Privacy Policy

Effective Date: August 18, 2026

Last Updated: September 10, 2026

This Privacy Policy explains how SummitDesk, Inc. ("SummitDesk," "we," "us," or "our") collects, uses, shares, and protects information in connection with the SummitDesk platform at summitdesk.io, our related applications and APIs, and the SummitValue VIN Intelligence browser extension (collectively, the "Services"). It is written for the two audiences we serve: the dealership professionals and independent users who operate SummitDesk, and the consumers whose information those users may enter while working a deal.

1. Scope

This Policy applies to the SummitDesk web application, the SummitValue VIN Intelligence Chrome extension, and any other services, features, or products that link to it. It covers both information you provide directly and information processed automatically when you use the Services. Section 6 describes the browser extension's data practices specifically.

Product how-to support is SummitDesk University and email to support@summitdesk.io. We do not operate a third-party live-chat or messenger widget, and we do not send support conversations or user identity to one.

If you use the public product assistant, request a walkthrough, or ask us to email the overview packet, we collect the name, work email, dealership or business name, rooftop count, and question you submit so we can answer, send the public overview, and follow up. Public forms also run a Cloudflare Turnstile check. We may store a one-way hash of the network address to rate-limit abuse; that hash is not used to identify you. The question text (not the email form) may be sent to the Vercel AI Gateway to draft an answer from published University articles. That path cannot read a store's deals. You can read the overview without leaving an email at summitdesk.io/packet. Follow-up requests are kept so we can respond, and we delete them when you ask or when they are no longer needed for that purpose.

2. Dealer Workspace Data

When a dealership or individual user operates a SummitDesk workspace, we store the working data of that workspace so the product can function:

  • Deal and desking data: deal structures, payment scenarios, trade information, finance and lease terms, and worksheet history created by your team.
  • Inventory data: vehicles, VINs, specifications, pricing, and appraisal records associated with your workspace.
  • Rate and program configuration: lender, rate, residual, and incentive program settings your workspace maintains.
  • User accounts: name, email address, and authentication data managed through our identity provider, WorkOS.
  • Billing information: subscription and payment details processed by Stripe. SummitDesk does not store full payment card numbers on its own systems.

Purpose limitation: We use dealer workspace data to provide, secure, support, and improve the Services for that workspace. Each workspace's data is isolated to that workspace. We do not sell your data. We do not share one dealer's identifiable business data with another dealer or with any third party for their own marketing purposes.

3. Customer Information Entered by Dealers

Dealership users may enter information about their customers while structuring a deal — typically a customer's name and contact details, and the vehicle and deal terms under discussion. For this information, the dealership is the party that decides why and how it is collected; SummitDesk processes it on the dealership's behalf to provide the Services.

  • What is collected: customer names and contact information entered on deals, along with the deal and vehicle details the dealer records.
  • Customer-facing outputs: quote documents generated for presentation to a customer are designed to show only customer-appropriate figures. Dealer-internal financial fields are excluded from customer-facing quote outputs by design.
  • Retention and deletion: account holders can request export, correction, or deletion of personal data from Settings → Data & Privacy inside the application. Deletion requests are recorded in a dedicated request queue and processed subject to legal retention obligations (for example, transaction records that must be retained for tax or regulatory purposes). Consumers may also direct requests about data a dealership entered to that dealership, and we will assist the dealership in honoring them.

4. Service Providers (Subprocessors)

We share information with service providers only as needed to run the Services. Each processes data on our instructions:

  • Supabase: database hosting, storage, and serverless functions.
  • Vercel: application hosting, content delivery, and — only after you accept non-essential cookies — Vercel Analytics and Speed Insights.
  • Stripe: billing and payment processing.
  • WorkOS: authentication (AuthKit). Store-configured SAML/SCIM is not a SummitDesk product surface.
  • Sentry: error tracking and application monitoring.
  • Google Analytics: website and product usage analytics. The Google tag loads only after you accept non-essential cookies. If you reject, we do not load it.
  • Cloudflare: Turnstile bot checks on public forms (sign-in and product-assistant capture). Cloudflare receives the challenge result and standard network metadata for that check, not the contents of the form.
  • PDFShift: server-side rendering of quote and report PDFs.
  • MarketCheck: vehicle data and market comparables (VIN-keyed vehicle lookups; no customer personal information is sent).
  • Resend: transactional email delivery.
  • Twilio: delivery of the text messages described in the Text Messaging section (sign-in and verification codes you request; account notifications you enable) to your verified personal mobile number; Twilio processes the number, the message and delivery metadata to deliver it.
  • Visor: verified window-sticker build data and recently-sold market comparables (VIN or vehicle attributes; no customer personal information is sent).
  • NHTSA vPIC: free public U.S. government VIN decoder, used as a fallback when a commercial decode is unavailable (VIN only).
  • NHTSA (recalls and complaints): public U.S. government vehicle safety data (vehicle attributes only).
  • Vercel AI Gateway and AI model providers: our AI features route requests to OpenAI, Google Gemini, Anthropic, Perplexity, and xAI, depending on the feature and configured model. Vehicle analysis and appraisal reviews can send VINs, vehicle attributes, condition information, and market comparisons. Signed-in SummitIQ can send your question, conversation context, and workspace records retrieved for the requested answer, including deal and customer information you are authorized to access. Information you type into a question is also part of that request; do not include passwords, full payment-card numbers, or Social Security numbers. The public product assistant sends questions and published product articles and cannot retrieve dealer workspace records. Its question text may still contain personal information a visitor chooses to enter.
  • VehicleDatabases: parts pricing and warranty term data used by protection-product estimates (vehicle attributes only).

We may also disclose information when required by law (for example, in response to a subpoena or court order), to protect the rights, safety, or property of SummitDesk or others, or in connection with a merger, acquisition, or sale of assets — in which case we will provide notice before your information becomes subject to a different privacy policy. The above excludes text messaging originator opt-in data and consent; this information will not be shared with any third parties.

5. Mobile Numbers and Text Messages

SummitDesk, Inc. operates a text messaging program called "SummitDesk Account Texts," described in Section 18 of the Terms of Service. It sends messages from the toll-free number +1 (888) 676-1993, and only to the personal mobile number that an individual SummitDesk user has added and verified on their own profile. We do not text dealership main lines and we do not text your customers.

5.1 What We Collect

  • Your verified mobile number: the number you enter on your own profile, together with the date and time you confirmed it with a code we texted to it.
  • Consent records: if you turn on account notifications, we record the number, the date and time you turned them on, the network address and browser user agent you turned them on from, and the version of the disclosure you agreed to. If you later turn them off, we record the date and the reason (Settings, a STOP reply, a changed number, or a removed number).
  • Message delivery records: for each message we attempt we record the purpose (a sign-in code, a number verification code, an account notification, or the subscription confirmation), whether it was sent, failed, blocked, or skipped, and the provider's message identifier. We do not store the text of the message and we do not store the codes.
  • Inbound keywords: when you reply STOP, START, or HELP to the program number, we record that the keyword arrived from that number so we can honor it.

5.2 Why We Use It

The verified number is used to deliver the sign-in and verification codes you request and, separately, the account notifications you enable. Consent and delivery records are used to honor your choice, to stop messages when you ask us to, to protect the account against abuse, and to demonstrate that you asked for the messages you received. We do not use your mobile number for marketing.

5.3 Who Processes It

Twilio delivers the messages on our instructions, as described in Section 4. It receives the number, the message, and delivery metadata for that purpose and no other. Mobile numbers and text messaging consent are never sold, transferred, or shared with any other third party for that party's own purposes or for third-party marketing. This is the specific application of our general commitment in Section 2 that we do not sell your data.

5.4 How to Withdraw

Turn account notifications off in Settings, or remove the mobile number from your profile, and the consent is withdrawn immediately. You may also reply STOP to +1 (888) 676-1993, which stops every text from that number including the codes you request; email sign-in and account recovery remain available. Replying START or UNSTOP lifts that block so requested codes can be delivered again, but it does not re-enroll you in account notifications — you turn those back on in Settings.

5.5 How Long We Keep It

Your verified mobile number is kept while your account is active and you keep the number on your profile. Consent records, withdrawal records, and message delivery records are kept while the account is active and for as long as we need them to demonstrate that consent was given and withdrawn as described and to resolve disputes or regulatory questions about the messages. When a record is no longer needed for those purposes it is deleted or anonymized under Section 10 (Data Retention).

6. SummitValue VIN Intelligence Browser Extension

The SummitValue VIN Intelligence Chrome extension lets signed-in SummitDesk users decode a vehicle identification number (VIN) they encounter on automotive listing, auction, and manufacturer websites. Its data practices are deliberately narrow:

  • Local processing: the extension scans pages only on a fixed allowlist of automotive websites, and only after you accept an in-product disclosure. To find a VIN it reads the visible text of the page together with the current values of form fields, and keeps only 17-character strings that pass the VIN check-digit test. Everything else it reads is discarded immediately and never leaves your browser. It does not record keystrokes and does not collect passwords or payment details. Detected VINs and the page's host and title are processed locally and stay on your device until you act on a VIN.
  • Data sent only when you act: nothing leaves your browser while you are simply reading a page. When you act on a detected VIN, we send that VIN together with the web address, page title and host of the listing you acted on, plus any mileage, ZIP or search radius you entered — and only to your own authenticated SummitDesk workspace. The web address is the full page address, because it is what identifies the specific listing. Vehicle data lookups are then performed server-side by SummitDesk's backend.
  • Who receives extension data: to answer a VIN request, SummitDesk's backend queries these providers on your behalf — MarketCheck (decode and market comparables), Visor (window-sticker build data and sold comparables), NHTSA vPIC (fallback decode), and, only if you request the optional AI summary, the Vercel AI Gateway routing to OpenAI. They receive the VIN and vehicle attributes; they do not receive customer names, emails, or your browsing history. No other provider in Section 4 receives data from the extension.
  • Listing addresses, not browsing history: we receive the address of a listing page only when you act on a VIN on that page. We do not track the sites you visit, we do not record pages you merely open, and the extension does not run at all on sites outside its allowlist. When you save an appraisal, we store that page's address and title with the saved record so the vehicle can be traced back to the listing it came from; the other extension features do not retain it.
  • No trackers: the extension does not add advertising or analytics trackers to the sites you visit, and it contains no third-party ad or analytics code.
  • No sale or sharing: data handled by the extension is never sold and is never shared with third parties for their own purposes.
  • Limited permissions: the extension's site access is limited to a finite allowlist of vehicle-listing, auction, and manufacturer sites plus summitdesk.io and SummitDesk's backend API origin. It does not request access to all websites.
  • Account requirement: the extension only works with an active SummitDesk account, and everything it saves lands in that account's workspace under the same isolation rules described in Section 2.

7. Optional Benchmarking and Model Training

The optional Performix market-benchmarking and model-training contribution programs are not open for enrollment. They do not currently provide a subscription discount or other reward. Any future program will describe the information involved, its use, and how to withdraw before seeking a separate affirmative choice. Previously saved preferences do not enroll you in a future program. This is separate from processing your information to answer your requests, provide your own performance insights, maintain security, and operate the Services as described above. Questions about data use can be sent to support@summitdesk.io.

8. Information Collected Automatically

  • Usage data: pages visited, features used, and interactions within the Services, used to operate and improve the product.
  • Device and log data: IP address, browser type, operating system, access times, and error logs, used for security, debugging, and reliability.
  • Cookies: essential cookies for authentication and core functionality, and preference cookies to remember settings. Analytics cookies (Google Analytics, Vercel Analytics, Speed Insights) load only if you click Accept on the cookie banner. Reject or dismiss the banner and those analytics scripts do not load. We do not use third-party advertising cookies.

9. Data Security

We apply technical and organizational safeguards appropriate to the data we handle:

  • Encryption in transit (TLS) and at rest.
  • Workspace-level data isolation enforced on the server on every request. In the web application this is database row-level security; requests from the browser extension are additionally checked against your workspace membership before any data is returned.
  • Role-based access controls and authenticated, audited administrative access.
  • Hosting with established infrastructure providers that maintain independent security certifications.

No system is completely secure, and we cannot guarantee absolute security; we will notify affected users of a data breach as required by applicable law.

10. Data Retention

  • Account data: retained for the life of the account and for a limited wind-down period after termination.
  • Deal and transaction records: retained as required by tax and regulatory obligations applicable to the dealership.
  • Backups: rolling, time-limited backup retention.
  • Anonymized aggregated data: may be retained indefinitely; it is no longer personal information.

11. Your Rights and Choices

Depending on where you live, you may have rights to access, correct, delete, or receive a copy of your personal information, to object to or restrict certain processing. Account holders can exercise supported options directly from Settings → Data & Privacy; anyone may contact us at support@summitdesk.io. California residents may exercise rights under the CCPA/CPRA, and EEA/UK users may exercise rights under the GDPR/UK GDPR, through the same contact. We do not discriminate against you for exercising privacy rights, and we will respond within the timeframes required by applicable law.

12. Children's Privacy

The Services are business tools intended for adults. We do not knowingly collect personal information from anyone under 18, and we will delete such information if we learn of it.

13. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated to account holders by email or in-app notice before they take effect, and the "Last Updated" date above will always reflect the current version.

14. Contact Us

This Privacy Policy is maintained by SummitDesk, Inc. Questions about it, or about how your data is handled, go to support@summitdesk.io.

If you have an unresolved privacy concern that we have not addressed satisfactorily, you may have the right to contact your local data protection authority.