Terms of Service

These Terms of Service (“Terms”) are a legally binding agreement between you (“you,” “Dealer,” or “User”) and Dealer-OS (“Dealer-OS,” “we,” “us,” or “our”) governing your access to and use of the Dealer-OS platform, including our website at https://dealer-os.io, web application, APIs, and all associated services (collectively, the “Platform”).

By creating an account, clicking “I agree,” accessing, or using the Platform, you acknowledge that you have read, understood, and agree to be bound by these Terms and our Privacy Policy. If you are accepting these Terms on behalf of an organization, you represent that you have authority to bind that organization.

If you do not agree to these Terms, do not use the Platform.

1. Definitions

• “Account” means a registered user account created to access the Platform.
• “Dealer Data” means all data, content, and information that you or your team members input, upload, or generate through the Platform, including inventory records, customer information, deal data, and documents.
• “Subscription” means a paid plan granting access to the Platform for a recurring billing period.
• “Team Member” means any employee, contractor, or representative authorized by a Dealer account holder to access the Platform under that account.
• “Third-Party Services” means external services integrated with the Platform (e.g., Gmail, Google Maps, Stripe).

2. Description of Service

Dealer-OS is a cloud-based dealer management system (DMS) for independent automotive dealers. The Platform provides tools for:

• Vehicle inventory management and pricing
• Sales tracking, deal creation, and document generation
• Title and registration workflow management
• Tax computation and reporting assistance
• Customer lead management and CRM
• Dealer website and microsite builder
• Team and role management
• Integration with third-party services (Gmail, Stripe, Google Maps)

We reserve the right to add, modify, or discontinue features at any time. We will provide reasonable notice of material changes to existing features.

3. Account Registration & Eligibility

To use the Platform, you must:

• Be at least 18 years of age.
• Be a licensed automotive dealer or an authorized representative of one, or a team member invited by such a dealer.
• Provide accurate, complete, and current registration information.
• Maintain the security of your account credentials.
• Promptly notify us at team@dealer-os.io of any unauthorized access to your account.

You are responsible for all activity that occurs under your account. Dealer-OS is not liable for any loss resulting from unauthorized use of your credentials. One person or legal entity may not maintain more than one free account without prior written permission.

4. Acceptable Use

4.1 Permitted Use

You may use the Platform solely for your lawful internal business operations as an automotive dealer or dealer representative, in accordance with these Terms and all applicable laws and regulations.

4.2 Prohibited Conduct

You agree not to:

• Use the Platform for any unlawful purpose or in violation of any federal, state, or local law, including consumer protection laws, FTC regulations, or state dealer licensing requirements.
• Upload, store, or transmit fraudulent, misleading, or deceptive vehicle listings, deal documents, or customer data.
• Reverse engineer, decompile, disassemble, or attempt to derive the source code of the Platform.
• Sell, resell, sublicense, or otherwise transfer access to the Platform to any third party without prior written consent.
• Use the Platform to transmit spam, unsolicited messages, or bulk communications not initiated through the Platform’s designated tools.
• Probe, scan, or test the vulnerability of the Platform or any associated system without our explicit written authorization.
• Circumvent, disable, or interfere with any authentication, security, or access control feature.
• Use automated scripts, bots, or scrapers to access or extract data from the Platform without written permission.
• Harass, threaten, or harm Dealer-OS staff, contractors, or other users.

Violation of this section may result in immediate account suspension or termination and may be reported to relevant law enforcement authorities.

5. Dealer Data & Content

5.1 Ownership

You retain all right, title, and interest in and to your Dealer Data. Dealer-OS does not claim ownership of any content you input into the Platform.

5.2 License to Dealer-OS

You grant Dealer-OS a limited, non-exclusive, worldwide license to host, store, process, and display your Dealer Data solely as necessary to provide and improve the Platform for you. We will not use your Dealer Data to develop or train AI models or for any purpose beyond operating the Platform.

5.3 Your Responsibilities

You are solely responsible for the accuracy, legality, and completeness of your Dealer Data. You represent and warrant that:

• You have obtained all necessary consents from customers whose data you enter into the Platform.
• Your Dealer Data does not infringe any third-party intellectual property, privacy, or other rights.
• All vehicle listings, pricing, and representations comply with applicable consumer protection and advertising laws.
• You will not input customer data of individuals under 13 years of age.

5.4 Data Export

You may export your Dealer Data at any time through the Platform’s export tools. We will maintain data export functionality for the duration of your subscription and for 30 days following termination.

6. Third-Party Integrations

The Platform integrates with optional third-party services, including Gmail, Google Maps, and Stripe. By connecting a third-party service:

• You authorize Dealer-OS to access your account with that service to the extent required by the integration (e.g., sending emails on your behalf when you use Gmail integration).
• Your use of third-party services is governed by that service’s own terms of service and privacy policy — not these Terms.
• Dealer-OS is not responsible for the availability, accuracy, or security practices of third-party services.
• You may disconnect third-party integrations at any time from your account settings; doing so will revoke any stored credentials.

7. Subscription & Billing

7.1 Subscription Plans

Access to the Platform may require a paid Subscription. Subscription fees, billing cycles, and included features are described on our pricing page. We reserve the right to change pricing with at least 30 days’ prior written notice.

7.2 Automatic Renewal

Subscriptions automatically renew at the end of each billing period unless you cancel at least 24 hours before the renewal date. Cancellation takes effect at the end of the current paid period; you will retain access until then.

7.3 Payment

Payments are processed by Stripe. By providing payment information, you authorize us to charge your payment method for all applicable fees. All fees are in US dollars and are non-refundable except as required by law or as expressly stated in a refund policy we make available.

7.4 Free Trials

If we offer a free trial, we will specify the trial duration and the subscription that begins at its end. You may cancel before the trial ends without charge. If you do not cancel, you authorize us to charge the applicable subscription fee at the end of the trial.

7.5 Taxes

You are responsible for all applicable taxes on your Subscription fees. If Dealer-OS is required to collect taxes, they will be added to your invoice.

8. Intellectual Property

The Platform, including its code, design, trademarks, logos, and content (excluding Dealer Data), is owned by or licensed to Dealer-OS and is protected by intellectual property laws. These Terms do not grant you any right to use our trademarks, service marks, or trade names.

Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, revocable license to access and use the Platform for your internal business purposes during the term of your Subscription.

9. Confidentiality

Each party may have access to confidential information of the other party. Each party agrees to maintain the other’s confidential information in strict confidence, not disclose it to third parties without prior written consent, and use it only for purposes contemplated by these Terms. This obligation does not apply to information that is publicly available, independently developed, or required to be disclosed by law.

10. Warranties & Disclaimers

We provide the Platform in good faith and strive to maintain high availability and reliability. However:

You are solely responsible for ensuring that your use of the Platform complies with all applicable laws and regulations governing automotive dealers in your jurisdiction, including dealer licensing, consumer protection, and truth-in-advertising requirements.

11. Limitation of Liability

Dealer-OS’s total cumulative liability to you for any direct damages arising under or related to these Terms shall not exceed the greater of (a) the total fees paid by you to Dealer-OS in the twelve (12) months preceding the claim or (b) one hundred US dollars (USD $100).

Some jurisdictions do not allow certain limitations of liability. In such jurisdictions, our liability is limited to the maximum extent permitted by applicable law.

12. Indemnification

You agree to defend, indemnify, and hold harmless Dealer-OS and its officers, directors, employees, agents, and licensors from and against any claims, liabilities, damages, judgments, awards, losses, costs, expenses, or fees (including reasonable attorneys’ fees) arising out of or relating to: (a) your use of or access to the Platform; (b) your violation of these Terms; (c) your Dealer Data; (d) your violation of any third-party rights; or (e) your violation of any applicable law or regulation.

13. Termination

13.1 Termination by You

You may cancel your Subscription at any time through your account settings or by contacting team@dealer-os.io. Access continues until the end of the current billing period.

13.2 Termination by Dealer-OS

We may suspend or terminate your account and access to the Platform immediately and without prior notice if: (a) you materially breach these Terms; (b) you engage in conduct that we reasonably determine to be harmful, fraudulent, or illegal; (c) your account is past due on payment; or (d) we are required to do so by law.

13.3 Effect of Termination

Upon termination, your right to access the Platform ceases immediately. We will retain your Dealer Data for 30 days following termination, during which time you may request an export. After that period, your data may be deleted. Sections 5.1, 8, 10, 11, 12, and 14 survive termination.

14. Governing Law & Dispute Resolution

These Terms are governed by and construed in accordance with the laws of the State of Delaware, United States, without regard to conflict-of-law principles.

Any dispute arising out of or relating to these Terms or the Platform will first be subject to good-faith negotiation for 30 days. If unresolved, disputes shall be resolved by binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules, conducted in English, with proceedings held in Delaware. The arbitrator’s decision shall be final and binding and may be entered as a judgment in any court of competent jurisdiction.

Class Action Waiver: You agree that any dispute resolution proceedings will be conducted only on an individual basis and not in a class, consolidated, or representative action.

15. General Provisions

• Entire Agreement: These Terms, together with the Privacy Policy, constitute the entire agreement between you and Dealer-OS with respect to the Platform and supersede all prior agreements.
• Severability: If any provision of these Terms is found to be unenforceable, the remaining provisions will remain in full force and effect.
• Waiver: Our failure to enforce any right or provision will not be considered a waiver of that right or provision.
• Assignment: You may not assign these Terms without our prior written consent. We may assign these Terms in connection with a merger, acquisition, or sale of assets.
• Force Majeure: Dealer-OS shall not be liable for any failure or delay in performance caused by circumstances beyond our reasonable control.
• Notices: Legal notices to Dealer-OS must be sent to legal@dealer-os.io. We may send notices to you at the email address on your account.

16. Changes to These Terms

We may modify these Terms at any time. We will notify you of material changes via email or a prominent in-platform notice at least 30 days before the changes take effect. The updated Terms will include a new “Last updated” date. Your continued use of the Platform after the effective date constitutes acceptance of the updated Terms. If you do not agree to the updated Terms, you must stop using the Platform and cancel your Subscription before the effective date.

17. Contact

Questions about these Terms? Contact us: