Privacy policy

We collect information that you provide directly to us, such as when you book a demo, send us a message, create or change your account, or contact support.

We may use the information we collect about you to:

• Provide, maintain, and improve our services
• Process and complete transactions
• Send you technical notices, updates, security alerts, and support messages
• Respond to your comments, questions, and requests

We use administrative, technical, and physical security measures to help protect your personal information. While we have taken reasonable steps to secure the personal information you provide to us, please be aware that despite our efforts, no security measures are perfect or impenetrable.

The Spectra dealer management system includes an AI assistant. Staff at a dealership can ask it questions about their records and ask it to carry out tasks. Using it is optional: nothing is sent to an AI provider unless a member of staff asks the assistant something.

To answer, we send the request to one of the AI providers the assistant supports: Anthropic, OpenAI or Google (Gemini). Spectra sets which provider is used. Our sub-processor list, available on request, names each provider and where it processes data.

With each request we send:

• The conversation the questions the member of staff types and the earlier messages in that conversation.
• Lookups the results of any searches the assistant runs in the dealership’s records to answer the question, such as a customer’s details, a deal or a vehicle. These run with the permissions of the member of staff asking.
• Photos and files any photos or PDFs the member of staff attaches to a question.
• The page which page in Spectra the member of staff is on.
• Text on the page only when the dealership turns on “Share what’s on screen with the assistant”, the text of the page being viewed. It can include customer names and addresses. Email addresses, phone numbers, card and bank details and postcodes are removed before it is sent. Complaints, support needs, notes, messages and staff and user administration pages are never included. Sharing is off unless the dealership turns it on.

We do not store the page text. It is sent with the question it belongs to and is not saved with the conversation. The assistant’s reply may mention what was on the page, and replies are saved as part of the conversation.

We do not store attached photos and files either. They are sent with the question they belong to, and the conversation keeps only each file’s name. The one exception is a document, such as an invoice, that the member of staff asks the assistant to read with Document Import: it is saved in the dealership’s Document Import, as it would be if they had uploaded it there, and the dealership can delete it.

Conversations are kept for the period the dealership chooses, 90 days by default, counted from the last message, and are then deleted automatically. Staff can delete their own conversations at any time. When a dealership erases a customer’s record, assistant messages that name that customer or contain their email address or phone number are cleared.

If you have questions or comments about this Privacy Policy, please contact us at:
hello@spectradms.com