Terms of Service

Welcome to Vehicle Recon Tracker ("Service"), operated by Bryan St. Clair ("Company," "we," "us," or "our"). By accessing or using the Service, you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, do not use the Service.

1. Acceptance of Terms

By creating an account, accessing, or using Vehicle Recon Tracker, you acknowledge that you have read, understood, and agree to be bound by these Terms and our Privacy Policy. These Terms apply to all users of the Service, including administrators, employees, and any other individuals granted access through a dealership account.

2. Description of Service

Vehicle Recon Tracker is a web-based vehicle reconditioning tracking application designed for automotive dealerships. The Service allows authorized users to track vehicles through the recon process, manage statuses, add notes, generate reports, send vendor communications, and manage user access across one or more dealership locations.

3. Account Registration & Access

• You must provide accurate, complete, and current information during registration.
• Your account is subject to approval by a dealership administrator before access is granted.
• You are responsible for maintaining the confidentiality of your login credentials.
• You are responsible for all activities that occur under your account.
• You must notify your administrator immediately of any unauthorized use of your account.
• We reserve the right to suspend or terminate accounts at any time for any reason.

4. Acceptable Use

You agree to use the Service only for its intended purpose of vehicle reconditioning tracking and dealership management. You agree not to:

• Use the Service for any unlawful purpose or in violation of any applicable laws or regulations.
• Attempt to gain unauthorized access to any part of the Service, other accounts, or computer systems.
• Introduce viruses, malware, or any other harmful code to the Service.
• Reverse engineer, decompile, or disassemble any part of the Service.
• Use the Service to transmit spam, unsolicited communications, or harassing content.
• Share your account credentials with unauthorized individuals.
• Scrape, harvest, or collect data from the Service through automated means.

5. User Roles & Permissions

Access to the Service is controlled through a role-based permission system. Your dealership administrator determines your role and associated permissions. The Company is not responsible for access decisions made by your dealership's administrators. Multi-store access, if granted, is subject to your administrator's discretion.

6. Data & Content

• You retain ownership of all vehicle data, notes, photos, and content you enter into the Service ("User Content").
• You grant us a limited license to store, process, and display your User Content solely for the purpose of providing the Service.
• You are responsible for ensuring that your User Content does not violate any third-party rights or applicable laws.
• We do not claim ownership of your User Content and will not use it for purposes other than providing the Service.

7. Photo Uploads

The Service allows authorized users (Level 2 and above) to upload photographs to vehicle records. By uploading photos, you acknowledge and agree that:

• Photos are stored on our servers and associated with the vehicle record they are uploaded to.
• Uploaded photos are automatically compressed and thumbnails are generated for display purposes.
• Each dealership has a configurable maximum number of photos per vehicle, set by the system administrator.
• Accepted file types are JPEG, PNG, GIF, and WebP with a maximum file size of 5 MB per photo.
• Photos may be deleted by the original uploader or any user with Level 2 or higher permissions.
• You must not upload photos containing inappropriate, offensive, illegal, or personally identifiable content unrelated to vehicle reconditioning.
• When using the mobile app, camera and photo gallery access is requested solely for the purpose of uploading vehicle photos. We do not access your device's photos or camera for any other purpose.
• Photo upload and deletion actions are recorded in the activity log for audit purposes.

8. Email Communications

The Service may send email notifications including but not limited to: registration alerts, approval notifications, vehicle age alerts, Pending Approval status alerts, vendor communications, and support form submissions. By using the Service and enabling email preferences in your profile, you consent to receiving these communications. You may adjust your email preferences at any time through your Profile page.

9. In-App Messaging

The Service includes an in-app messaging feature that allows users to communicate with other users within their dealership. By using this feature, you acknowledge and agree that:

• Messages are stored on our servers and retained according to the message retention policy configured for your dealership (default: 90 days). Administrators may configure retention from 0 (indefinite) to 3,650 days.
• Dealership administrators and system administrators may have the ability to access message content for operational, compliance, or support purposes.
• Messages are intended for business use related to dealership operations. You agree not to use messaging to transmit harassing, threatening, discriminatory, or otherwise inappropriate content.
• We are not responsible for the content of messages sent between users. Each user is solely responsible for the messages they send.
• We do not guarantee the delivery, receipt, or storage of any message.

10. Data Exports

The Service may offer optional CSV export functionality as a paid add-on. When enabled for your dealership, authorized administrators may export data including activity logs, user lists, vehicle notes, and message archives. By using export features, you acknowledge and agree that:

• Exported data may contain sensitive business information and personally identifiable information (PII) of dealership personnel.
• You are solely responsible for the secure handling, storage, and distribution of any exported data.
• Exports must be used only for legitimate business purposes including compliance, auditing, and reporting.
• We are not responsible for any data breach or misuse that occurs after data has been exported from the Service.

11. Data Retention

Activity logs and data may be subject to automatic retention policies configured by the system administrator on a per-dealership basis. By using the Service, you acknowledge that:

• Activity log entries may be automatically purged after a configurable retention period set by your dealership administrator.
• Messages are automatically deleted based on your dealership's configured retention period (default: 90 days). Set to 0 for indefinite retention.
• Once data is purged, it cannot be recovered. Users and administrators are responsible for exporting any needed records before the retention period expires.
• Dealerships may retain data indefinitely if no retention period is configured (default).

12. Compliance Reporting

The Service provides compliance reporting tools that aggregate user access patterns, security events, vehicle processing metrics, and activity summaries. These reports are intended to support dealership management, auditing, and regulatory compliance. The data presented in compliance reports reflects system activity and should not be considered legal or regulatory advice.

13. Testimonials

The Service allows users and visitors to submit testimonials about their experience. By submitting a testimonial, you acknowledge and agree that:

• Your testimonial may be publicly displayed on the Service's website if approved by an administrator.
• Only your first name, last initial, and dealership name will be displayed publicly. Your full name, email address, and IP address are stored internally and not shared.
• All testimonials are subject to review and may be approved, denied, or removed at our sole discretion.
• You grant us a non-exclusive, royalty-free, perpetual license to use, display, and reproduce your testimonial for marketing and promotional purposes.
• You represent that your testimonial is truthful and based on your genuine experience with the Service.
• We reserve the right to edit testimonials for length, clarity, or formatting while preserving the original meaning.

14. Availability & Modifications

• We strive to maintain Service availability but do not guarantee uninterrupted or error-free operation.
• We reserve the right to modify, suspend, or discontinue the Service at any time without prior notice.
• We may update these Terms at any time. Continued use of the Service after changes constitutes acceptance of the revised Terms.
• We may release updates, new features, or modifications to the Service at our discretion.

15. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED. IN NO EVENT SHALL THE COMPANY, ITS OFFICERS, DIRECTORS, EMPLOYEES, OR AGENTS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, USE, OR GOODWILL, ARISING OUT OF OR RELATED TO YOUR USE OF THE SERVICE.

16. Indemnification

You agree to indemnify, defend, and hold harmless the Company and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorneys' fees) arising out of or in any way connected with your access to or use of the Service, your violation of these Terms, or your violation of any third-party rights.

17. Termination

We may terminate or suspend your access to the Service at any time, with or without cause, with or without notice. This includes the ability to lock a dealership account, which prevents all users at that dealership from accessing the Service. Upon termination, your right to use the Service ceases immediately. Provisions of these Terms that by their nature should survive termination shall survive, including but not limited to ownership provisions, warranty disclaimers, indemnification, and limitations of liability.

18. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of California, without regard to its conflict of law provisions. Any disputes arising under these Terms shall be resolved in the state or federal courts located in California.

19. Contact

If you have questions about these Terms of Service, please contact us through the application's support form or by contacting your dealership administrator.