Legal

Privacy Notice

Effective October 1, 2026

FrontlineHQ is dealership workflow software. We do not sell personal information, use it for behavioral advertising, or place advertising pixels in the current product. Dealership data is isolated by dealership instance and used to provide, secure, support, and improve the service.

1. Scope and roles

This notice applies to frontlinehq.autos, FrontlineHQ dealership instances, the FrontlineHQ demo, native iOS and Android apps, and related support services.

For employee accounts and dealership vehicle records, the subscribing dealership generally decides why the information is entered and how it is used. The dealership is responsible for its users and data, while FrontlineHQ processes that information to operate and support the service. For our marketing website, support communications, demo, security, and aggregate service operations, FrontlineHQ determines the applicable processing purposes.

2. Information we process

Category	Examples	Purpose
Account and contact information	Name, work email, username, role, department, avatar, notification preferences	Authentication, permissions, support, and notifications
Dealership and vehicle information	Dealership name, VIN, stock number, vehicle details, workflow status, assignments, pricing and market fields	Vehicle intake, workflow coordination, reporting, and configured inventory connections
User content	Vehicle and profile photos, PDFs, work-order and inspection evidence, notes, scoped vendor work-order messages, offsite comments, filenames, and support submissions	Operate the workflow, keep teams informed, and provide support
Activity and diagnostics	Workflow actions, timestamps, sign-in security events, browser information voluntarily included in a bug report, and server health	Audit history, reliability, fraud prevention, troubleshooting, and security
Device notification data	Browser push subscription endpoint and keys; native device registration tokens when native push is configured	Deliver notifications when a user enables them
Aggregate instance telemetry	Plan, version, user and vehicle counts, workflow counts, feature configuration, storage and uptime metrics	Monitor server health, adoption, support needs, and capacity. This excludes VINs, identities, notes, photos, prices, and activity details.

3. How we use information

Provide and secure accounts, dealership instances, backups, and customer support.
Coordinate assignments, workflow stages, notes, photos, alerts, and reports.
Connect inventory feeds and provide configured vehicle and market-data features.
Monitor aggregate service health and improve reliability and product design.
Comply with law, enforce agreements, and investigate misuse or security incidents.

4. Integrations and service providers

We disclose information only as needed to operate configured features or at a dealership's direction. Depending on configuration, recipients may include:

Cloud and security providers that host the marketing site, dealership servers, backups, and network services.
Email providers and browser push services used to deliver account and workflow notifications. Native notification delivery would use Apple Push Notification service or Firebase Cloud Messaging when configured; the current native candidate has no live push delivery.
The U.S. National Highway Traffic Safety Administration vPIC service, which receives a VIN when an authorized user requests VIN decoding.
Market-data providers, which may receive year, make, model, new/used status, and a configured dealership ZIP and radius. FrontlineHQ's current MarketCheck search does not send the dealership vehicle's VIN.
Inventory providers or feed endpoints configured by the dealership, including vAuto-related exports.

FrontlineHQ does not currently use Google Analytics, Meta Pixel, or advertising networks in the product or marketing site.

5. AI and automated insights

FrontlineHQ does not currently use generative AI to approve vehicles, assign employees, set prices, or make employment or dealership decisions. Market Position uses configured third-party listing data and arithmetic comparisons. Pricing Attention uses disclosed rules and is informational, not an appraisal or an automated decision. If a future feature materially uses AI, we will identify that use in the feature and update this notice before launch.

6. Cookies and local device storage

Browser and native sessions use an HttpOnly session cookie that expires after 24 hours. Passwords and authentication tokens are not stored in browser localStorage. Local storage remembers theme, dashboard preferences, and the native dealership routing code; native offline logout can store a pending-logout marker. Camera scanning is processed on the device; decoded VIN or label searches and evidence you choose to upload are sent to your dealership. Photo/file selection accesses only the items you select. The current product does not use advertising cookies or cross-site tracking. A hosting or security provider may process standard request data, including IP address and user agent, to deliver and protect the service.

7. Retention

Dealership data is retained while the dealership account is active and as needed for support, security, backup recovery, contractual obligations, or law. Local production backups are generally retained for 30 days. A dealership may archive or delete records through available product controls and may contact us about account-level export or deletion. Some data may remain temporarily in backups until those backups rotate. Removing an employee from the active roster disables access and revokes sessions, but does not erase their account or operational history. Completed inspections, approval decisions and append-only audit records may need to remain for dealership obligations, security or law. We assess requests individually, explain retained records and their basis, and do not promise immediate erasure of all history. The applicable customer agreement and backup schedule govern offboarding.

8. Security

FrontlineHQ uses HTTPS, password hashing, role-based access, rate limits, isolated dealership databases, signed media links, input and upload validation, security headers, backups, and restricted production services. No system can guarantee absolute security. Report suspected vulnerabilities to frontlinehqautos@gmail.com without including live passwords, tokens, VINs, or dealership records.

9. Your choices and requests

Users can update notification settings in the account menu and can ask a dealership administrator to correct account information. Employees and dealership customers may request access, correction, export, or deletion by emailing frontlinehqautos@gmail.com. We may need to verify the requester and the dealership's authority before acting. See the FrontlineHQ account and data deletion request instructions.

FrontlineHQ does not sell or share personal information for cross-context behavioral advertising. If our practices change, this notice and any legally required choice mechanisms will be updated first.

10. Children

FrontlineHQ is a business service for authorized dealership personnel and is not directed to children under 18.

11. Changes and contact

We may update this notice as the product, vendors, or law changes. The effective date above identifies the latest version. Questions may be sent to frontlinehqautos@gmail.com.