Privacy policy

About this policy

Valence Dealer Technologies Inc. (“Valence”, “we”, “us”) is a Canadian company and operates this website at www.valencedealertech.com. This policy covers visits to the website and requests sent through its contact form or to our contact email addresses.

It does not cover dealership customer records in the Valence product. No dealership pilot processes real customer records through Valence today. Before one does, Valence and the dealership agree in the pilot agreement and its data-processing terms what may be processed, the safeguards, providers, locations and retention that apply, and who is responsible for what.

Our Privacy Officer

Evan White is our Privacy Officer and is accountable for how Valence handles personal information. For questions about this policy, requests to see or correct your information, withdrawal of consent, deletion requests or complaints, write to privacy@valencedealertech.com. If you need a different way to make a request, tell us and we will arrange an accessible alternative.

Information you provide

The preview-request form asks for your name, work email address, dealership or group, role and a message. The number of stores and a preferred contact method are optional. If you email us directly, we receive your address, your message and anything else you include.

Please use your work contact details and send only what a preview needs. Don’t send dealership customer records, credit or payment information, health information or other sensitive records, even with names removed. Fictional examples are enough.

How a request reaches us

The form sends your request to this website’s own endpoint, which checks the fields and hands them to our email-delivery provider for delivery to our preview-request mailbox. The endpoint has no submissions database and keeps no copy. The delivery provider and our email service can hold copies, as described under Retention. The providers, and what each handles, are listed on our website service providers page.

To limit repeated submissions, the endpoint also uses your connecting IP address and the times of your requests. It holds them in memory only, apart from your message, and never writes them to storage. Each entry expires ten minutes after that address’s last request, and expired entries are deleted each time the site’s server handles a request.

When the form says your request was accepted for delivery, the delivery service has taken it for delivery; that does not mean a person has read it yet. If the form reports a problem, your request was not accepted, and you can try again or email preview@valencedealertech.com instead. Emailing us directly doesn’t involve the website at all: your mail provider and ours carry the message.

Visiting the website

When you visit, our hosting and security services process connection information such as your IP address, browser and device type, the page you asked for and when, to serve and protect the website. They may set essential security cookies. The service-provider page describes that processing and adds each provider’s locations and retention periods as they are confirmed.

The website’s own code adds no advertising trackers or analytics scripts, loads no third-party scripts and serves its fonts itself. The interactive product demonstrations run in your browser on a fictional dealership and set no cookies and use no local or session storage. There are no visitor accounts and no sign-in. These are statements about the website’s own code; they don’t exclude the hosting and security processing described above.

Purposes and your choices

We use inquiry information to respond to your request, arrange a preview and carry on the conversation that follows. We use limited connection and request information to run the website and prevent misuse. We do not sell personal information, build advertising profiles or make automated decisions about you from a website inquiry.

Sending an inquiry lets us respond to it. It does not subscribe you to marketing, and Valence does not run a product-updates mailing list. Where we need your consent for something else, we explain the purpose when we ask; we don’t treat a general business interest as permission for unrelated uses.

You can withdraw your consent by contacting us. We will tell you how that affects your request and whether the law requires us to keep particular records. If you ask us not to contact you again, we keep only the minimum needed to respect that.

Service providers and disclosures

We use service providers for hosting, security, request delivery and email. We remain responsible for personal information we transfer to them for processing and require appropriate protection from them. Our website service providers page names them, says what each handles, and shows which are active, which are conditional and which are still being confirmed. Your own email provider handles your side of a direct email under its arrangements with you.

We may also disclose information where the law requires or permits it, for example in response to a valid legal demand. We assess each demand and limit what we disclose. Where the law allows and it is appropriate, we tell the person concerned.

Processing outside Canada

Some of our service providers may process information outside Canada, including in the United States, where it may be accessible to that country’s courts, law enforcement and other authorities under its laws. We do not promise Canadian-only storage or access. The service-provider page lists each provider’s processing countries once they are confirmed.

Retention

Website inquiries

We keep ordinary inquiry correspondence for up to six months after the last substantive exchange, then delete it from our mailbox and working copies. If a conversation becomes a contract, a complaint or a legal matter, we keep only the records that matter needs, for as long as it needs them.

Rate-limit entries

In memory only. Each entry expires ten minutes after the address’s last request and is deleted the next time the site’s server handles a request.

Provider logs and backups

Hosting logs, delivery records and email backups follow those services’ own retention settings, listed on the service-provider page as they are confirmed. Deleting a message from our mailbox does not immediately remove every backup copy.

Privacy requests

A limited record of privacy requests, our responses and any contact restriction you ask for, so we can show how we handled them and not contact you against your wishes.

Security incidents

Records of any breach of security safeguards, kept for at least 24 months after we determine it occurred, and longer where the law or a legal hold requires.

Information kept for a legal obligation, a dispute or a security investigation is used only for that purpose and deleted when the need ends.

Safeguards and incidents

We limit access to inquiry records to the people who handle them, protect the accounts and services involved, and review our providers’ safeguards. No method of transmission or storage is completely secure, and we do not promise otherwise.

If a breach of security safeguards involving personal information under our control creates a real risk of significant harm, we will report it to the Office of the Privacy Commissioner of Canada and notify the people affected as soon as feasible, as the law requires. We assess and record every breach, including those below that threshold.

Access, correction and deletion

You can ask what personal information we hold about you and for a copy, ask us to correct it, withdraw your consent, or ask us to delete it. Send your request to our Privacy Officer at privacy@valencedealertech.com. We may ask for information to confirm who you are, in proportion to the request.

We respond to access requests within 30 days. If the law permits an extension and we need one, we tell you within those 30 days, with the reason and your right to complain about it. If a legal reason limits access, correction or deletion, we explain it; we do not promise immediate erasure of every record.

You can raise a concern with us, or complain to the Office of the Privacy Commissioner of Canada or another privacy regulator with jurisdiction. Where Valence holds records for a dealership in the product, that dealership generally directs how they are handled; we route your request to it and help as the agreement and the law require.

Children

This website is for business inquiries from people who work in automotive retail and is not directed to children. If you believe a child has sent us information we don’t need, contact us and we will assess it and remove what is unnecessary.

Changes to this policy

When our practices change, we update this policy and its “Last updated” date, and we keep earlier versions. If a change means using information you have already given us for a new purpose, we give notice and obtain any consent needed before that use begins.

Contact

Questions about this policy, privacy requests and complaints go to our Privacy Officer, Evan White.

Write to privacy@valencedealertech.com. The link opens your own mail application; nothing is collected on this page.