Aspen AI (“Company,” “we,” “us,” or “our”) is committed to protecting the privacy of our subscribers and their customers. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use the Aspen AI platform and website. It is incorporated by reference into our Subscription Terms and Conditions.
1. Information We Collect
1.1 Account Information
1.2 Subscriber Data
1.3 Usage Data
1.4 Technical Data
2. How We Use Your Information
We use the information we collect to:
- Provide, maintain, and improve the Platform and its features;
- Process payments and manage your subscription;
- Send transactional communications such as account confirmations, invoices, and support responses;
- Monitor Platform performance, detect security incidents, and prevent fraud or abuse;
- Comply with applicable legal obligations;
- Respond to your inquiries and provide customer support;
- Analyze aggregate, anonymized usage patterns to inform product development.
We do not use Subscriber Data for advertising purposes, and we do not sell or rent any data to third parties for marketing.
3. Data Sharing and Disclosure
We do not sell, trade, or otherwise transfer your information to outside parties except as described below:
3.1 Service Providers
3.2 Legal Requirements
3.3 Business Transfers
3.4 With Your Consent
4. Third-Party Service Integrations
The Platform is designed to integrate with dealership management systems, GPS tracking providers, payment processors, website platforms, and marketing data sources that you authorize. When you connect a third-party service to Aspen AI:
- We access only the data necessary to deliver the Platform's features;
- Your credentials and API tokens are stored securely and are never shared with unauthorized parties;
- We do not control the privacy practices of third-party providers — please review their privacy policies independently;
- You may disconnect any integration at any time through your account settings.
5. Data Security
We maintain industry-standard administrative, technical, and physical safeguards to protect your information, including:
- Encryption of data in transit using TLS and at rest using AES-256;
- Role-based access controls limiting data access to authorized personnel only;
- Regular security assessments and vulnerability monitoring;
- Secure credential storage using hashed and salted mechanisms.
No method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security. In the event of a confirmed data breach affecting your Subscriber Data, we will notify you within seventy-two (72) hours of becoming aware of the incident.
6. Data Retention
We retain your information for as long as your subscription is active and for a reasonable period thereafter as required to:
- Fulfill the purposes described in this Privacy Policy;
- Comply with legal, regulatory, and contractual obligations;
- Resolve disputes and enforce our agreements.
Upon termination of your subscription, Subscriber Data will be retained for thirty (30) days, during which you may request a final data export. After this period, Subscriber Data will be securely deleted in accordance with our data retention policy.
7. Your Rights
Depending on your location and applicable law, you may have the following rights with respect to your personal information:
- Access — request a copy of the personal information we hold about you;
- Correction — request correction of inaccurate or incomplete information;
- Deletion — request deletion of your personal information, subject to legal retention requirements;
- Portability — request that your Subscriber Data be exported in a standard machine-readable format;
- Restriction — request that we restrict processing of your information in certain circumstances;
- Objection — object to our processing of your personal information for certain purposes.
To exercise any of these rights, please contact us at [email protected]. We will respond to verifiable requests within thirty (30) days.
8. Cookies and Tracking
The Platform and our website use cookies and similar tracking technologies to:
- Maintain your authenticated session and account preferences;
- Analyze aggregate usage patterns to improve the Platform;
- Ensure Platform security and detect fraudulent activity.
We do not use cookies for cross-site advertising or behavioral tracking. You may configure your browser to refuse cookies, but doing so may affect the functionality of the Platform. We do not respond to “Do Not Track” browser signals at this time.
9. Children's Privacy
The Platform is intended for use by businesses and is not directed at individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected such information, please contact us immediately at [email protected] and we will take prompt steps to delete it.
10. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. When we make material changes, we will notify subscribers via email or a prominent notice within the Platform at least thirty (30) days before the change takes effect. Your continued use of the Platform after the effective date constitutes acceptance of the updated policy. We encourage you to review this page periodically.
11. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: