AI PRO CAPITAL LLC -- www.aiprocapital.com
Effective date: 15th December 2025
This Privacy Policy explains how AI Pro Capital collects, uses, discloses, and otherwise processes information in connection with our website, platform, and related services that provide AI-powered voice and messaging automation for automotive dealerships (the "Services"). This Policy is intended for a business-to-business context; however, certain data we process may relate to individuals interacting with our dealership customers.
This Privacy Policy applies to information processed by AI Pro Capital in connection with:
This Privacy Policy does not apply to:
For clarity, we commonly process information in three contexts:
For purposes of this Privacy Policy:
Headings are for convenience only and do not affect interpretation. The term "including" means "including without limitation." Where terms are defined in our Terms and Conditions and used here without a separate definition, they will have the meaning set out in the Terms and Conditions.
Depending on the context, AI Pro Capital may act as:
Where we process information on behalf of a Customer, the Customer is responsible for:
Where applicable, we may make available additional data processing terms (including a data processing addendum) governing processor/service provider processing for Customers. Any such terms will apply in addition to this Privacy Policy in the event of conflict for Customer Data processing on behalf of a Customer.
The Services are designed to help automotive dealerships respond to inbound inquiries and manage lead workflows. Depending on Customer configuration, the Services may:
Information processed through the Services may flow between:
The content, logic, and operational rules of a workflow (including business hours, routing, escalation, qualification questions, and booking rules) are primarily configured by the Customer. Customer is responsible for the accuracy and appropriateness of such configurations and any statements communicated to end customers through Customer's configured workflows.
When a Customer subscribes to the Services or creates an account, we may collect:
When you contact us (including through forms, email, phone calls, or chat), we may collect:
We may collect limited billing-related data in connection with subscriptions and payments, such as:
Payment card information is typically handled by our payment processor(s) and not stored directly by AI Pro Capital, except as necessary for billing administration.
Customers may provide configuration inputs and operational instructions, which may include:
When you access the Site or Services, we may automatically collect:
We may use cookies, pixels, local storage, and similar technologies to:
Additional detail regarding cookies, choices, and controls will be provided in Section 15 (Cookies and Tracking Technologies) and/or in a cookie notice presented on the Site, as applicable.
Within the Services, we may collect telemetry relating to feature usage, configuration changes, and workflow performance to maintain service quality, investigate issues, prevent abuse, and support Customers.
Depending on Customer configuration and enabled features, we may process the following data when an individual interacts with a Customer's AI workflow:
Where recording or transcription is enabled, call audio, recordings, and transcripts may be generated and stored for operational purposes such as delivering the Services, quality assurance, troubleshooting, and dispute handling. Legal requirements for recording, notice, and consent vary by jurisdiction, and Customers are responsible for implementing and managing required notices and consents for their operations.
We limit access to Communications Data to authorized personnel and service providers with a legitimate need to support delivery, security, and maintenance of the Services. Communications Data may be retained for limited periods in accordance with our retention practices, subject to legal obligations, technical constraints, and Customer configurations.
If a Customer enables integrations, Communications Data and workflow outputs may be transmitted to Customer systems (such as a CRM) at the Customer's direction. Once transmitted to a Customer's systems, the Customer's privacy practices govern further processing.
Customers may provide or make available Customer Data to AI Pro Capital through the Services, including by uploading information, configuring workflows that collect information, or enabling data connections with Customer systems. Customer Data may include lead and prospect information, appointment data, department routing rules, and other operational inputs provided by or on behalf of the Customer.
If a Customer enables an integration, the Customer authorizes AI Pro Capital to access, receive, and transmit Customer Data to and from the applicable third-party service solely to provide the Services as configured by the Customer. Integrations may include customer relationship management tools, scheduling systems, calendaring tools, messaging services, and other business software designated by the Customer.
Delivery and completion of calls and messages necessarily relies on third-party communications infrastructure (including telecommunications carriers and messaging providers). In the course of completing communications, such providers may receive limited information required to route, deliver, or validate communications, such as phone numbers, timestamps, delivery events, and carrier routing metadata.
Customers are responsible for ensuring that they have the appropriate rights and permissions to connect systems, transmit data, and authorize AI Pro Capital to process and transmit Customer Data via integrations. AI Pro Capital is not responsible for Customer misconfiguration, permission errors, or Customer's failure to maintain integration credentials or access.
We design the Services to process information relevant to dealership lead handling and customer communications. Customers should configure workflows to collect and process only information reasonably necessary for the intended dealership operations and customer experience.
Unless expressly agreed by AI Pro Capital in writing, Customers must not submit or process through the Services:
If sensitive information is provided inadvertently (for example, within a call or message), AI Pro Capital may process such information only to the extent necessary to provide the Services and maintain platform integrity, and may restrict access, delete, or otherwise handle such information consistent with security and legal requirements.
Customers remain responsible for ensuring that their scripts, qualification flows, and personnel do not solicit restricted information through the Services unless permitted under an applicable written agreement and appropriate safeguards are implemented.
If prohibited or restricted data is submitted or processed through the Services (whether by a Customer, an Authorized User, or an end customer), AI Pro Capital may, without liability and in its discretion, restrict access to such data, delete such data, disable or limit affected features, and/or suspend the relevant workflow(s) or account access, in each case to reduce legal, regulatory, security, or carrier risk and to protect the integrity of the Services.
We use Personal Information to provide, operate, and maintain the Services, including to:
We use Personal Information to provide customer support and to diagnose, troubleshoot, and resolve issues, including by reviewing relevant logs, configuration settings, and (where applicable) recordings or transcripts for support and quality assurance purposes.
We use Personal Information to protect the Services and our customers, including to:
We use Personal Information to manage subscriptions, process payments, prevent billing fraud, provide invoices, and administer the customer relationship, including internal recordkeeping and financial reporting.
We may use information about usage and performance to improve the Services, develop new features, and conduct analytics, including by using aggregated and de-identified information as described in this Privacy Policy.
We may use business contact details to send administrative and service-related communications. Where permitted by applicable law, we may also send marketing communications to business contacts, and we provide an unsubscribe mechanism where required.
We process Personal Information where necessary to perform our contract with a Customer, including to provide the Services, manage accounts, provide support, and administer subscriptions.
We process Personal Information where necessary for our legitimate interests, such as securing and improving the Services, preventing misuse, maintaining operational integrity, and conducting internal analytics, provided that such interests are not overridden by applicable legal protections.
Where required, we rely on consent for certain processing activities, such as particular cookie categories or marketing preferences, and we provide mechanisms to withdraw consent where applicable.
We may process Personal Information to comply with applicable legal obligations, to respond to lawful requests, to enforce our agreements, and to protect the rights, safety, and property of AI Pro Capital, our customers, and others.
The Services use automation and artificial intelligence to support dealership communications and workflow outcomes, including detecting intent, collecting structured lead details, routing inquiries, and assisting with appointment booking. Automated processing is used to deliver the Services as configured by Customers.
Customers configure key operational parameters, including business rules, escalation and transfer paths, and routing outcomes. Customers are responsible for implementing appropriate operational review and human oversight for their dealership workflows and for ensuring that responses and outcomes are suitable for their operations.
We may use aggregated and/or de-identified data derived from use of the Services to improve performance, reliability, and safety, to develop and refine features, and to conduct analytics. We maintain controls designed to prevent re-identification of de-identified information, and we do not attempt to re-identify de-identified data except as permitted by law.
AI Pro Capital does not use automated processing to make legal compliance determinations for Customers. Customers remain responsible for their own legal compliance, including communications and recording practices, and should consult their own counsel regarding applicable obligations.
We may disclose Personal Information to vendors and service providers that support delivery of the Services, such as hosting providers, analytics providers, customer support tooling providers, communications infrastructure providers, and security vendors. These providers are permitted to process Personal Information only to provide services to AI Pro Capital and are subject to contractual confidentiality and security obligations. AI Pro Capital maintains a list of subprocessors used to support the Services and will make the list available to Customers upon reasonable request.
Where a Customer enables an integration, we may disclose and transmit Customer Data to the designated third-party service at the Customer's direction. The third party's privacy practices govern its processing of data once received.
We disclose Customer Data and operational outputs (including transcripts, call outcomes, and lead information) to the Customer and its Authorized Users through the Services and via configured integrations.
We may disclose information where we believe disclosure is necessary or appropriate to: (a) comply with law or lawful requests; (b) enforce our agreements and policies; (c) protect the security or integrity of the Services; (d) prevent or investigate suspected fraud or misuse; or (e) protect the rights, safety, and property of AI Pro Capital, our customers, and others.
We may disclose information in connection with a corporate transaction, such as a merger, acquisition, reorganization, financing, or sale of all or substantially all of our assets, including due diligence and transition planning, subject to customary confidentiality protections.
We do not disclose the content of Customer communications (including call recordings, transcripts, or message content processed for dealership workflows) to unaffiliated third parties for their independent advertising purposes.
AI Pro Capital operates primarily as a B2B SaaS provider. We do not "sell" Personal Information in exchange for money in the ordinary course of our business.
If we engage in targeted advertising or use marketing analytics tools on the Site, we may disclose limited identifiers and device information (such as cookie identifiers, IP address, and event data) to advertising and analytics partners to measure and improve marketing performance. This type of disclosure may be considered "sharing" for cross-context behavioral advertising under certain U.S. state privacy laws.
Where required by applicable law, we will recognize browser-based opt-out signals, such as the Global Privacy Control, for Site-based disclosures that constitute "sharing" for targeted advertising purposes.
Where applicable, we provide opt-out mechanisms for targeted advertising and/or "sharing," including through cookie preference tools or other controls implemented on the Site. Customers may also adjust browser settings and device controls to limit certain cookies and tracking technologies.
Communications Data, including call recordings, transcripts, SMS/MMS content, email content, and other content processed through the Services on behalf of Customers, is not used for advertising, cross-context behavioral advertising, or marketing profiling. Any cookies, pixels, SDKs, or advertising/analytics tools (if used) apply to Site activity only and are not used to ingest or target advertising based on Communications Data.
We and our service providers may use cookies, pixels, SDKs, local storage, and similar technologies ("Cookies") on the Site and, in limited cases, in connection with certain non-authenticated portions of the Services, to:
Cookies used on the Site may include:
Where required by law, we provide cookie preference tools and consent mechanisms for certain cookies. You can also control Cookies through browser settings. Blocking or deleting certain Cookies may affect Site functionality.
Some browsers transmit "Do Not Track" signals. Because there is not yet an industry-standard approach to honoring such signals, we do not respond to "Do Not Track" signals. We do, however, recognize the Global Privacy Control signal as described in Section 14 where required by applicable law.
For clarity, Cookies relate to Site activity and are not used to process or target advertising based on Communications Data (including call recordings, transcripts, or message content).
We may send service-related and administrative communications to Customers and Authorized Users, including notices regarding subscriptions, billing, security, service changes, and support matters. These communications are not marketing communications, and opting out of such communications may limit our ability to provide the Services or support.
Where permitted by applicable law, we may send marketing communications to business contacts. You may opt out of marketing emails by using the unsubscribe mechanism included in the email or by contacting us using the details in Section 25.
Communications initiated by a Customer to its end customers (including calls, texts, and emails facilitated through the Services) are controlled by the Customer. Customers are responsible for obtaining necessary permissions and honoring opt-out requests and do-not-contact requirements. AI Pro Capital processes such communications on behalf of Customers as part of providing the Services.
Depending on Customer configuration and enabled features, the Services may support call recording, call monitoring, transcription, and the generation of derived outputs (such as summaries and disposition tags). These features are provided to support dealership workflows, quality assurance, troubleshooting, and service performance.
Recording, monitoring, and transcription laws vary by jurisdiction and may require notice and/or consent of one or more call participants. Customers are solely responsible for determining whether recording or transcription is permitted in their circumstances and for providing any legally required disclosures and obtaining any legally required consents prior to enabling or using such features.
Where recordings or transcripts are generated and stored within our systems, we may use them for:
Access is limited to personnel and service providers with a legitimate need to support the Services and subject to confidentiality and security obligations.
Recordings, transcripts, and related workflow outputs may be made available to Customers through the Services or transmitted to Customer systems via integrations. Once delivered to Customer systems, Customer's policies and practices govern further use, retention, and disclosure.
AI Pro Capital does not intentionally create, derive, store, or use voiceprints or other biometric identifiers from call audio for identification, verification, or authentication purposes, unless otherwise expressly disclosed in writing.
We retain Personal Information only for as long as reasonably necessary to:
Retention periods may vary depending on the nature of the data and the context in which it is processed, including:
Customers are responsible for exporting any Customer Data or Communications Data that they require to retain beyond any retention period supported by the Services or described in an Order Form or addendum. We do not guarantee indefinite storage of recordings, transcripts, or related artifacts.
When information is deleted, it may persist in backups for a limited period as part of routine security and disaster recovery practices, and may be retained longer where required by law or for legal holds.
By way of summary, we generally retain (a) account, billing, and contractual records for the subscription term and thereafter as necessary for legal, accounting, audit, and dispute purposes; (b) security and operational logs for integrity, fraud prevention, and troubleshooting; and (c) Communications Data (including recordings and transcripts) for limited operational periods that may vary based on Customer configuration, storage constraints, technical limitations, and legal requirements. Specific retention periods may change over time as the Services evolve and as legal or operational requirements change.
We maintain administrative, technical, and physical safeguards designed to protect Personal Information against unauthorized access, disclosure, alteration, and destruction. Safeguards may include access controls, authentication measures, logging, monitoring, encryption in transit and, where appropriate, encryption at rest, as well as vendor security diligence.
Customers are responsible for maintaining the security of their accounts, devices, and internal systems. This includes limiting access to Authorized Users, managing role-based permissions, implementing appropriate credential hygiene, and promptly disabling access for departed personnel.
In the event we become aware of a confirmed security incident involving unauthorized access to Personal Information in our possession or control, we will take commercially reasonable steps to investigate and mitigate the incident and to provide notice to Customers as required by applicable law.
AI Pro Capital is based in the United States, and the Services are intended primarily for U.S. dealership operations. Personal Information may be processed and stored in the United States and, depending on our service providers, in other jurisdictions.
Where required by applicable law, we implement appropriate safeguards designed to support lawful cross-border transfers, including contractual protections with service providers and other measures appropriate to the nature of the processing.
Although the Services are not directed to individuals in the European Economic Area or the United Kingdom, Customer Data may incidentally include information relating to individuals located in those regions. Customers are responsible for ensuring they have appropriate lawful bases and notices for any such processing in connection with their use of the Services.
Depending on where you reside and the context of processing, you may have rights regarding your Personal Information, including rights to access, correct, delete, and obtain a copy of certain information.
Where we process information on behalf of a Customer (for example, an end customer's call or text to a dealership), the Customer is typically the primary party responsible for responding to requests. We may, as appropriate, direct requests to the relevant Customer or assist the Customer in responding, subject to legal requirements and our contractual arrangements.
You may submit a request by contacting us using the information in Section 25. To protect Personal Information, we may require reasonable verification of identity and, where applicable, authority to act on behalf of another person. We may also request additional information reasonably necessary to understand, evaluate, and respond to the request and to locate the relevant records.
Where permitted by law, you may use an authorized agent to submit a request on your behalf. We may require proof of authorization and verification of identity before processing such requests.
We may deny or limit requests where permitted by law, including where fulfilling the request would adversely affect the rights of others, conflict with legal obligations, or be impracticable. We will respond to requests within the timeframes required by applicable law, and may deny or limit requests where permitted by law, including where an exemption applies or where compliance would be impracticable or would adversely affect the rights of others.
Certain U.S. state privacy laws provide residents with specific rights and require specific disclosures. This Section summarizes such disclosures to the extent applicable to our processing activities.
To the extent applicable, California residents may have rights to request access, deletion, and correction of Personal Information, and to opt out of "sale" or "sharing" of Personal Information for cross-context behavioral advertising. We do not sell Personal Information for money. If we engage in Site-based disclosures that constitute "sharing" under California law, we provide mechanisms to opt out, including recognition of Global Privacy Control where required.
In the preceding 12 months, we may collect and disclose the following categories of Personal Information for business purposes:
We disclose Personal Information to service providers and, at a Customer's direction, to third-party integrations, as described in Section 13.
Residents of other states with privacy laws may have similar rights, including the right to access, delete, correct, obtain a copy of data, and opt out of targeted advertising in certain circumstances. Where required, we provide an appeals mechanism for denied requests.
If we deny a request and applicable law provides an appeals right, you may appeal by contacting us at the email address in Section 25 with "Privacy Appeal" in the subject line. We will respond in accordance with applicable law.
The Services are intended for U.S.-based dealership operations and are not offered as EU-targeted services. Nevertheless, Customer Data may incidentally include Personal Data relating to individuals located in the EEA or the UK.
Where AI Pro Capital processes Customer Data on behalf of a Customer, the Customer generally acts as controller and AI Pro Capital acts as processor. Customers are responsible for providing required notices and identifying an appropriate lawful basis for their processing.
Where required by applicable law and consistent with our contractual arrangements, we will cooperate reasonably with Customers to support lawful processing, including responding to certain requests routed through the Customer, and implementing appropriate safeguards for international transfers.
The Site and Services are not directed to children in accordance with COPPA, and we do not knowingly collect Personal Information from children under 13. If you believe a child has provided Personal Information to us, please contact us using the information in Section 25, and we will take appropriate steps consistent with applicable law.
We may update this Privacy Policy from time to time. When we do, we will update the "Last Updated" date above. If we make material changes, we may provide additional notice through the Site, within the Services, or by email, as appropriate.
For questions, requests, or concerns regarding this Privacy Policy or our privacy practices, contact: