This Privacy Policy explains how TRL Holdings, LLC, doing business as Calibrate DMS (“Calibrate,” “we,” “us,” or “our”), collects, uses, and protects information when you use the Calibrate dealer management application at calibratedms.app and the marketing website at calibratedms.com (together, the “Service”). By using the Service, you agree to the practices described here.

Information we collect

We collect the following categories of information:

Account information — name, email address, phone number, business name, and role, provided when an account is created or a teammate is invited.
Business data — the records you enter into Calibrate, such as inventory, assets, customers, contacts, quotes, rental contracts, and related documents and photos.
Usage and device information — log data, IP address, browser type, and interactions with the Service, used to operate and secure the platform.
Billing information — subscription and invoice details. Payment card details are collected and processed entirely by our payment provider, Stripe; card numbers never touch Calibrate’s servers.

Much of the “business data” a dealer stores in Calibrate includes personal information about their customers and contacts (for example, names, phone numbers, and email addresses). For that data, the dealer decides what to collect and why, and Calibrate acts as a service provider that processes it on the dealer’s behalf to provide the Service — including sending email and SMS messages the dealer chooses to send. If you are a customer of a dealer that uses Calibrate, please direct privacy requests to that dealer. Our processor commitments to dealer organizations are described in our Data Processing Addendum.

Phone numbers and SMS messaging

We do not sell, rent, or share your phone number or messaging consent with third parties for their own marketing purposes. Phone numbers collected for messaging are used only to deliver the Service. Full program details, mobile opt-in path, HELP/STOP instructions, message frequency, and “message and data rates may apply” disclosures are also published on our public SMS Program & Mobile Opt-In page.

Calibrate uses SMS text messaging to support account access and team collaboration. Specifically, we may send text messages to:

deliver one-time passcodes (OTP) for signing in and verifying your identity;
send invitations when an administrator invites you to join their organization; and
send account- and security-related notifications relating to your use of the Service.

These are transactional, account-related messages tied to actions you or your administrator take. We do not send recurring marketing or promotional text messages.

Consent

Initial mobile opt-in occurs when a dealership administrator invites a teammate by phone (Settings → Users → Invite → Phone (SMS)), after confirming that person consented to receive Calibrate transactional SMS, or when you accept an SMS invitation and enroll that number on your account. Sign-in one-time codes are sent only to numbers already enrolled — requesting a code is not a new messaging-program opt-in. Consent to receive these messages is not a condition of any purchase. Full program details: https://calibratedms.com/sms.

Message frequency and rates

Message frequency varies based on your activity (for example, each time you request a sign-in code). Message and data rates may apply depending on your mobile carrier and plan.

Opt-out and help

You can opt out of text messages at any time by replying STOP to any message we send. After you reply STOP, we will stop sending SMS messages to that number; note that this may limit your ability to use SMS-based sign-in. Reply HELP for help, or contact us at support@calibratedms.com. Carriers are not liable for delayed or undelivered messages.

How we use information

To provide, operate, maintain, and improve the Service;
To authenticate users and secure accounts;
To send transactional messages and respond to your requests;
To power optional AI features (for example, reading a parts receipt or drafting invoice labor wording) when an organization on Plus or Enterprise uses them — content is sent only to generate a draft the user reviews, and is listed under our Subprocessors;
To comply with legal obligations and enforce our Terms.

Cookies and analytics

We use cookies and similar technologies to keep you signed in and remember your preferences. Marketing-site traffic is measured with Cloudflare edge analytics (no third-party analytics cookie). Product usage inside the application is measured first-party only — stored in our own database and used to operate and improve the platform. We do not use Google Analytics or any third-party tracking SDK, and we do not use your information for cross-context behavioral advertising. For details, see our Cookie Policy.

How we share information

We share information only with service providers who help us operate the Service (such as cloud hosting, database, messaging, and payment providers), under contracts that require them to protect your information and use it only to provide services to us. A current list of these providers is published on our Subprocessors page. We may also disclose information if required by law or to protect our rights and the safety of others. We do not sell your personal information.

Data retention and security

We retain information for as long as your account is active or as needed to provide the Service and meet legal obligations. We use industry- standard administrative, technical, and physical safeguards — including encryption in transit and at rest and role-based access controls — to protect information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

We keep backups of production data on a rolling schedule — approximately 14 daily and 8 weekly backup snapshots — so deleted data may persist in backups until those snapshots age out (roughly 60 days), after which it is gone from backups as well.

Abandoned trial accounts. If a free trial ends and the organization is never converted to a paid subscription, we retain the account’s data for a limited window and then permanently delete it — typically around 90 days after the trial ends, and after emailing the administrator a deletion notice at least 30 days in advance. Deletion is permanent and removes the organization’s records and uploaded files from our production systems. Paid organizations are not subject to this automatic deletion.

Your choices

You may access or correct your account information at any time, and you can export your organization’s data in a standard, portable format from within the Service. You may also request deletion of your account information by contacting us. Organization administrators control much of the data within their own account.

Your privacy rights (U.S. states)

Depending on the state you live in, you may have rights to access, correct, delete, or receive a portable copy of the personal information we hold about you, and to opt out of certain uses. We do not sell personal information or use it for cross-context behavioral advertising. To exercise a right, email privacy@calibratedms.com; we will verify your request and respond as required by applicable law, and we will not discriminate against you for exercising a right. If you are the customer of a dealer that uses Calibrate, direct your request to that dealer, who controls that data (we will assist them as needed).

Children’s privacy

The Service is intended for businesses and is not directed to children under 16. We do not knowingly collect personal information from children.

Governing law

This Privacy Policy and any dispute relating to it are governed by the laws of the Commonwealth of Pennsylvania, United States, without regard to its conflict-of-laws rules.

Changes to this policy

We may update this Privacy Policy from time to time. We will revise the “Last updated” date above and, where appropriate, provide additional notice.

Contact us

Questions about this Privacy Policy or your information can be sent to privacy@calibratedms.com.