Privacy Policy

1. Commitment to Privacy

At VIMS ("we", "us", "our"), protecting the confidentiality and privacy of your dealership operations is core to our architecture. This Privacy Policy details how we collect, store, process, and safeguard data when dealerships, administrators, and employees access our inventory management platform.

2. Information We Collect

3. How We Use Your Information

We process collected data exclusively for legitimate business purposes:

• Delivering vehicle inventory management, analytics, and sales reporting.
• Authenticating users and enforcing multi-tier organization limits.
• Managing subscription billing cycles, renewals, upgrades, and downgrade windows.
• Sending transactional notifications, such as OTP verification codes, billing receipts, and renewal reminders.
• Ensuring network security, data backup, and platform stability.

4. Multi-Tenant Data Isolation & Security

VIMS employs strict multi-tenant logical data isolation. Every query executed across our databases enforces an organization-scoped tenant identifier (org_id). Dealership inventory, employee accounts, and financial performance figures are completely inaccessible to other dealerships on the platform.

All network transmissions are secured via TLS 1.3 encryption, and passwords are cryptographically hashed using industry-standard bcrypt.

5. Third-Party Service Providers

We collaborate with trusted infrastructure partners to provide the Service:

• Payment Processors (Paddle / Stripe): Secure payment capture and subscription lifecycle billing.
• Transactional Email (Resend): Delivery of critical verification OTPs, password reset links, and billing notifications.
• Cloud Hosting & CDN: Secure enterprise cloud servers ensuring high availability and encrypted backups.

These providers process data solely on our instructions under strict confidentiality agreements and are prohibited from using your data for their own marketing.

6. Data Retention & Deletion

Your dealership records are retained for as long as your subscription is active. If your account is cancelled or expires, your data remains safely preserved in an archived state for a 30-day grace period, allowing you to reactivate without data loss. Upon request or following the expiration of the retention window, all organization records will be permanently purged from our primary databases and rolling backups.

7. Your Data Rights

Depending on your jurisdiction, your organization has the right to:

• Export complete vehicle inventories and sales histories at any time in standard CSV or Excel formats.
• Rectify inaccurate records via your Organization Admin Dashboard.
• Request complete erasure of dealership account records.