LotCloserAi Privacy Notice

1. Who operates this chat

This notice covers the LotCloserAi chat and related dealership staff workspace used for JBJ Auto Sales Inc. d/b/a Tejas Motors, 3701 Avenue Q, Lubbock, Texas 79412. LotCloserAi is developed by Apex Saphire LLC, which supplies the chat technology and technical support for this dealership. Tejas Motors determines the purposes for using its customer inquiries and handles privacy requests; requests sent through this notice are routed to Tejas Motors for coordination with its technology providers.

The dealership website, financing applications, purchase contracts, credit accounts, and third-party sites may have additional notices. This notice supplements the dealership's general policy for this chat and does not replace any financial privacy notice required when you apply for or obtain financing. Applicable legal rights take precedence over a conflicting policy term.

2. Information collected

Customer chat: we collect the name, email address, and phone number you enter; at least two of these three fields are required. We record your submitted messages, AI and staff replies, vehicle and stock preferences, budgets and preferred visit times that you choose to discuss, conversation identifiers, timestamps, and staff handoff status. The third contact field is not required. Please provide only information needed to respond to your vehicle inquiry.

Technical information: the service and its hosting providers process IP addresses, browser/device information, security and access logs, and identifiers needed to operate and protect the chat. Your browser uses session storage for a private conversation access credential; the server stores its hash. Deleting that browser credential does not delete the dealership transcript. A visitor credential generally expires after seven days, independently of the transcript retention period.

Staff workspace: authorized staff sign-in details, actions, and notification subscriptions are processed to control access and deliver alerts. Privacy requests include the contact details, request description, verification and decision records needed to handle the request. Do not send Social Security numbers, payment cards, bank credentials, credit documents, or sensitive health or identity information through chat or the privacy form. Use the dealership's designated secure financing process instead.

3. Purposes of processing

We use information to answer vehicle questions, provide AI-assisted replies, route requests to dealership staff, respond to inquiries, review service quality, maintain business records, protect against abuse, handle privacy requests, and meet applicable legal obligations. Chat assistance does not approve credit, decide eligibility, set binding financing terms, or confirm an appointment without staff confirmation.

The chat is recorded. There is no unrecorded chat mode or customer switch to disable transcript recording. A STOP message pauses automated chat replies; it does not itself delete the transcript. You may instead contact the dealership by telephone. Recording and contact collection do not waive your privacy rights and are not consent to unrelated marketing.

4. AI and service providers

Recent conversation text and relevant vehicle listings are sent to the OpenAI API to generate replies. Information you type in messages, including personal information, can therefore be processed by OpenAI. The separate name/email/phone form fields are stored for the dealership; the app does not add those fields to the AI prompt merely because they were entered in the form. AI can make mistakes; confirm material vehicle, price, financing and availability details with staff.

The app requests store:false for OpenAI response objects. This does not mean no provider retention: OpenAI's published API controls describe separate safety and abuse-monitoring logs, generally retained for up to 30 days with exceptions. Its published terms state API data is not used for model training by default unless the account elects to share it. Provider controls and exceptions apply; this notice does not promise zero data retention.

Service-provider categories include AI processing, hosting/database and security services, platform authentication, and device push-delivery services. The current application uses OpenAI and Cloudflare infrastructure. Authorized dealership staff and technology support personnel may access information as needed for their roles. Registered staff device alerts contain a generic request to open the Inbox rather than customer transcript text. Staff may separately use authorized email/calendar services for dealership workflows.

We may disclose information to comply with law, respond to valid legal process, protect legal rights and security, or carry out a transaction you request, subject to applicable law. This chat is not configured to sell its personal data, disclose chat transcripts for third-party targeted advertising, or use chat data for solely automated decisions with legal or similarly significant effects. This statement concerns the LotCloserAi chat, not every analytics or advertising tool on a separate website. Providers may process data outside Texas; no Texas-only storage location is promised.

5. Retention and lawful disposal

Submitted customer, AI, staff and system messages are retained for authorized staff review under a documented retention process. The baseline for dealership chat records is no longer than two years after their last legitimate use to provide a product or service, unless a legal requirement, litigation or regulatory hold, documented business necessity, or another applicable exception supports longer retention. Record categories may have different legal requirements; a loan, contract or account record is not automatically governed by the chat baseline.

Records are reviewed for continued necessity and securely disposed of when no longer needed. A valid deletion request may require earlier disposal. Legal holds and documented retention exceptions are reviewed periodically. Ordinary staff cannot edit or delete transcripts. Approved privacy or retention actions require restricted administrative review and an audit record. Transcript protection is not an absolute promise to keep every record forever.

Minimal records of a privacy request, its disposition, and lawful disposal may be kept where needed for compliance, security or legal obligations. Independent provider security logs and backup copies follow the applicable provider process and retention requirements; an action in the live chat database is not a promise of immediate erasure from every provider or backup. Where applicable, we coordinate required deletion or correction with relevant providers.

6. Privacy choices and requests

You may ask to confirm whether we process your information, access it, correct inaccuracies, delete it, obtain a portable copy where applicable, or exercise an applicable opt-out right concerning sales, targeted advertising or qualifying profiling. The availability and scope of legal rights depend on the law, data and activity involved, including applicable financial-information and small-business exemptions. We review requests and explain the outcome; exemptions are not used as a blanket refusal to receive requests.

Submit a request using the privacy request form linked on this page, email Abel@lotcloserai.com with the subject LotCloserAi Privacy Request, call 806-762-3556, or write to Privacy Requests, Tejas Motors, 3701 Avenue Q, Lubbock, TX 79412. Include the contact information used in the chat and enough detail to identify the request. You do not need to create a new account. Do not email or upload identity documents, full Social Security numbers or other sensitive records unless we arrange a suitable secure verification process.

We use reasonable verification before releasing, changing or deleting personal data and may ask for information needed to verify identity or an authorized agent's authority. We do not disclose another person's transcript in response to an unverified request. Requests can be subject to exceptions needed to meet legal duties, prevent fraud, protect others, or establish and defend legal claims.

Our response process targets a response without undue delay and within 45 calendar days of receipt. If a permitted extension is reasonably necessary, we will explain the reason and notify you within the initial 45 days; an extension will not exceed an additional 45 days. We provide requests free of charge under this process. If a request is denied, the response explains the reason and how to appeal. Exercising an applicable right will not result in unlawful discrimination.

7. Appeals and complaints

To appeal a denied request, use the same privacy request form and choose Appeal, or email or call the contact above. Include the earlier request reference or decision and why you disagree. We provide a written appeal decision with reasons within 60 calendar days of receiving the appeal. If an appeal is denied, we provide information about submitting a complaint to the Texas Attorney General at https://www.texasattorneygeneral.gov/consumer-protection/file-consumer-complaint. You may contact the relevant regulator at any time as permitted by law.

8. Messages, marketing and notifications

Providing a phone number or email address for chat enables a response to your inquiry. It is not by itself agreement to automated marketing calls, marketing texts, or unrelated promotional email. Any marketing requiring separate consent must obtain that consent through an appropriate process, and applicable unsubscribe or revocation requests must be honored. This chat does not automatically send customer marketing texts.

Staff can enable device notifications using their browser or operating-system permission controls. Those permissions can be revoked on the device. Device alerts do not change customer transcript retention. Live staff normally respond only during posted sales hours: Monday through Friday 9 a.m. to 6 p.m., Saturday 9 a.m. to 3 p.m., Sunday closed, Central Time. Requests after hours are saved for staff review; no immediate human response is guaranteed.

9. Security and children

The app uses HTTPS, server-side access checks, hashed visitor credentials, restricted staff access, and logging to help protect information. No website or security measure can guarantee absolute security. Report a suspected privacy or security problem through the contact methods above. Applicable incident-response and notification duties are handled under the governing law and the dealership's security procedures.

The chat is intended for general vehicle-shopping inquiries and is not directed to children under 13. Children under 13 should not submit personal information. A parent or guardian who believes a child provided information can contact us for review and appropriate action. We do not knowingly seek sensitive information from children.

10. Updates and contact

We will post material updates with a revised effective date and provide any additional notice or consent required by law. Continued use of the service does not waive statutory rights. Questions about this notice, rights, or an accessible copy in another format or language can be directed to Tejas Motors at Abel@lotcloserai.com, 806-762-3556, or the postal address above. Request coordination includes Apex Saphire LLC where its services are involved.

Privacy request or appeal

No new account is required. Provide an email address or phone number where staff can reach you. Do not include identity documents, Social Security numbers, financial details or sensitive data.