Privacy policy

Last updated: October 4, 2026

Auto Leads Systems Limited (operating as AutoBook) ("we", "us", or "our") operates the AutoBook platform. This Privacy Policy explains how we collect, use, share, and protect your personal information when you use our services. By using AutoBook, you agree to the practices described in this policy.

AutoBook is software that car dealerships use to talk with their customers. When you contact a dealership that uses AutoBook, the dealership is responsible for your personal information, and we handle it on the dealership's behalf and on its instructions, as its service provider. Our own demo dealership is the one exception; see section 13.

1. Information we collect

Account information

When you create an account, we collect your name, email address, phone number, role, and dealership affiliation.

Booking data

When customers book appointments through the platform, we collect their name, email, phone number, preferred date and time, and any notes provided during the booking process.

Conversations with a dealership

When you chat with a dealership on its website, text it, email it, or call it, we collect what you share: your name, email address, phone number, the vehicles you are interested in, your trade-in, service requests, and the content of the conversation itself. For website chat we also collect technical data such as your browser type, referring page, and UTM parameters.

Phone calls

Calls to a dealership's AutoBook phone line, and calls dealership staff place or answer through the AutoBook app, are transcribed into text as they happen. We do not keep an audio recording of the call. The written transcript is kept as part of your conversation history with the dealership.

Information from the dealership's other systems

If the dealership connects AutoBook to its other systems, we also receive information from them, such as your customer and vehicle record from the dealership's management system, or a lead you submitted through a manufacturer's website.

Usage data

We automatically collect information about how you interact with the platform, including pages visited, features used, browser type, device information, and IP address.

Cookies and similar technologies

We use cookies and local storage to maintain your session, remember your preferences, and improve platform performance.

When you chat with a dealership on its website through our chat, your browser keeps a random visitor code for 30 days after your last chat. It also keeps your chat: in full for an hour after your last message, so you can pick up where you left off, and after that as a masked copy (phone numbers and email addresses hidden) for 30 days after your last chat. If you come back in that time and choose Continue, the dealership can recognise you and connect your chats. The visitor code does not identify you on its own. Like anything a website stores in your browser, other scripts running on that site can read it. Choosing Start fresh in the chat removes the saved chat from your browser and keeps your new chat separate from your earlier ones; clearing that site's data in your browser removes both the saved chat and the visitor code. Neither changes the dealership's own record of the chats you had with it.

The AutoBook mobile app

The AutoBook mobile app is for dealership staff and is provisioned by the dealership's administrator; the dealership remains the data controller for its customer records. The app uses the following device features: push notification tokens, so we can deliver work notifications (delivered through Apple, Google, and Expo push services); your camera and photo library, only when you choose to set a profile photo (your library is never browsed otherwise); and your microphone, only during calls you place or answer and voice assistant sessions you start. The app does not collect your location, does not access your contacts, does not use advertising identifiers, and contains no third-party analytics or tracking. Voice calls are carried by our voice infrastructure provider (LiveKit) and are transcribed into the dealership's conversation records, as described under "Phone calls" above. Your sign-in session is stored encrypted on your device (iOS Keychain / Android Keystore) and cleared when you sign out.

2. How we use your information

We use the information we collect to:

• Provide, maintain, and improve the AutoBook platform.
• Process and manage appointment bookings.
• Send transactional emails such as booking confirmations, reminders, and cancellations.
• Communicate with you about your account, updates, and support inquiries.
• Let the dealership's AI assistant reply to you by chat, text, email, and phone (see section 5).
• Capture and forward leads and service requests to the relevant dealership.
• Monitor platform usage for security and fraud prevention.

We use the personal information in a dealership's conversations only to provide AutoBook to that dealership. We may also create de-identified and aggregated information from use of the platform, meaning information from which no individual and no dealership can reasonably be identified, and use it to operate, improve, and develop our products, including training them. We do not use information that identifies you for that purpose.

3. Email communications

We send transactional emails related to your use of the platform, including appointment confirmations, reminders, cancellations, and inquiry receipts. These emails are sent to facilitate the services you have requested.

All emails include an unsubscribe option. You may opt out of non-essential communications at any time by clicking the unsubscribe link in any email or by contacting us at support@auto-book.ca. Please note that opting out of transactional emails may affect your ability to receive important booking-related notifications.

4. How we share your information

We do not sell your personal information. We share it only with the dealership you are dealing with and with the service providers below, and only as needed to run the platform. Each provider receives only what its job requires.

Hosting and storage

• Supabase — Our database, file storage, and sign-in service. All of the information described in this policy is stored here.
• Vercel — Hosting for our website and web app, and privacy-friendly, cookieless analytics for our website.

AI processing

• OpenAI and Anthropic — The AI models that read a conversation and write the assistant's replies, summaries, and translations, mostly reached through OpenRouter, which routes each request to the model. Conversation content and the customer details needed for a reply are sent with each request.
• OpenAI (voice) — On calls to a dealership's AI phone line, the caller's voice is streamed to OpenAI's realtime voice model, which listens, writes the transcript, and speaks the assistant's replies.
• Cohere (through OpenRouter) — Ranks the dealership's own information (inventory, hours, policies) against a question so the assistant answers from the right facts.
• ElevenLabs — Transcribes calls that dealership staff place or answer in the app, and is the backup for turning speech into text and replies into speech on the AI phone line if the primary voice service is unavailable.
• Deepgram — A further backup for turning speech into text on calls.
• Google (Gemini, through OpenRouter) — Cleans up profile photos that dealership staff upload. Customers' information is not sent.

Phone, text, and email

• Twilio — Phone numbers, text messages, and the phone network side of calls.
• LiveKit — Carries the audio of calls handled through the platform and the mobile app while the call is in progress.
• SendGrid — Sends email (from noreply@auto-book.ca) and receives email replies sent to a dealership's AutoBook inbox.
• Apple, Google, and Expo push services — Delivery of mobile app notifications to dealership staff, which can include a customer's name and a short preview of their message, and delivery of app updates (Expo).

Calendars and dealership systems

• Microsoft (Outlook calendar) — When a staff member connects their calendar, appointments are added to it, including the customer's name, email address, and appointment details, and their busy times are read so we do not double-book them.
• PBS Systems — When the dealership connects its dealer management system, we look up and update customer, vehicle, and appointment records there.
• Shift Digital — When the dealership takes part in a manufacturer's lead program, we receive leads from it and report back what happened with each lead (for example, that the customer was contacted or booked an appointment).
• The dealership's own CRM — When the dealership asks for it, we send new leads and appointments to its customer management system.

Billing

• Stripe — Payment processing for dealerships' AutoBook subscriptions. Stripe receives the dealership's billing details, not its customers' information.

Your conversations, contact information, and appointments are shared with the dealership you contacted so it can follow up on your inquiry.

We may also disclose information if required by law, legal process, or to protect the rights, property, or safety of Auto Leads Systems Limited (operating as AutoBook), our users, or the public.

Mobile phone numbers and text messaging

We do not share, sell, or provide your mobile phone number or messaging consent data to third parties or affiliates for marketing or promotional purposes.

Text messages are sent by the dealership you interacted with, through AutoBook acting as that dealership's service provider, and only after you gave your mobile number to that dealership. Your number and your consent record are used to deliver those messages and for nothing else.

You can stop text messages at any time by replying STOP to any message from the dealership. Reply HELP for help, or contact the dealership directly. Full details of the text messaging program, including frequency and carrier charges, are in the Terms of Service.

5. The AI assistant

Dealerships that use AutoBook have an AI assistant that replies to customers on their behalf by website chat, text message, email, and phone. Dealership staff read the same conversations and can reply themselves or take over at any time. If you ask the assistant whether you are talking to a person, it will tell you it is an AI assistant.

• What you write or say is sent to the AI providers listed in section 4 so they can produce a reply. On a phone call, your voice is turned into text (and the assistant's reply into speech) by those providers as the call happens.
• Contact information you provide (name, phone number, email) may be captured automatically and shared with the dealership for follow-up.
• The assistant may book appointments or create service requests for you based on what you tell it.
• Your conversation is stored as part of your history with the dealership, so the dealership and its assistant can pick up where you left off.

If you do not wish to share personal information with the assistant, you can stop at any time and contact the dealership another way.

6. Where your information is stored

AutoBook is a Canadian company, but our database is hosted in the United States, and most of the service providers in section 4 process information in the United States. Some of them may also process it in other countries where they operate. While your information is outside Canada, it is subject to the laws of those countries and may be accessible to courts, law enforcement, and national security authorities there. We require our service providers to protect the information they handle for us. If you have questions about how your information is handled outside Canada, contact our Privacy Officer (section 15).

7. Data retention

We keep conversation history, contact details, and appointment records for as long as the dealership uses AutoBook, unless you ask for your information to be deleted (see section 8). We keep account information for as long as the account is active.

When a dealership stops using AutoBook, it can ask us to export its data for 30 days, and can ask us to delete it. We do not currently delete a former dealership's data automatically on a fixed schedule; we delete it when the dealership asks, or in the ordinary course, unless we are required to keep it for legal or regulatory reasons.

8. Your rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

• Access — Request a copy of the personal data we hold about you.
• Correction — Request that we correct inaccurate or incomplete data.
• Deletion — Request that we delete your personal data, subject to legal obligations. We remove the details that identify you from your records. We keep a record of your messaging choices, including any request not to be contacted, so that we can keep honouring it. Dealership staff can also request account deletion as described on our account deletion page.
• Portability — Request your data in a structured, machine-readable format.

To exercise any of these rights, contact the dealership you dealt with, or contact us at support@auto-book.ca. We will respond within 30 days.

9. Cookies and tracking

AutoBook uses essential cookies to keep you signed in and maintain your session. We do not use third-party advertising cookies. You can manage cookies through your browser settings, though disabling cookies may affect platform functionality.

10. Data security

We implement industry-standard security measures to protect your personal information, including encryption in transit (TLS), secure authentication, and role-based access controls. However, no method of electronic storage or transmission is completely secure, and we cannot guarantee absolute security.

11. Children's privacy

AutoBook is not intended for use by individuals under the age of 16. We do not knowingly collect personal information from children. If we learn that we have collected data from a child under 16, we will delete it promptly.

12. PIPEDA compliance

Auto Leads Systems Limited complies with the Personal Information Protection and Electronic Documents Act (PIPEDA). Under PIPEDA, you have the right to:

• Know why your personal information is being collected.
• Expect your personal information to be used only for the purposes for which it was collected.
• Access your personal information and challenge its accuracy.
• File a complaint with the Privacy Commissioner of Canada if you believe your privacy rights have been violated.

We collect personal information only for purposes that a reasonable person would consider appropriate in the circumstances. We obtain consent before or at the time of collection, except where permitted or required by law.

13. Our demo store

"AutoBook Motors" is our own demo dealership. It is a real store running on the real platform, not a simulation: when you chat with it, text or call its number, email it, or book an appointment on it, everything you send is stored exactly as a customer's message to a dealership would be.

What we keep. The name, phone number and email address you give it; the full text of your chat, SMS and email messages; transcripts of calls you place to it; any appointment you book; and the usual technical data (browser, referring page, IP address). We keep this indefinitely unless you ask us to delete it.

What we do with it. We use it to run and improve the product, and we may contact you about AutoBook. Under Canada's anti-spam legislation (CASL), contacting the demo store is an inquiry, which gives us implied consent to send you commercial messages for six months. Every message we send tells you how to unsubscribe, and you can opt out at any time by replying STOP to a text or emailing support@auto-book.ca.

What we do not do. We do not sell your information, and we do not share it with dealerships. Demo-store data belongs to us alone.

Deleting it. Email support@auto-book.ca and we will delete everything the demo store holds about you. Your other rights under section 8 apply here too.

14. Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email or through the platform and update the "Last updated" date above. Your continued use of AutoBook after the changes take effect constitutes acceptance of the revised policy.

15. Contact us

If you have any questions about this Privacy Policy or our data practices, please contact us.

For privacy-related inquiries, you may contact our Privacy Officer:

Privacy Officer, Auto Leads Systems Limited
Email: support@auto-book.ca

For general support inquiries:
Email: support@auto-book.ca

Auto Leads Systems Limited
Canada

AutoBook is a product of Auto Leads Systems Limited

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