RepSensAI Privacy Policy
Effective: November 3, 2026 · Version: 1.4 Published at https://repsens.ai/privacy
Repsens.AI LLC ("RepSensAI", "we", "us") provides a salesperson effectiveness and training platform to automotive dealerships. This policy explains what we collect, why, and what choices you have.
1. An important distinction — please read this first
If you are a salesperson, manager, or other employee of a dealership that uses RepSensAI: your dealership decides what data goes into the platform and what it is used for. In legal terms, your employer is the "controller" and we are a "processor" acting on their instructions.
That means:
- Questions about why your performance is being measured, or how the results are used, should go to your employer.
- Requests to access, correct, or delete your data are generally handled by your employer. If you contact us directly, we will refer you to them and let them know.
- Our contract with your dealership limits what we may do with your data. Section 5 explains the protections that apply to you specifically — including your pay and budget information.
If you visit our website or contact us about buying RepSensAI: we are the controller of that information, and this policy governs it directly.
2. Information we collect
2.1 From dealership users of the platform
| What | Examples |
|---|---|
| Account information | Name, work email, platform username, login PIN, role, store and group assignment |
| Performance data | Units sold, ups, leads, appointments, demos, write-ups, closing rates, activity counts, goals and standards |
| Compensation data | Commission and earnings a salesperson records — see §5 |
| Personal budget data | Budget entries a salesperson chooses to record — see §5 |
| Training data | Practice transcripts and attempts (what you typed, and each criterion or dimension marked met / not yet / cannot be determined with the words quoted as evidence), belts (mastery ranks) and review schedules, how often you practice, manager validations and the method used, and stored records of earlier drill grades and practice ratings, which are no longer produced |
| Coaching records | Your weekly 1:1s: what was worked on, what you committed to and whether it was kept, recognition, words you add yourself, your manager's observations of you at work, weeks your manager marks "not this week" and the reason given (vacation, time off or other), and your manager's preparation and private notes, which you do not see |
| Activity and presence | When you last used the platform, sign-in events, feature usage |
| Technical data | IP address, browser type, session token, error and access logs |
2.2 From dealership systems
Where a dealership sends its CRM or DMS reports to us, those reports are per-salesperson summaries — one row per salesperson, with counts and totals (leads, appointments, demos, write-ups, units, gross, calls and emails sent). We set these feeds up ourselves and scope them deliberately.
We do not collect information about the dealership's retail customers. No customer names, phone numbers, email addresses, home addresses, or vehicle identifiers reach our systems. If you bought a car from a dealership that uses RepSensAI, we hold nothing about you.
We delete the raw report files after 30 days regardless.
2.3 From website visitors
If you contact us, we keep the details you submit so we can reply.
We also count how our website and its interactive demo are used, so we can improve them. Our own servers do the counting. No cookie, no advertising or analytics service, and nothing that follows you to other sites is involved. We record:
- the pages you open and the order you open them in;
- the website that sent you (its address only, never the page or search on it), or the campaign label on the link you followed;
- the links and buttons you click on our pages, how far down a page you scroll, and how long a page is on your screen;
- in the interactive demo, which role you choose, which screens you open, which sample steps you complete, and how long you spend in it;
- whether you use a phone, a tablet or a computer, and the country your connection comes from.
We do not keep your IP address or your browser's details with these counts. Each visitor is given a code that changes every day and cannot be traced back to you or linked from one day to the next. Automated traffic, such as search-engine crawlers and link previews, is not counted.
2.4 Cookies
We use a single essential cookie (tower_auth) to keep you signed in. It is HTTP-only and, in production, Secure. We do not use advertising cookies, third-party tracking pixels, or cross-site behavioral advertising.
3. How we use information
- To provide, operate, secure, and support the platform
- To compute performance metrics, effectiveness scores, and ratings
- To generate AI-assisted coaching, daily briefs, and marks on practice exercises and conversations
- To produce manager, director, and owner reporting for the dealership
- To authenticate users and prevent abuse
- To communicate about the service
- To comply with legal obligations
We use information for these purposes because we are contractually engaged by the dealership to do so, or because we have a legitimate interest in operating and securing our service.
4. Artificial intelligence
4.1 How AI is used
Parts of the platform use large language models to write coaching text and daily briefs, to play the customer in practice, and to mark practice exercises and conversations against their written criteria. The 0–99 rating and other performance scores are ordinary statistics, not AI.
AI output is probabilistic. It can be incomplete or wrong, and it can vary between runs. It is information to help a manager and a salesperson have a better conversation — not a verdict.
4.2 Ratings and employment decisions
The platform produces a 0–99 rating, built only from real sales numbers, and other performance scores. We do not make employment decisions and we do not recommend them. Our agreement with each dealership requires that a qualified human review any employment-related decision and that our output not be used as the sole or primary basis for one.
If you want to know how the rating is calculated, our AI Disclosure describes the methodology in plain terms and is available at https://repsens.ai/ai-disclosure.
4.3 Voice features
Where voice practice is enabled:
- Your speech is converted to text by your own web browser.
- We receive and store the text transcript and timing measurements only.
- We do not receive, store, or analyze audio recordings.
- We do not create voiceprints or any other biometric identifier.
- Your browser's speech recognition may send audio to your browser vendor (for example, Google for Chrome, Apple for Safari) under that vendor's own privacy terms. That happens between you and your browser — not through us. If you prefer to avoid it, use the typed practice mode instead.
4.4 Training
We do not use your data to train AI models — not ours, and not our AI provider's. We have contracted for terms under which data we send for processing is not used to train their models.
5. Protections that apply specifically to salespeople
These are contractual commitments, not just settings:
- Your commission and earnings are private. They are never shown in any manager, director, owner, or group report. Only you see them.
- Your personal budget is private. Same protection.
- Your practice transcripts and attempts are visible only to you. Your manager sees where you stand — your belts, what's due for review, how often you practice and how many practice conversations came out clean, and their own sign-offs — never the words you typed or how each answer was marked. Scores and ratings from the older drills are records only you see.
- Your weekly 1:1 is recorded. Your manager records what you worked on, what you committed to, and whether you kept it. You see that record and can add your own words to it; your manager can also keep preparation material and a private note that you do not see. When your manager marks a week "not this week", you see that too, with the reason: vacation, time off or other. Nothing else is recorded with it.
- Peer visibility is controlled by your store. Depending on your store's setting, standings may show names, ranks only, or ranks and figures without names. Commission and gross are never used as standings metrics.
- Your presence is recorded. The platform records when you last used it, and managers can see who has and has not been active on a given day. This is a form of workplace monitoring; your employer is responsible for any notice required where you work.
6. How we share information
We share information only with:
Service providers we use to run the platform (our "subprocessors"), currently:
| Provider | Purpose |
|---|---|
| Anthropic, PBC | AI processing for coaching, briefs, and drill grading |
| Supabase, Inc. | Database and authentication |
| Render Services, Inc. | Application hosting |
| Postmark (Wildbit / ActiveCampaign) | Inbound report intake, operational email, and the emails managers and owners are switched on for (the morning brief and 1:1 recaps) |
The current list is maintained at https://repsens.ai/subprocessors.
Your dealership — performance data flows to the managers, directors, and owners your dealership authorizes, subject to the protections in §5.
Legal and safety — where required by law, to enforce our agreements, or to protect rights and safety.
Business transfer — in a merger, acquisition, or sale of assets, subject to this policy.
We do not sell your personal information
We do not sell or share personal information as those terms are defined under the California Consumer Privacy Act, and we have not done so in the preceding twelve months. We do not disclose personal information for cross-context behavioral advertising.
7. Retention
| Data | Retained |
|---|---|
| Raw CRM/DMS source report files | 30 days, then deleted |
| Performance, training, and account data | For the term of the dealership's subscription |
| After a subscription ends | Available for export for 30 days, then deleted within 90 days |
| Backups | Overwritten on our ordinary backup cycle |
| Website and demo usage counts | 13 months, then deleted |
| Logs | Typically under 12 months |
8. Security
We use row-level database security so access rules are enforced at the data layer, role-based access control, encryption in transit, encryption at rest for our primary database, salted-hash storage of salesperson credentials, revocable server-side sessions, and automated tests covering our privacy-critical behavior.
We are candid about our limits: we do not currently hold a SOC 2 or ISO 27001 certification, and we do not currently offer single sign-on. No system is perfectly secure.
Report a vulnerability to security@repsens.ai.
9. Your rights
Depending on where you live, you may have the right to know what personal information we hold, to access or receive a copy, to correct it, to delete it, to opt out of sale or sharing (we do neither), to limit use of sensitive information, and to be free from discrimination for exercising these rights.
Employees of a dealership: please make your request to your employer first — they control the data. We will support them in responding, and we will forward any request you send us.
Everyone else: email privacy@repsens.ai. We will verify your identity before acting and respond within the time required by law (generally 45 days, extendable). You may use an authorized agent.
If we deny your request you may appeal by replying with "Appeal" in the subject line. We will respond within 45 days and, if we deny the appeal, tell you how to contact your state attorney general.
10. Children
The platform is a workplace tool for adults. It is not directed to children and we do not knowingly collect personal information from anyone under 16.
11. Changes
We will post any change here and update the effective date. For material changes affecting dealership customers, we will provide notice through the platform or to the account contact.
12. Contact
Repsens.AI LLC 2722 Erie Ave, Ste 219 #425364, Cincinnati, OH 45208
Privacy: privacy@repsens.ai · Security: security@repsens.ai · Legal: legal@repsens.ai