Privacy Policy

Effective October 24, 2026

This policy explains how Dealer Suite 360 collects, uses, shares and protects personal information when you visit dealersuite360.com, contact us, request a free claims audit or promotion, apply for a job, or use the Dealer Suite 360 portal. We handle personal information in line with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and Quebec’s Act respecting the protection of personal information in the private sector (Law 25).

1. Who we are

Dealer Suite 360 (dealersuite360.com) is based in Toronto, Ontario, Canada. We provide warranty claims recovery services and a dealership platform to RV dealerships in Canada and the United States. In this policy, “we”, “us” and “our” mean Dealer Suite 360.

2. Information we collect

Information you give us: your name, email address, phone number, role, dealership name, country and province or state, preferred language, and the details you choose to share in our forms (for example your volume of units, manufacturers carried, the offer you are reserving, or your message).
Job applications: the information in the careers form and the résumé and cover letter you upload.
Chat: the questions you type into our website assistant and, if you request an audit through it, the conversation and the contact details you provide.
Portal accounts: account and sign-in information for dealership and operator users, and the dealership, unit, claim, photo and billing information entered in the portal.
Information collected automatically: technical data such as your IP address, browser and device type, pages visited and the campaign that brought you to our site (for example UTM tags or ad click identifiers), and cookies — see our Cookie Policy.
Email interaction data: whether our emails were delivered, opened or clicked (see section 5).

3. How we use it

To respond to your requests, prepare your free claims audit, and follow up with you about the offer or service you asked about.
To onboard your dealership and provide our services, including claims recovery, the portal, support and billing.
To review job applications.
To measure and improve our website, emails and advertising — analytics and advertising cookies are only used if you accept them.
To keep our services secure, prevent fraud and abuse, and meet our legal, accounting and tax obligations.

4. Consent

We collect, use and share personal information with your consent, which may be express (for example the consent box on our forms) or implied where appropriate. You can withdraw your consent at any time, subject to legal or contractual restrictions, by contacting us. Withdrawing consent may limit our ability to provide a service.

5. Email communications and tracking

We send emails — such as confirmations, replies to your requests, follow-ups and account notifications — through our email service provider, Resend.

Our emails can contain a small invisible image and links that pass through our tracking address (links.dealersuite360.com). They tell us whether an email was delivered, whether and when it was opened, and which links were clicked, with the approximate device, browser and IP address used. Open information is approximate: some email apps load images automatically, and blocking images prevents it.

We use this to confirm our emails reach you, to follow up at the right time, and to improve our communications. We keep it for up to 13 months, then delete it. You can prevent open tracking by turning off automatic image loading, or ask us not to track your emails by contacting us.

6. Who we share it with

We do not sell or rent personal information. We share it only with service providers that help us run our business, under contracts that require them to protect it and use it only for the services they provide to us:

Google Workspace — business email and documents.
Resend — sending our emails and reporting delivery, opens and clicks.
Railway and Neon — hosting our website, portal and database.
Cloudflare — domain name and network services.
Anthropic — powering the answers of our website chat assistant.
Web3Forms — a backup service that delivers form submissions if our own form service is unavailable.
Google (Tag Manager, Analytics, Ads) — site analytics and advertising measurement, only if you accept those cookies.
HubSpot — website analytics and our customer records, only if you accept those cookies.
Microsoft Clarity — anonymous usage reports (heatmaps and session replays) that show how visitors use our site, only if you accept analytics cookies.
Meta (Pixel and Conversions API) — measuring our Facebook and Instagram ads, only if you accept advertising cookies.
LinkedIn (Insight Tag) — measuring our LinkedIn ads and showing them again to past visitors (retargeting), only if you accept advertising cookies.
If you accept advertising cookies and submit a form, we share a hashed (encrypted) copy of your email and phone number with Google and Meta to measure our ads. Google and Meta can’t read the original values.
Stripe — processing payments made in the portal.

7. Information stored outside Canada

Some of our service providers store or process information in the United States or other countries. Before doing so we assess whether the information will receive adequate protection. While outside Canada, it is subject to the laws of that country and may be accessible to its courts and authorities.

8. How long we keep it

We keep personal information only as long as needed for the purposes described above — for example, while we are in discussions with you or providing our services — and as required by law, for instance for accounting records. Email tracking data is deleted after 13 months. When information is no longer needed, we delete it or make it anonymous.

9. How we protect it

We use safeguards appropriate to the sensitivity of the information, including encrypted connections (HTTPS), access limited to the people who need it, authentication controls in the portal, and service providers with strong security practices. No method of transmission or storage is completely secure; if a privacy incident creates a risk of serious harm, we will notify you and the authorities as the law requires.

10. Information dealers upload about their customers

When a dealership enters its customers’ information in the portal (for example to process a warranty claim), we handle it on the dealership’s behalf and according to its instructions. The dealership is responsible for having the necessary consent. Customers can contact their dealership, or us, with questions.

11. Your rights

Access the personal information we hold about you and ask how it has been used and shared.
Ask us to correct information that is inaccurate or incomplete.
Withdraw your consent, or ask us to stop using your information for marketing.
Where the law provides it (including in Quebec), ask us to delete or de-index your information, or to receive it in a commonly used technological format.
Make a complaint to the Office of the Privacy Commissioner of Canada or, in Quebec, the Commission d’accès à l’information.

12. Children

Our website and services are intended for businesses and are not directed to children. We do not knowingly collect personal information from anyone under 16.

13. Person in charge of privacy

Our Privacy Officer is responsible for the protection of personal information at Dealer Suite 360. To exercise your rights or ask a question, write to [email protected] with “Privacy” in the subject line, or call (800) 431-4299. We respond within 30 days.