Privacy Policy

Version: 1.0
Effective Date: March 15, 2026
Last Updated: March 15, 2026

KarLink LLC (“KarLink”, “we”, “our”, or “us”) provides a software platform designed for automotive dealerships to manage service requests, parts orders, technician media, and related operational workflows.

This Privacy Policy explains how KarLink collects, uses, processes, and protects information when dealerships and their employees use the KarLink platform and when customers access temporary service pages generated by dealership staff.

KarLink is designed primarily as a business-to-business software service used by dealership personnel. In most cases, dealerships control the information entered into KarLink, and KarLink processes that information on the dealership’s behalf.

1. Scope of This Privacy Policy

This Privacy Policy applies to:

• The KarLink web application located at https://www.karlink.net
• Authorized KarLink mobile applications
• Temporary customer service pages generated through the KarLink platform

This policy does not apply to third-party services used by dealerships outside of KarLink.

2. Information We Collect

KarLink collects information necessary to operate the platform for dealership users and to generate customer service pages.

2.1 Dealership Account Information

When dealership staff are given access to KarLink, the following information may be stored:

• First name and last name
• Email address
• Business phone number
• Mobile phone number
• Employee number
• User role within the dealership

This information is used to authenticate users and enable communication related to dealership operations.

2.2 Dealership Operational Data

Dealership staff may enter operational records into KarLink as part of normal business workflows. These may include:

• Repair order numbers
• Appointment numbers
• Counter ticket numbers
• Customer numbers assigned by the dealership
• VIN numbers
• Vehicle year, make, and model
• Vendor names
• Vendor order numbers
• Part numbers and part descriptions
• Order status and tracking information
• Internal notes entered by dealership staff
• The dealership user associated with creating or processing a record

KarLink does not store customer phone numbers or customer contact details for service communications.

2.3 Vehicle Information

Vehicle identification numbers (VINs) entered by dealership staff are used to retrieve vehicle data from the NHTSA VIN decoding API. This may include:

• Vehicle year
• Vehicle make
• Vehicle model

2.4 Media Uploaded by Dealership Staff

Technicians and other dealership personnel may upload images or videos related to service work. Media files may include:

• Photos of vehicle components
• Video recordings of vehicle issues
• Audio contained within video recordings

Media may be uploaded through the KarLink web application or authorized KarLink mobile applications.

2.5 Temporary Customer Service Pages

Dealership staff may generate temporary service pages that allow customers to review service estimates.

These pages may include:

• VIN, vehicle year, make, and model
• Parts and labor estimates
• Technician photos or videos
• Dealership name

These pages are accessible through a secure randomly generated URL and expire automatically after 7 days.

KarLink logs limited access information for these pages, including:

• Timestamp of page access
• IP address of the viewer
• Number of page views
• Clicks associated with short redirect URLs

2.6 Estimate Approval (Future Feature)

If the estimate approval feature is activated, KarLink may collect:

• Customer first and last name
• IP address used to approve the estimate
• Timestamp of approval
• Record of the approval action

This information is stored as part of the dealership’s service documentation.

2.7 Technical and Security Information

KarLink uses essential technical mechanisms to operate securely, including:

• Authentication credentials (email and password)
• Session cookies
• CSRF security tokens
• Internal error logs generated by the platform

KarLink also maintains security and audit logs to protect platform accounts and investigate potential misuse. These logs may include:

• login timestamps • failed login attempts • administrative account changes • role and permission updates • other security-related platform events

These logs are used solely for system security, operational troubleshooting, and fraud prevention.

KarLink does not currently use advertising trackers or marketing analytics.

3. How Information Is Used

KarLink processes information for the following purposes:

• Providing the KarLink SaaS platform
• Managing dealership repair and service workflows
• Generating service estimate pages for customers
• Supporting technician photo and video documentation
• Sending transactional SMS notifications to dealership staff
• Sending transactional email notifications to dealership staff
• Maintaining system reliability and security
• Backing up operational data

KarLink does not sell personal information.

4. Data Ownership

Dealerships control the operational data entered into the KarLink platform.

KarLink acts as a service provider processing information on behalf of dealerships. Dealerships are responsible for determining how customer-related information is used within their businesses.

5. Data Retention

KarLink retains information for defined operational periods.

Operational dealership records are retained for 85 months from the date of creation.

Media files are retained as follows:

• Active storage for approximately 6 months for fast access
• Archived storage for up to 3 years, after which media is automatically deleted

System backups are stored:

• In Amazon S3 for approximately 18 months
• In Amazon Glacier archives for up to 3 years

6. Third-Party Service Providers

KarLink uses trusted third-party providers to operate the platform, including:

• DigitalOcean – hosting infrastructure
• Cloudflare Stream – video delivery
• Amazon Web Services (S3 and Glacier) – storage and backups
• Vonage – SMS message delivery to dealership staff
• Mailgun – transactional email delivery
• NHTSA VIN API – vehicle data decoding

These providers process limited information as necessary to provide their services.

7. Security

KarLink implements technical and organizational safeguards including:

• encrypted HTTPS connections • role-based access controls • authentication protections • monitoring of login activity and failed authentication attempts • administrative audit logs • backup and recovery procedures

No system can guarantee absolute security, but KarLink works to protect information using widely accepted security practices.

8. California Privacy Rights

Residents of California may have rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA).

Because dealerships control most of the operational data entered into KarLink, requests related to customer information should generally be directed to the dealership that collected the information.

KarLink will assist dealerships in responding to privacy requests where required.

9. Business Transfers

If KarLink LLC is involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction.

10. Children’s Information

KarLink is designed for automotive dealership business use only and is not intended for children under 13 years of age.

11. Changes to This Privacy Policy

KarLink may update this Privacy Policy from time to time. Updated versions will be posted on the KarLink website with a revised effective date.

12. Contact Information

For questions about this Privacy Policy or privacy-related inquiries, contact:

KarLink LLC
Email: hello@karlink.net