Terms of Service

1. Who you are contracting with #

These terms are an agreement between the business that signs up a dealership account ("you") and [Missing business fact: Legal name of the business that operates MotoDealerHQ], [Missing business fact: Entity type and place of registration (for example the kind of company and the state it is registered in)] ("we", "us"), which operates MotoDealerHQ. Notices to us go to [Missing business fact: Postal address for notices] or [Missing business fact: Monitored support email address].

The person who accepts these terms at sign-up confirms that they may do so for the dealership.

2. The service #

MotoDealerHQ is hosted software for vehicle dealerships: a dealership website, inventory, leads and customer records, deals, service, parts and the other modules described at /features. Which modules and limits you get depends on your plan (see /pricing).

• Early access. The service is in an early-access beta. Features can change, and some are marked "Coming soon": those are not part of the service until they are released.
• Connected services. Some features work only after you connect an account with another provider (for example payments, texting, marketplaces, accounting or video). Those providers bill you and set their own terms. We do not control them and do not promise that a provider will accept your account or keep working with the service.
• AI features. Some features use AI to draft text, summarise records or make recommendations. AI output can be wrong. A person on your team reviews AI drafts before anything is sent to a customer, and you remain responsible for what you send and decide.
• Your website. A new dealership website stays private until you request go-live and we publish it.

[Decision needed: Service levels: whether any availability, support response or maintenance-window commitment is offered. Until decided, no service level is promised.]

3. Accounts and security #

• Keep sign-in details confidential and give staff only the roles they need. Two-factor sign-in is available, and it is required for owner and general-manager roles by default.
• You are responsible for what happens under your dealership's accounts.
• Our staff enter your dealership's console only when your dealership grants support access, for a limited time, and those sessions are logged.

4. Your data #

• You own your data. Inventory, customer records, messages, documents and everything else your dealership puts into the service remain yours. We use them only to provide, secure and support the service for you, as described in the Privacy Policy (/privacy).
• Your customers. You are responsible for having a lawful basis and any consent you need to collect your customers' information and to email or text them. The service records consent and honours opt-outs, but the obligation to obtain consent is yours.
• Export. You can export inventory, leads, customers, parts, reports and accounting records as CSV files, also after cancellation while your account is read-only. There is not yet a single whole-account archive.
• Backups. We take nightly backups and keep them for 14 days. Backups are a safeguard for the service, not a records-keeping service for you.

5. Acceptable use #

Do not use the service to break the law, to send messages to people who have not agreed to receive them, to upload content you have no right to use, to try to reach other dealerships' data, to probe or overload the service, or to resell it without our written agreement.

We may suspend access that puts the service, other dealerships or the public at risk. [Decision needed: Notice given before suspension for acceptable-use reasons, and how a suspension is appealed.]

6. Trial, fees and billing #

• Trial. A trial needs no card. Its length is shown when you sign up.
• Fees. Plan fees are those published at /pricing or agreed with you in writing. [Decision needed: How metered usage you switch on (for example AI credits, vehicle history reports or market data) is priced and billed, and where the rates are published.]
• [Decision needed: What happens at the end of a trial with no paid plan chosen (access, read-only state, data kept), worded to match the billing system's actual trial-end state.]
• [Decision needed: Billing frequency, invoice payment terms, taxes, late payment and the grace period before suspension.]
• [Decision needed: Refunds, credits and notice periods.]
• [Decision needed: How and how far in advance price changes are announced to existing customers.]

7. Cancellation and deletion #

• Cancelling ends the subscription and makes your account read-only: your data is kept, and you can still sign in and export it.
• Permanent deletion is a separate step. It is done only after the account has been archived for a waiting period, with no open invoices, and it is confirmed by a platform owner by typing the dealership's address and a fresh two-factor code. Deletion removes the dealership's records and files; billing records are kept, without the link to the dealership, for accounting.
• [Decision needed: How long the data of a cancelled account is kept before it is deleted, and whether deletion happens on request, automatically, or both.]

8. Changes to these terms #

Each version of these terms has a version id and an effective date, and we record which version you accepted and when. [Decision needed: How customers are told about a new version, how much notice they get, and how they accept it.]

9. Warranties and liability #

[Decision needed: Warranty disclaimer, limitation and cap on liability, exclusions, and any indemnities. These need legal advice and are not drafted here.]

10. Law and disputes #

These terms are governed by the laws of [Missing business fact: Governing law (state or country)]. Disputes are resolved by [Missing business fact: Where disputes are resolved (courts or arbitration)].

11. Contact #

[Missing business fact: Legal name of the business that operates MotoDealerHQ], [Missing business fact: Postal address for notices]. Support: [Missing business fact: Monitored support email address].