information: VINs, decoded vehicle details, kilometres, condition, notes, values and estimates, inventory costs and sale prices, and a history of activity in your dealership's account (who did what and when, including when trouble codes were cleared).
Photos and documents: inspection photos and any invoices, bills of sale or other documents you scan or upload. These can include names, addresses and other details of your customers, and photos may show people or licence plates.
OBD data: when you connect a Bluetooth OBD-II reader, the trouble codes, freeze-frame data, readiness status, live readings, odometer and VIN reported by the vehicle, battery voltage, and basic details of the reader.
Customer details you add: for example a customer's name and phone number on an appraisal. Contacts you add for sending bids stay on your device, and bid messages are sent from your own phone.
Support messages: what you write to us in the in-app help chat or by email.
Location: we use the dealership postal code you enter to set the area for market comparisons. We do not use your device's GPS or location services. If we ever add a feature that needs your device location, we will ask your permission first and use it only for that feature.
Device and notification information: device type, operating system, app version, a push notification token and your notification settings.
Usage and log information: a record of requests to our servers (which feature, when, whether it worked and how long it took), error reports, and technical data such as IP addresses that our systems record.
Payment information: payments are handled by our payment processor. We do not receive or store full card numbers. We receive limited details such as the billing name and email, plan, the last four digits and expiry date of the card, and whether payments succeeded.
Website information: information from cookies and similar technologies, as described in Section 10.

3. Why we use it

To provide the Service: decode VINs, read and clear trouble codes when you ask, analyse photos and documents, produce estimates, keep your history, inventory and invoices, and run team accounts and notifications.
To run your account: sign-in, trials, subscriptions, billing and support.
To communicate with you: service messages, help with setup, and, with your consent, news and offers (see Section 11).
To keep the Service secure: prevent fraud and abuse, enforce usage limits, and find and fix problems.
To improve the Service and build new features, including creating de-identified and aggregated market statistics.
To meet legal obligations, enforce our Terms of Service and protect our rights and the rights of others.

We do not sell personal information.

By using the Service you consent to us collecting, using and sharing your personal information as described in this policy. We ask for express consent where the law requires it, such as for marketing emails that need it. You can withdraw your consent at any time by contacting us, subject to legal or contractual restrictions. If you withdraw consent to information we need to provide the Service, we may no longer be able to provide it to you.

Within your dealership: members of your dealership can see its appraisals, inventory, settings and activity according to their role.
Service providers: we use a small number of service providers and share only what each needs to do its job. They may use the information only to provide services to us. They fall into these categories:
- cloud hosting in Canada, which stores your account, dealership data, photos and files and handles sign-in;
- a payment processor, which handles subscriptions and payments;
- AI service providers, which analyse inspection photos, documents, trouble codes and help-chat messages. We choose providers whose business terms do not allow them to use the content we send to train their models;
- vehicle data providers, which provide VIN decoding, market listings, comparables, recalls and similar data. We send them what a lookup needs, such as a VIN, vehicle details, kilometres and your dealership's postal area;
- email delivery providers, which send our emails;
- push notification services provided by device makers, which deliver notifications to your device; and
- app stores, which deliver the app and its updates.
Other customers, without identifying you: we may share de-identified or aggregated information, such as market statistics, that does not identify you, your dealership, your customers or any individual. To help detect odometer problems, vehicle facts tied to a VIN, such as an odometer reading and the date it was recorded, may be shown to other dealerships without saying who recorded it.
When you choose to share: for example when you send a vehicle report or a bid request to someone.
Legal and safety reasons: when required by law, a court order or a government authority, or when needed to protect the rights, property or safety of us, our customers or others, including to investigate fraud.
Business transfers: if we are involved in a merger, financing, acquisition or sale of all or part of our business, information may be shared or transferred under confidentiality obligations.

6. Where your information is stored

Your information is stored primarily in Canada with our cloud hosting provider. Some of our service providers, such as AI service providers and email, payment and notification providers, may process information outside Canada, mainly in the United States. When they do, we use contracts and other measures to require them to protect it and use it only to provide their services to us. Information processed outside Canada is subject to the laws of that country and may be accessed by its courts, law enforcement and national security authorities. Some information is also kept on your device so the app can work offline.

7. How long we keep it

Account and dealership information: while your account is active. After an account is cancelled or closed, we keep it for 30 days so you can request a copy, and we aim to delete it within 90 days after that.
When a User deletes their account: their login and profile are removed, and their name and email are removed from the dealership's activity. The dealership keeps its appraisal and inventory records. You can delete your account in the app (Settings, then Account, then Delete my account) or by emailing us.
Usage logs: about 13 months.
Market data: up to 24 months.
Support messages: as long as needed to help you and improve our support, then deleted or de-identified.
Billing and tax records: as long as the law requires, generally six years.
Backups: deleted on their normal schedule.
De-identified and aggregated information: may be kept indefinitely, because it no longer identifies anyone.

We may keep information longer where the law requires it or to resolve disputes and enforce our agreements.

8. How we protect it

We use reasonable physical, organisational and technical safeguards appropriate to the sensitivity of the information. These include encryption in transit and at rest, access controls that keep each dealership's data separate, private storage for photos and documents, keeping secret keys on our servers, and limiting staff access to what is needed for support and security. No system is perfectly secure, so we cannot guarantee security. Please use a strong password, keep your devices secure and tell us right away if you suspect unauthorised access.

9. Your rights

You can ask to see the personal information we hold about you, ask us to correct it, ask us to delete it, or withdraw your consent.
Email us at [email protected]. We may need to confirm your identity. We will respond within 30 days, or tell you if we need more time as the law allows.
In some cases the law allows or requires us to refuse a request, for example if it would reveal information about someone else. If we refuse, we will tell you why.
If a dealership put your information into the Service (for example, you are one of its customers), please contact that dealership first. We will help it respond.
If you have a concern, please contact us first so we can try to resolve it. You can also complain to the Office of the Privacy Commissioner of Canada or to the Office of the Information and Privacy Commissioner of Alberta.

10. Cookies and analytics

Our website and the web version of the app use cookies and similar browser storage that are needed to keep you signed in and remember your settings.
We may use analytics to understand, in aggregate, how people use our website and the Service so we can improve them.
We do not use advertising cookies and we do not track you across other companies' websites or apps for advertising.
You can control cookies in your browser settings. If you block the cookies we need, sign-in and other features may not work.

11. Emails and messages (CASL)

Service messages: we send messages needed to run your account, such as sign-in links, security alerts, billing notices, legal notices and replies to your requests. These are sent as needed while you have an account.
Tips, news and offers: we send setup tips, product news and offers only with your consent, either express or implied as CASL allows (for example, because you have an account or a trial with us).
Every commercial email we send identifies us, includes our mailing address and contact information, and has an unsubscribe link. You can also unsubscribe by emailing us. We process unsubscribe requests within 10 business days.
Push notifications: you can turn them off at any time in your device settings or in the app's notification settings.
Your own messages: if you send messages to others using the Service, such as bid requests, you are responsible for having any consent those messages need.

12. Children

The Service is for businesses and their staff. It is not intended for anyone under 18, and we do not knowingly collect personal information from anyone under 18. If we learn that we have, we will delete it.

13. Privacy breaches

If a breach of security safeguards involving personal information creates a real risk of significant harm, we will notify the affected individuals and report it to the Privacy Commissioner of Canada and to Alberta's Information and Privacy Commissioner, as the law requires. Where the information belongs to a dealership's customers, we will also notify the dealership without unreasonable delay. We keep records of breaches as the law requires.

14. Changes to this policy

We may update this policy from time to time. We will post the new version with a new "Last updated" date, and if a change is significant we will tell you by email or in the Service before it takes effect.

15. Contact our Privacy Officer

Our Privacy Officer is responsible for our compliance with this policy. For questions, requests or complaints, contact:

Privacy Officer, Rocky Mountain Tech AB Ltd., Calgary, Alberta, Canada
Email: [email protected]