Privacy Policy

Atlas Dealer Systems (“Atlas,” “we,” “us”) provides DealerOS, a dealer management platform for heavy equipment dealerships. This policy explains what personal information we collect, how we use it, who we share it with, and what choices you have.

This policy covers:

• DealerOS Hub — accounts, organizations, module entitlements, billing
• Unit Registration Tracker — equipment and customer registration records
• Tech Story Assistant — repair narratives, voice dictation, and transcripts
• The Atlas website and waitlist — atlasdealersystems.com

1. Two different roles, and why it matters to you

DealerOS is business software. We handle two kinds of information under two different sets of rules.

Information we control. Account and billing information about the dealership and the people who use DealerOS — names, work emails, organization details, subscription records, support messages, product usage. We decide how this is used, and this policy governs it.

Information we process for our customers.Records a dealership puts into DealerOS about its own business — equipment records, end-customer registration details, technician labor entries, repair narratives, uploaded documents. The dealership decides what goes in and what happens to it. We act only on that dealership’s instructions and on the terms of our agreement with them.

If you are an equipment owner, a technician, or anyone else whose information a dealership entered into DealerOS, the dealership is your point of contact.We will forward requests we receive directly to them, but we cannot access, correct, or delete a dealership’s records on our own initiative.

2. Information we collect

You give it to us.

• Account identity — name, work email, password credential, and authentication factors, collected at sign-up through Clerk
• Organization profile — dealership name, store locations, roles and permissions, set up by an administrator
• Billing — billing contact, plan, store and technician counts, and payment records, handled through Stripe
• Waitlist — name, work email, and dealership name, submitted through the form on this website
• Support — messages, attachments, and anything you include in them

We do not receive or store full payment card numbers. Stripe handles card data directly.

Your dealership puts it in.

• Equipment records: serial numbers, stock numbers, model and configuration data, in-service dates
• End-customer registration data: names, addresses, phone numbers, email addresses
• Uploaded documents: registration forms, delivery paperwork, photos, and supporting attachments
• Work order and labor data: service segments, technician time entries, parts entries
• Repair narratives: complaint, cause, and correction text; voice dictation; transcripts; AI-generated drafts

We collect it automatically.

• Log and device data: IP address, browser and operating system, timestamps, pages and features accessed, referring URL
• Authentication events: sign-in attempts and session activity
• Diagnostics: error reports and performance traces

We use Vercel Web Analytics on this website to understand aggregate traffic. It is cookieless and does not follow visitors across other sites. We do not use session-replay tools, and we do not run advertising trackers.

3. How we use information

• Provide, operate, and maintain DealerOS and its modules
• Authenticate users and secure accounts
• Process subscriptions, invoices, and payments
• Transcribe voice dictation and generate repair narrative drafts
• Provide support and respond to requests
• Monitor performance, debug, and prevent abuse or fraud
• Send service and administrative messages — outages, security notices, billing, and material changes to these terms
• Send product and marketing email where permitted; you can opt out at any time
• Produce aggregated, de-identified statistics that do not identify any person, dealership, or end customer
• Meet legal, tax, and audit obligations

We do not use dealership records or end-customer data for advertising, and we do not sell it.

4. Automated processing and AI features

Tech Story Assistant uses third-party AI services to transcribe voice dictation and draft repair narratives. Content sent to these services is used to return a result to you.

• We do not use dealership content to train our own models, and our narrative drafting provider does not train models on inputs or outputs submitted through its commercial API.
• Transcription is performed by Aqua Voice under its own terms of service.
• AI output is a draft. It is reviewed and edited by a person before it is submitted anywhere. No warranty claim, employment, credit, or other decision with a legal or similarly significant effect is made automatically by these features.

5. Voice dictation

Tech Story Assistant records audio when a user starts dictation.

• Recording occurs only when a user affirmatively starts it.
• Audio is sent to our transcription provider to produce a transcript and is not stored on Atlas systems. We retain the transcript and the narrative your team saves, not the recording. Our transcription provider’s own retention is governed by its terms.
• We use audio solely to produce a transcript and a narrative draft. We do not use voice data to identify or authenticate anyone, and we do not create voiceprints or other biometric identifiers.
• Dealerships are responsible for notifying and, where required, obtaining consent from anyone whose voice is captured. Some states require the consent of all parties to a recording.

6. How we share information

We share personal information only as described here. Our current service providers are:

• Clerk — authentication and identity; account identity and authentication events
• Supabase — database and file storage; all stored product data
• Stripe — payments and subscription billing; billing contact and transaction records
• Aqua Voice — speech-to-text transcription; voice audio and transcripts
• Anthropic — repair narrative drafting; narrative inputs and outputs
• Vercel — application hosting and cookieless web analytics; request and log data

Each is contractually bound to use the data only to provide services to us. We will notify customers before adding a new provider that processes their records.

Other disclosures. We may disclose information to comply with law, subpoena, or lawful government request; to enforce our agreements; to protect the rights, safety, or property of Atlas, our customers, or the public; and in connection with a merger, acquisition, financing, or sale of assets, subject to this policy continuing to apply.

We do not sell personal information, and we do not share it for cross-context behavioral advertising, as those terms are defined under California and other state privacy laws.

7. How long we keep information

• Account and organization records — for the life of the account, and deleted after closure on request
• Dealership product records (equipment, registrations, work orders, narratives) — retained for the life of the account. Deletion is performed on request, not automatically. On termination or a verified deletion request, records are available for export for 30 days, after which we delete them within 30 days.
• Voice audio — not retained by Atlas
• Uploaded documents — retained with the record they belong to, and deleted with it
• Billing and transaction records — 7 years, for tax and audit purposes
• Waitlist entries — until you ask us to remove them
• Server and security logs— retained under our hosting and database providers’ standard log retention
• Backups— deleted data may persist in encrypted database backups until those backups age out on our provider’s schedule

8. Your rights

Depending on where you live, you may have the right to know what personal information we hold and how we use it; get a copy in a portable format; correct inaccuracies; delete it; limit certain uses; opt out of sale, sharing, or profiling; and appeal a denial. We will not discriminate against you for exercising these rights.

To make a request, contact us through the form on atlasdealersystems.com. We will verify your identity before acting and respond within the time your state or country requires — generally 45 days, extendable once where permitted. You may use an authorized agent.

If a dealership entered your information into DealerOS, send your request to that dealership. We will pass along any request we receive and support them in responding.

European Economic Area, UK, and Switzerland. Where the GDPR applies, our legal bases are performance of a contract (providing the service), legitimate interests (security, service improvement, direct business-to-business marketing), consent (where we ask for it), and legal obligation. You may withdraw consent at any time and lodge a complaint with your supervisory authority.

9. Security

We protect information using:

• Encryption in transit and at rest. Traffic to DealerOS is served over TLS, and stored data is encrypted at rest by our database and storage provider.
• Role-based access control. Permissions limit what each user can see and do within their organization, enforced at the database level by row-level security as well as in the application.

Our infrastructure providers maintain their own security programs. No system is perfectly secure, and we cannot guarantee absolute security.

If we become aware of a breach affecting personal information, we will notify affected customers without undue delay and consistent with applicable law and our customer agreements.

10. International transfers

We store and process data in the United States. If you access DealerOS from outside the United States, your information will be transferred there. Where required for transfers out of the EEA, UK, or Switzerland, we rely on the European Commission’s Standard Contractual Clauses and the UK International Data Transfer Addendum.

11. Cookies and tracking

DealerOS uses strictly necessary cookies set by our authentication provider to keep you signed in and to protect your session. Our website analytics are cookieless. We do not use advertising or cross-site tracking cookies, so there is nothing to consent to or opt out of beyond your browser’s own controls. Because we do not sell or share personal information, Global Privacy Control signals do not change how we handle your data.

12. Children

DealerOS is business software and is not directed to anyone under 18. We do not knowingly collect personal information from children. If we learn we have, we will delete it.

13. Changes to this policy

We may update this policy. We will post the new version with a revised date, and for material changes we will notify account administrators by email at least 30 days before the change takes effect.

14. Contact

Atlas Dealer Systems — until a dedicated privacy address is published here, reach us through the form on atlasdealersystems.comand mark your message “Privacy.”