Dealer Pipeline/Privacy
Privacy Policy
17882033 Canada Inc. is a federal Canadian corporation operating under the registered business name "Petros Software" (referred to in this Policy as "Petros Software", "we", "our", or "us"). We respect your privacy and take our obligations under Canadian privacy law seriously. This Privacy Policy explains what personal information we collect, how we use it, with whom we share it, how we protect it, and the rights you have regarding it.
This Policy is governed by the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws in Canada. It applies to all visitors and customers of the Dealer Pipeline service (the "Service") and to all visitors to https://dpipeline.app (the "Website").
By accessing the Service or the Website, you acknowledge that you have read and understood this Privacy Policy.
1. Information We Collect
1.1 Information You Provide Directly
When you create an account, request a quote, or use the Service, you may provide:
- Identifying information: your name, job title, dealership name, business address, business telephone number
- Contact information: email address (typically a business email)
- Billing information: when you pay for shoots, payment details are collected by our payment processor (Stripe). Petros Software does not directly store full credit card numbers
- Inventory provider credentials: where you authorize Dealer Pipeline to upload finished photographs to your inventory provider, you provide SFTP/FTP credentials. These are stored encrypted at rest and used only to perform uploads on your behalf
- Communications: when you email us, fill out a contact form, or otherwise communicate with Dealer Pipeline, we retain the content of those communications for support and record-keeping
1.2 Information We Collect Automatically
When you use the Service or the Website, we automatically collect:
- Usage data: information about how the Service is used, including job submissions, processing times, feature interactions, and error events
- Technical data: IP address, browser type, device type, operating system, referring URLs, and similar technical identifiers
- Cookies and similar technologies: see Section 5 below
1.3 Customer Content (Vehicle Photographs)
When our team photographs your vehicles as part of the Service, those photographs constitute Customer Content as defined in our Terms of Service. Vehicle photographs may incidentally contain personal information, including but not limited to:
- License plate numbers
- People who appear in or near the photographed vehicle
- Reflections or background elements that may include personal property of third parties
We treat Customer Content with the same care as other personal information described in this Policy. We do not analyze, classify, or extract personal information from Customer Content for any purpose other than performing the image processing you requested.
1.4 Information We Do Not Collect
We do not knowingly collect:
- Personal information from individuals under 18 years of age
- Sensitive personal information (e.g., health, financial details beyond billing, racial or ethnic origin) unless you affirmatively provide it as part of a communication
- Biometric identifiers
2. How We Use Your Information
We use the information we collect for the following purposes:
- To provide and operate the Service: scheduling shoots, processing the photographs our team takes at your lot, delivering finished images and listing descriptions, and publishing to your inventory provider as you authorize
- Billing and payments: processing service fees, sending invoices, and managing billing disputes
- Customer support: responding to your inquiries, troubleshooting issues, and helping with your bookings
- Service improvement: analyzing aggregated, de-identified usage data to identify performance issues, prioritize new features, and improve reliability
- Communications: sending you transactional emails (booking confirmations, billing notices, service announcements) and, with your consent, occasional product updates
- Legal and security: detecting, preventing, and responding to fraud, abuse, security incidents, and violations of our Terms of Service; complying with legal obligations
2.1 Machine-Learning Training
Petros Software applies machine-learning models to enhance photographs. We do not use your Customer Content to train, retrain, or fine-tune our machine-learning models without your explicit, written permission for a specific, documented purpose. General use of the Service is not, and does not imply, such consent.
The models currently used by Dealer Pipeline were trained on publicly available datasets and on data provided by partners who gave explicit consent. We maintain a record of consent for all training data and update this practice as our models evolve.
3. How We Share Your Information
Petros Software does not sell your personal information. We share information only in the following limited circumstances:
3.1 Service Providers
We rely on third-party service providers to operate the Service. These providers process information on our behalf under contractual obligations to protect that information. The principal providers are:
| Provider | Purpose | Location of processing |
|---|---|---|
| Stripe, Inc. | Payment processing | United States (with global infrastructure) |
| Cloudflare, Inc. | Object storage, content delivery, DNS, and website hosting | Global infrastructure with auto-region routing |
| Neon, Inc. | Database hosting (booking metadata, job records) | United States |
| Vultr (The Constant Company, LLC) | API server hosting | Toronto, Canada |
| RunPod, Inc. / similar GPU compute providers | Image processing using cloud GPUs | United States or Canada, depending on availability |
| Photoroom SAS | Image background removal | European Union |
| Resend, Inc. | Transactional email delivery | United States |
We periodically review our service providers' security practices and privacy commitments. We update this list as our infrastructure changes. The current list reflects the state of Petros Software's services as of the Last Updated date.
3.2 Inventory Provider Integrations
When you authorize Dealer Pipeline to upload finished images to your inventory provider account, we transmit those images, along with the credentials you supplied, to that provider for the express purpose of completing the upload. Use of your information by your inventory provider is governed by your separate agreement with them, not by this Policy.
3.3 Legal Disclosure
We may disclose your information where required by law, court order, or other lawful process; in response to valid requests from public authorities; to enforce our Terms of Service; or to protect the rights, property, safety, or security of Dealer Pipeline, our customers, or others.
3.4 Business Transfers
If Petros Software is involved in a merger, acquisition, financing, or sale of assets, your information may be transferred to the successor entity. We will notify you of any such change and your options at that time.
4. International Data Transfers
Petros Software is a Canadian company. However, some of the third-party service providers we rely on (listed in Section 3.1) process data outside Canada, primarily in the United States and the European Union. By using the Service, you understand and consent to the transfer of your information to these jurisdictions.
We take reasonable steps to ensure that international transfers are subject to appropriate safeguards consistent with Canadian privacy law, including contractual protections with our service providers. However, you should be aware that information transferred outside Canada may be subject to the laws of those jurisdictions, including lawful access by foreign government authorities.
If you would prefer that your processing occur entirely within Canada, please contact us. We may not be able to accommodate this request given our current infrastructure but we will discuss your concerns.
5. Cookies and Tracking Technologies
The Website (dpipeline.app) uses cookies and similar technologies for the following purposes:
- Strictly necessary cookies: required to operate the Website (e.g., session management)
- Analytics: we use minimal analytics tools to understand site usage. Where we use analytics tools, we configure them to anonymize IP addresses where possible
We do not use third-party advertising cookies or behavioural tracking.
You can control cookies through your browser settings. Disabling cookies may affect Website functionality.
6. Data Retention
We retain different categories of information for different periods:
| Category | Retention period |
|---|---|
| Business contact information (name, email, billing) | Duration of your service relationship, plus a reasonable period after termination for legal, tax, and operational purposes (typically 7 years for tax records under CRA requirements) |
| Customer Content (raw photographs and processed results) | Retained for the duration of your service relationship, so listings can be updated or re-published on request, and thereafter in accordance with your instructions |
| Usage logs and technical data | Up to 12 months, after which logs are aggregated or deleted |
| Communications and support records | Up to 7 years for record-keeping and audit purposes |
| Payment records | As required by tax and accounting law (typically 7 years) |
After applicable retention periods, we delete or anonymize the information in accordance with our standard practices.
7. Data Security
We use commercially reasonable technical, administrative, and physical safeguards to protect your information against unauthorized access, disclosure, alteration, or destruction. These include:
- Encryption of data in transit (TLS/HTTPS for web traffic, SFTP for inventory provider integrations)
- Encryption of stored credentials and authentication tokens
- Access controls limiting Petros Software personnel access to the minimum necessary
- Regular review of third-party providers' security postures
- Monitoring for unusual access patterns and security events
No system can be guaranteed to be completely secure. While we take reasonable steps to protect your information, we cannot guarantee absolute security and you provide information at your own risk.
In the event of a data breach affecting your personal information, we will notify you and the relevant authorities as required by applicable law.
8. Your Rights
Under PIPEDA and applicable Canadian privacy laws, you have the following rights:
8.1 Right of access. You have the right to request access to the personal information we hold about you, including how we are using it and with whom we have shared it.
8.2 Right of correction. You have the right to request that we correct inaccurate or incomplete personal information.
8.3 Right to withdraw consent. You may withdraw your consent to our processing of your personal information at any time, subject to legal or contractual restrictions and reasonable notice. Withdrawing consent may affect our ability to provide you with the Service.
8.4 Right to delete. You may request that we delete your personal information, subject to our legal, tax, and operational retention requirements. Customer Content is retained for the duration of your service relationship so that listings can be updated or re-published on request, and is deleted on your instruction; booking and billing records may be retained as described in Section 6.
8.5 Right to portability. You may request a copy of your personal information in a portable, machine-readable format where reasonably feasible.
8.6 Right to lodge a complaint. If you believe we have not addressed your privacy concerns adequately, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada (https://www.priv.gc.ca) or with your provincial privacy commissioner.
To exercise any of these rights, please contact our Privacy Officer using the contact information in Section 11. We will respond to verified requests within thirty (30) days, or as required by applicable law.
9. Children's Privacy
The Service is intended for use by automotive dealerships and other business entities, not by individuals under 18 years of age. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us and we will take steps to delete it.
10. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. The most current version is always posted at https://dpipeline.app. We will notify you of material changes by email to the address on file or by prominent notice within the Service at least thirty (30) days before the changes take effect.
The "Effective Date" and "Last Updated" dates at the top of this Policy indicate when the current version was published.
11. Privacy Officer and Contact Information
Petros Software has designated a Privacy Officer responsible for the organization's compliance with PIPEDA. You may direct privacy-related inquiries, access requests, complaints, or requests to exercise any of the rights described in Section 8 to:
Privacy Officer
Dealer Pipeline
Email: [email protected]
Postal address:
Petros Software
Suite 1001
1450 Clark Avenue West, Unit 1
Thornhill, ON L4J 7R5
Canada
We will respond to your inquiry within a reasonable timeframe, typically within thirty (30) days.
Petros Software is committed to handling your personal information responsibly. If you have any questions or concerns about this Policy or our privacy practices, please contact us.