Privacy Policy.

1. Introduction

Enscale Systems Inc. ("Enscale," "we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the ScaleDMS platform, visit our website at enscalesystems.com, or interact with our services.

2. Information We Collect

We collect information that you provide directly to us, including:

• Account registration details (name, email, phone number, business name)
• Vehicle inventory data entered into the platform
• Financial and transactional records created through deal management
• Customer and lead contact information managed within ScaleDMS
• Email content processed through the integrated mail system
• Data from third-party accounts you choose to connect, such as Gmail (see Section 5, Google User Data)
• Support requests and correspondence

We also automatically collect certain technical information, including IP addresses, browser type, device identifiers, and usage analytics.

3. How We Use Your Information

• Providing, maintaining, and improving the ScaleDMS platform
• Processing transactions and sending related notifications
• Responding to support requests and communicating with you
• Monitoring platform usage to improve performance and security
• Complying with legal obligations and enforcing our terms

4. Data Storage & Security

Our primary database and encryption keys are hosted in Canada. Some of the service providers that help us operate the platform (for example application hosting, error monitoring, analytics, email delivery, and AI processing) may process data in the United States. We employ field-level encryption for sensitive data with encryption keys managed in AWS Key Management Service, role-based access controls, SSL/TLS encryption for data in transit, and regular security reviews.

5. Google User Data

ScaleDMS lets each user connect their own Gmail account so they can read and answer customer emails inside ScaleDMS. Connecting is optional and uses Google's OAuth sign-in. This section explains how we handle information received from Google APIs ("Google user data").

What we access

• Your Google account email address and name, to identify which account you connected.
• Your Gmail messages and threads, so we can show them to you, search them by a customer's email address, and carry out the actions you choose: marking as read or unread, starring, archiving, and moving to trash.
• Permission to send email from your Gmail address, used only when you choose to send a message, a reply, or an appointment confirmation.

How we use it

• To display your inbox and conversations inside ScaleDMS, including on the page of the matching customer lead.
• To send the emails you write or review and then choose to send.
• To notify you when a customer replies to you.
• When an email matches a customer lead, to add a note with the email's subject to that lead and to update the lead's AI-generated summary using the subject and a short excerpt of the message.

We use Google user data only to provide and improve these user-facing features. We do not use it for advertising, we do not sell it, and we do not use it to develop, improve, or train generalized artificial intelligence or machine learning models.

What we store

• The OAuth access and refresh tokens for your connected account, encrypted at rest.
• For emails that match a customer lead: the subject line (in a lead note) and the AI-generated lead summary.

We do not store the full contents of your emails. Messages are retrieved from Gmail when you view them.

Sharing

We share Google user data only as needed to provide the features above: with Anthropic, which processes email subjects and short excerpts to generate lead summaries and does not use this data to train its models, and with the hosting and infrastructure providers that run ScaleDMS. We may also disclose it if required by law or with your consent. Enscale personnel do not read your Gmail data unless you ask us to (for example, for support), it is necessary for security purposes such as investigating abuse, or it is required by law.

Retention, deletion, and revoking access

Tokens are kept only while your Gmail account is connected. When you disconnect Gmail in ScaleDMS under Settings > Integrations, we revoke our access with Google and delete the stored tokens. You can also revoke access at any time from your Google Account at myaccount.google.com/connections. Lead notes and summaries are part of your dealership's records and are deleted with your account as described under Data Retention, or sooner on request to privacy@enscalesystems.com.

Limited Use

ScaleDMS's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

6. Data Sharing

We do not sell, rent, or trade your personal information. We may share data with trusted third-party service providers who assist in operating our platform (e.g., hosting, error monitoring, analytics, email delivery, AI processing, and payment processing), but only to the extent necessary and under confidentiality obligations. Some of these providers may process data outside Canada. Google user data is shared only as described in Section 5.

7. Data Retention

We retain your information for as long as your account is active or as needed to provide services. Upon account cancellation, we will export and/or delete your data within 90 days of your request, unless retention is required by law.

8. Your Rights

You have the right to access, correct, or delete your personal information at any time. You may also request a copy of all data we hold about you. To exercise these rights, contact us at privacy@enscalesystems.com.

9. Cookies

We use essential cookies to maintain session state and platform functionality. We do not use third-party advertising cookies. Analytics cookies are used in aggregate to improve platform performance and are not linked to personally identifiable information.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on this page with a revised "Last updated" date. Continued use of our services after changes constitutes acceptance of the updated policy.

11. Contact Us

If you have questions about this Privacy Policy, contact us at:
privacy@enscalesystems.com
Enscale Systems Inc.
Ottawa, Ontario, Canada