Privacy policy

Ooglecars is dealer management software for Australian used-car dealers. It is run by Dave Mackay. This policy explains what we collect, how we use it, and how you ask for it to be deleted. Write to hello@ooglecars.com. The service is at https://ooglecars.com.

Google user data and Limited Use

Ooglecars' use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

That policy is published at Google API Services User Data Policy. We request Google access only when a dealership owner connects Google from Dealer profile → Email → Connection Inbox. The connection is stored for that user and that yard. It is never used for another dealership.

What Google data we access

New Ooglecars Google connections request only these permissions:

• openid and email — the email address of the Google account, so we can show which mailbox is connected to the yard.
• https://www.googleapis.com/auth/gmail.modify — technically permits reading messages and attachments, composing and sending emails, marking messages as read, and changing labels. Ooglecars’ connected-Gmail workflow uses drafts for a human at the dealership to send; it does not send those emails automatically.

We use Gmail to import supplier invoices and vehicle paperwork from the dealer’s own inbox. We read the message and its attachments, save the paperwork into that dealership’s review queue, mark the message read, and apply the labels Ooglecars/Processed or Ooglecars/Skipped so the same mail is not imported twice. The yard’s assistant can also search and open mail in that same mailbox, and can save a draft (for example a request for a freight quote). Nothing is sent until someone at the dealership sends it.

Calendar. New connections do not request Google Calendar access. Older connections may retain previously granted https://www.googleapis.com/auth/gmail.readonly, https://www.googleapis.com/auth/gmail.compose and https://www.googleapis.com/auth/calendar permissions. Reducing the new request does not revoke those existing permissions. Ooglecars does not currently read, create, change or delete calendar events. We do not sell Calendar data and we do not use it for advertising. If a calendar feature is later provided, Calendar data will be used only to provide that feature to the dealership that connected the account, under the Limited Use rules on this page.

Yards that connected through the earlier Google sign-in granted https://www.googleapis.com/auth/userinfo.email, https://www.googleapis.com/auth/userinfo.profile, https://www.googleapis.com/auth/gmail.modify and https://www.googleapis.com/auth/gmail.labels. Those connections are used the same way: read and label that yard’s own inbox. They are not used for another dealership.

How Google data is used

• Only to provide Ooglecars features to the dealership that connected the account.
• We do not sell Google data.
• We do not use Google data for advertising, including personalised ads, retargeting, or deciding credit.
• We do not use Google data to train a general model for other customers.
• We do not share one dealership’s Google data with another dealership.
• We share it only with service providers that need it to run the service, as described below.
• People do not read your Google data unless you consent (for example you ask us to look at a fault), we need to for security, the law requires it, or the data is aggregated and does not identify you.

Documents and AI

Invoices, licences, registration papers and other files — from the connected inbox or from an upload — may be read by an AI model so we can classify the document and extract fields such as the supplier, the amount, the VIN and the registration. That read is for that dealership’s records. We send the file to our AI provider with storage turned off. A person at the dealership reviews the result before it becomes a bill, a stock record or a compliance document. AI output can be wrong. We do not sell document contents and we do not use them for advertising.

Other information we hold

• Account: name, email, role, and which dealership you belong to.
• Dealership: business name, address, ABN, invoice bank details you enter, and settings.
• Customers and suppliers you enter: names, contact details, addresses, and licence numbers you type or that we read from a document. A buyer CRN, if you store one, is printed only on Queensland contracts and is not sent to Xero.
• Vehicles, sales, costs, and the paperwork you keep in the yard.
• Xero data, if you connect Xero, so bills, invoices and payments can stay in step with your accounts.
• Messages you send to us at hello@ooglecars.com.

Each dealership is kept separate

Stock, customers, documents, mail and Google tokens for one dealership are not available to another. A Google token is stored encrypted, for the user and the yard it was connected in, and is only looked up for that yard. One yard’s inbox is not filed into another yard.

Who we share information with

We do not sell personal information. We share it only with service providers needed to run Ooglecars: the database and file host, the AI service that extracts fields from a document, email delivery, and Stripe when you pay a subscription. If you connect Xero, the accounting entries you push go to your Xero organisation. If you connect Google, Google holds the mailbox and we hold the tokens and the copies we import. Some of these providers are outside Australia. We take reasonable steps so they handle the information in line with the Australian Privacy Principles.

How long we keep it, and deletion

We keep dealership records while the yard uses Ooglecars, and for as long as a motor-dealer record has to be kept under the law that applies to that yard. You can delete vehicles, documents and contacts in the app.

To disconnect Google, a dealership owner opens Dealer profile, then Email, then Connection Inbox, and chooses Disconnect. We ask Google to revoke the token and we delete the stored Google tokens for that yard. Paperwork already copied into the yard stays until you delete it or you ask us to delete it.

You can also remove Ooglecars from your Google Account at https://myaccount.google.com/permissions. That stops Google from issuing new access. Disconnecting inside Ooglecars is what deletes our copy of the tokens.

To ask for access, correction or deletion, email hello@ooglecars.com. We delete or de-identify what we are not required to keep. Some dealer records may have to be retained for the period the law sets. We aim to answer within 30 days.

Australian Privacy Act

We handle personal information under the Privacy Act 1988 (Cth) and the Australian Privacy Principles. That includes being open about collection (APP 1 and APP 5), collecting what we need to run the service (APP 3), using it for that purpose (APP 6), keeping it secure and separated by dealership (APP 11), and giving you access and correction (APP 12 and APP 13). If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner at https://www.oaic.gov.au.

Security

Google tokens are encrypted. Access to a yard is limited to people invited into that dealership. We do not use one yard’s Google connection in another yard.

Changes

We post changes on this page and change the date at the top. If a change affects how we use Google data, we will not rely on a new permission until the dealership owner connects again. These terms of use are separate: Terms of use.