Privacy Policy
1. Introduction
Billasale ("we", "our", "us") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, store, and protect your information when you use our digital document signing services.
This policy complies with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable privacy laws in Canada.
2. Information We Collect
2.1 Business Information
- Dealership name and business address
- OMVIC registration number
- Business registration number (RIN)
- Business phone number and contact information
2.2 Personal Information
- Full name and job title
- Email address
- Phone number
- Digital signatures and signature data
2.3 Document and Transaction Data
- Vehicle information (VIN, make, model, year, etc.)
- Customer information (as provided by you)
- Transaction details and sales information
- Document creation and signing timestamps
2.4 Technical Information
- IP address and device information
- Browser type and version
- Usage patterns and feature interaction
- Login and access logs
3. How We Use Your Information
We use your information for the following purposes:
- Providing digital document creation and signing services
- Verifying dealer credentials and maintaining account security
- Processing and storing electronic signatures and documents
- Communicating with you about your account and services
- Improving our services and user experience
- Complying with legal and regulatory requirements
- Preventing fraud and maintaining system security
4. Information Sharing and Disclosure
We do not sell, rent, or trade your personal information. We may share your information in the following limited circumstances:
4.1 Service Providers
We may share information with trusted third-party service providers who assist us in operating our platform, such as:
- Cloud hosting and data storage providers
- Email communication services
- Payment processing services
- Security and monitoring services
4.2 Legal Requirements
We may disclose information when required by law or to:
- Comply with legal processes or government requests
- Protect our rights and property
- Prevent fraud or criminal activity
- Ensure user safety and platform security
5. Data Security
We implement comprehensive security measures to protect your information:
- Encryption: All data is encrypted in transit using TLS 1.3 and at rest using AES-256 encryption.
- Access Controls: Strict access controls and multi-factor authentication for system administrators.
- Monitoring: 24/7 security monitoring and regular security audits and assessments
6. Data Retention
We retain your information for the following periods:
- Account Information: For the duration of your account plus 7 years after closure
- Document and Transaction Data: 10 years from creation date (as required by automotive industry regulations)
- Electronic Signatures: 10 years from signing date for legal validity
- Technical Logs: 2 years for security and operational purposes
After retention periods expire, information is securely deleted using industry-standard data destruction methods.
7. Your Privacy Rights
Under PIPEDA and other applicable privacy laws, you have the right to:
- Access: Request copies of your personal information we hold
- Correction: Request correction of inaccurate or incomplete information
- Explanation: Understand how your information is being used
- Complaint: File a complaint about our privacy practices
- Withdrawal: Withdraw consent where legally permissible
Note: Some information cannot be deleted or modified due to legal requirements for document integrity and regulatory compliance in the automotive industry.
8. Cookies and Tracking
We use cookies and similar technologies to:
- Maintain your login session
- Remember your preferences and settings
- Analyze usage patterns to improve our services
- Ensure security and prevent fraud
You can control cookie settings through your browser, but disabling cookies may affect the functionality of our services.
9. International Data Transfers
Your data is primarily stored and processed in Canada. If we need to transfer data internationally, we ensure adequate protection through appropriate safeguards such as standard contractual clauses or adequacy decisions.
10. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of significant changes by email or through our service. Your continued use of Billasale after changes become effective constitutes acceptance of the updated policy.
11. Contact Information
For privacy-related questions, requests, or complaints, please contact us.
Commitment to Privacy
Billasale is committed to maintaining the highest standards of privacy protection. We regularly review and update our privacy practices to ensure they meet evolving legal requirements and industry best practices.