Privacy Policy

Entake AI provides sales software to automotive dealerships. This policy explains what data Entake handles, why, and how it is protected. It covers the Entake Reply Chrome extension, the Entake web app, the Entake mobile app, and related dealership account features. It does not cover SiteOps, our separate roofing product, which has its own policy.

What we collect

• Dealership account information: business name, contact details, subscription and billing status, and dealership settings.
• Authorized user information: name, work email, role, and login credentials (stored as a hashed password and a session token).
• Customer information you submit: the message text a user runs through the extension or app to generate a reply, and information a dealership user enters about a shopper in the app (for example, a Customer Needs Analysis). This is information dealership users choose to submit.
• AI-generated reply drafts: the drafts Entake produces from that input.
• Feedback on replies: optional thumbs up or down on a draft.
• Technical and log data: basic device, session, and event logs needed for security, debugging, and performance.
• Subscription and payment metadata: your plan and billing status. If you pay online, card details are handled directly by the payment processor and are not stored by Entake.

Personal information in message text

Entake does not intentionally collect separate CRM fields such as customer names, phone numbers, SSNs, payment data, credit application data, or deal jacket information unless a user chooses to include that information in customer message text. Customer message text may contain personal information if it is included by the customer or dealership user. In the app, any customer details Entake holds are the ones a dealership user chooses to enter; Entake does not automatically pull records from your CRM or DMS.

How we use data

• Generate the reply drafts, recommendations, and other guidance you request.
• Structure and score the customer conversation, and give managers visibility into their own dealership's activity.
• Keep records scoped to your dealership account, such as reply history and saved customer records.
• Maintain, secure, and improve the service.

Entake does not sell dealership or customer data, and does not use it for advertising.

AI processing

To generate reply drafts and recommendations, customer message text and related input may be sent to an AI provider (currently OpenAI). The provider processes this only to return the result Entake requested. Entake does not use dealership or customer data to train AI models, and this data is not used to train the provider's models. Feedback on replies may be used to improve Entake's product quality, reply performance, your dealership's own reply history, and how our system behaves.

The Chrome extension

Entake Reply reads the single customer message shown on screen in your dealership CRM so it can generate reply drafts, and shows those drafts for a user to copy and paste. In line with Chrome Web Store requirements, the extension only accesses the data needed for this disclosed purpose. It does not sell data, does not use customer message data for advertising, does not access unrelated browsing activity or other websites, and does not collect data unrelated to generating dealership reply drafts. Your login token and email are stored locally in the browser so you stay signed in.

Storage and retention

Entake may store messages, generated replies, feedback, logs, and account data as needed to provide the service. Data is retained while your dealership account is active, unless deleted earlier at your request. A dealership admin may request deletion or export of account data. Some records may be kept longer where needed for security, legal, billing, or compliance reasons.

Service providers

Entake shares data only with providers that help operate, secure, and improve the service, and only as needed:

• Cloud hosting and infrastructure, such as AWS.
• AI processing, such as OpenAI.
• Payment processing, such as Stripe, if you pay online.
• Analytics, security, and debugging tools.

We may also disclose information if required by law, or to protect the rights and safety of Entake, our dealerships, or others.

Website analytics

Our public website (entakeai.com) uses Google Analytics 4 with Consent Mode. Analytics stay off until you accept, and IP addresses are anonymized. This applies to the marketing website only, not to the app or the data above.

Security

All data is sent over HTTPS. Backend data is stored with role-based access controls and scoped to each dealership account. Passwords are hashed, and logins use industry-standard tokens.

Your choices and rights

• Dealership admins can request deletion or export of their account data, and can update or remove users.
• Individual users can log out any time to clear their local session, and can contact us with privacy questions.
• Car shoppers: the dealership you worked with controls its own customer records. Contact that dealership to access, correct, or delete your information; Entake will support the dealership in honoring the request.
• Depending on where you live, you may have additional rights over your personal information.

Children

Entake is a business tool for dealerships and is not directed to children. We do not knowingly collect information from children.

Changes to this policy

We may update this policy as the product changes. When we do, we will update the date at the top of this page.

Contact

Privacy questions or data requests: sales@entakeai.com