Trust, in plain language
Privacy Policy
This policy explains how Wheelbase handles personal information across our website, desktop and mobile applications, support channels, and dealership software.
Effective July 29, 2026
1. Scope and roles
This Privacy Policy applies to Wheelbase, Inc. (“Wheelbase,” “we,” “us,” or “our”) and the Wheelbase websites, applications, and services that link to it (the “Services”). It does not cover a dealership’s own privacy practices or third-party services that operate under their own notices.
Wheelbase is the controller of information about website visitors, demo prospects, account administrators, and people who communicate directly with us. Dealerships and other business customers control the records they submit to Wheelbase. For that Customer Data, Wheelbase generally acts as a processor or service provider on the customer’s behalf, and the customer’s agreement with Wheelbase also applies. If you have a question about information a dealership maintains in Wheelbase, contact that dealership first.
2. Information we collect
Information you provide
- Contact and professional information: name, business email address, phone number, dealership name and size, role, and messages submitted with a demo or support request.
- Account and profile information: login and authentication information, name, role, dealership details, address, website, permissions, and preferences.
- Dealership and vehicle data: inventory records, VINs, vehicle details, photos, documents, inspections, tasks, vendor updates, costs, and workflow history.
- Communications and AI interactions: support messages, feedback, prompts, conversations, outputs, and the context you choose to provide to AI-assisted features.
Information collected when you use the Services
We may collect device and browser type, operating system, app version, IP address, approximate location derived from IP address, timestamps, requested pages or features, diagnostic logs, crash information, security events, and similar service telemetry.
3. Sources of information
We collect personal information from:
- you, when you create an account, request a demo, use the Services, or contact us;
- your dealership, its administrators, and other authorized users;
- integrations a customer enables, including dealership systems, auctions, vehicle-data sources, vendors, and connected workflow tools;
- devices, browsers, applications, and service logs when the Services are used; and
- business partners and publicly available business or vehicle sources, where permitted by law.
5. How we use information
We use personal information to:
- provide, authenticate, maintain, and support the Services;
- process demo requests and communicate about onboarding or product updates;
- sync inventory, power dealership workflows, and generate requested AI-assisted results;
- monitor reliability, prevent abuse, investigate incidents, and protect accounts;
- analyze usage trends and improve features, accessibility, and performance;
- administer customer relationships, billing, and applicable agreements;
- comply with law, enforce our agreements, and establish or defend legal claims; and
- carry out another purpose that we explain when information is collected.
6. Legal bases for processing
Where European Economic Area or UK law applies, our legal basis depends on the activity. We process information as needed to perform a contract or take requested pre-contract steps; to pursue legitimate interests such as operating, securing, supporting, and improving the Services and communicating with business customers; to comply with legal obligations; and, where required, with consent. We balance our legitimate interests against the rights and expectations of affected individuals.
When Wheelbase processes Customer Data solely for a dealership, the dealership determines the applicable legal basis and Wheelbase follows its documented instructions.
8. Retention
We keep personal information only as long as reasonably necessary for the purposes described above, including to provide the Services, meet legal or accounting obligations, resolve disputes, and protect the Services. Retention depends on the type and sensitivity of the information, the customer relationship, customer instructions, and applicable requirements. We may retain backup copies for a limited period and de-identified information that no longer identifies an individual.
9. Security
We use administrative, technical, and organizational safeguards designed to protect information, including encrypted connections, managed cloud infrastructure, and access controls. No system is completely secure, and we cannot guarantee that unauthorized access, loss, or misuse will never occur. Keep your credentials confidential and contact us if you believe an account has been compromised.
10. U.S. state privacy disclosures
Depending on where you live and subject to applicable exceptions, you may have rights to know or access personal information; receive a portable copy; correct or delete information; opt out of sale, targeted advertising, or certain profiling; limit certain uses of sensitive personal information; and appeal a denied request. We will not discriminate against you for exercising an applicable privacy right.
You may submit a request, or an appeal after a denied request, by emailing [email protected]. An authorized agent may submit a request where state law permits. We may need to verify your identity, residency, or the agent’s authority. If Wheelbase holds information only for your dealership, we may direct the request to that dealership.
California notice at collection: We collect the identifiers, professional or employment-related information, commercial information, internet or network activity, approximate geolocation, and user-provided content described in Section 2. We obtain it from the sources in Section 3, use it for the business and commercial purposes in Section 5, and disclose it to the categories of recipients in Section 7. We retain each category using the criteria in Section 8. We do not sell personal information or share it for cross-context behavioral advertising.
11. European and UK privacy rights
Where applicable, you may request access to, correction of, deletion of, restriction of, or a portable copy of personal information. You may object to processing based on legitimate interests, withdraw consent without affecting earlier lawful processing, and complain to the data protection authority where you live or work. You may also opt out of marketing email through its unsubscribe link.
To exercise a right, email [email protected]. We may need to verify your identity and may retain information needed to document the request.
12. Automated decision-making
Wheelbase uses AI and automated tools to assist with tasks such as summarizing records, scoring vehicles, researching markets, and suggesting workflow actions. These tools are designed to support—not replace—human judgment. Wheelbase is not intended to make decisions based solely on automated processing that produce legal or similarly significant effects about a person. Customers and users are responsible for reviewing outputs before acting on them.
13. International transfers
Wheelbase and its service providers may process information in the United States and other countries. Those countries may have different privacy laws than your location. Where required, we use recognized safeguards for international transfers, such as adequacy decisions or contractual protections.
14. Children
Wheelbase is a business service and is not directed to children under 18. We do not knowingly collect personal information from children. If you believe a child provided information to us, please contact us.
15. Changes and contact
We may update this policy as the Services or applicable requirements change. We will post the revised policy here and update its effective date. If a change is material, we will provide additional notice when appropriate.
Questions or privacy requests can be sent to [email protected].