Privacy Policy

Version 2026-11-20. Draft wording, to be reviewed by a lawyer before launch. Previous versions

Read the Terms of Service

1. Scope and responsibility

Version 2026-11-20.

This Privacy Policy explains how Flash Optima collects, uses, discloses, stores and otherwise handles personal information in connection with its websites, applications and services.

Depending on the context, Flash Optima may act as an organization responsible for account, billing, website and service administration information. Where a business customer submits information about its customers, employees or other individuals through the Service, that business customer generally determines the purposes for which the information is collected and used. Flash Optima processes that information to provide the Service and in accordance with the customer’s instructions and applicable law. Individuals whose information is submitted by a business customer should direct requests about the underlying business relationship to that business customer in the first instance.

2. Information we may collect

Depending on how you interact with Flash Optima and the features used, information may include:

Account and contact information, such as name, email address, telephone number, business name, business address and account preferences.

Subscription and transaction information, such as selected plan, billing history, invoices, payment status and related administrative records. Payment card or payment account information may be handled by the applicable payment provider.

Business and transaction information submitted through the Service, which may include vehicle, customer, sales, financing, leasing, document and related records.

Information included in documents or materials submitted by users, which may include signatures, identification details, contact information and other information relevant to a transaction.

Communications and support information, including inquiries, messages, feedback and correspondence.

Technical, device, usage and log information associated with access to and use of the Service, such as general device, browser, network, diagnostic and activity information.

Information obtained from service providers or other sources where permitted by law and relevant to providing, securing or administering the Service.

You should not submit sensitive or unnecessary personal information unless it is required for your use of the Service and you are authorized to provide it.

3. How we use information

We may use personal information for purposes that include creating and administering accounts; providing and operating the Service; enabling users to manage records and transactions; processing subscriptions and payments; communicating about accounts, services, support and changes; maintaining the integrity and security of the Service; preventing fraud, misuse and unauthorized activity; troubleshooting and improving the Service; complying with legal obligations; resolving disputes; and establishing, exercising or defending legal claims.

We may use information for another purpose where permitted by law and where any required notice or consent has been obtained.

4. How information may be disclosed

We may disclose personal information, as appropriate, to:

Your authorized users, business administrators, and other individuals or organizations involved in a transaction or communication, as directed by you or as necessary to provide the Service.

Service providers and contractors that support functions such as hosting, storage, payment processing, communications, customer support, security, analytics or other business operations.

Professional advisers, auditors, insurers and financial institutions where reasonably required for business or legal purposes.

Government authorities, regulators, courts, law enforcement or other parties where required or permitted by law, or where disclosure is reasonably necessary to protect rights, safety, property or the integrity of the Service.

A successor, purchaser or potential purchaser in connection with a proposed or completed business transaction, subject to appropriate confidentiality and legal requirements.

We do not disclose personal information to third parties for their own independent marketing purposes unless permitted by law and, where required, with consent. We do not sell personal information in exchange for money. Actual disclosures depend on the services used and the circumstances.

5. Service providers and processing locations

Flash Optima may use service providers to process or store information on its behalf. These providers may operate in Canada or other jurisdictions. Our primary hosting is in Canada. Personal information processed outside your province or country may be subject to the laws of the jurisdiction where it is processed and may be accessible to courts, law enforcement or government authorities in accordance with those laws.

Flash Optima uses contractual, organizational or other measures appropriate to the circumstances when engaging service providers. The identity and role of providers may change as the Service evolves.

6. Cookies and similar technologies

The websites and Service may use cookies and similar technologies to support functionality, preferences, security, performance, and service administration. You may be able to manage cookies through your browser settings; however, disabling certain technologies may affect the availability or operation of some features.

7. Safeguards

Flash Optima uses administrative, technical and physical safeguards designed to protect personal information against loss, theft, unauthorized access, disclosure, copying, use or modification. Safeguards are selected with regard to the nature and sensitivity of the information and the risks associated with its handling. No method of transmission, storage or processing can be guaranteed to be completely secure.

You are responsible for protecting your account credentials, managing authorized access and promptly notifying Flash Optima of suspected unauthorized use. Where a privacy incident creates notification or reporting obligations, Flash Optima may take the steps required by applicable law.

8. Retention and disposal

Flash Optima retains personal information only for as long as reasonably necessary to fulfil the purposes for which it was collected, to provide and administer the Service, to maintain appropriate business and transaction records, to resolve disputes, to enforce agreements, to prevent fraud and misuse, and to meet applicable legal, regulatory, tax, accounting or other obligations.

Retention periods vary according to the type of information, the purpose for which it is held, the nature of the relationship, applicable legal requirements and whether a dispute, investigation, legal hold or other legitimate need applies. Transaction documents and records may be retained for longer periods where necessary to support the transaction, maintain business records or meet legal obligations.

When personal information is no longer required for the purposes for which it was collected and no legal or other permitted retention ground applies, it may be securely deleted, destroyed or rendered non-identifying, as appropriate. Information may remain in backup, archival or disaster-recovery systems for a limited period as part of ordinary system administration, and may be retained where required by law or a legitimate hold.

Closing or cancelling an account does not necessarily result in immediate deletion of all information. Certain records may be retained after cancellation for the purposes described above. Access to information following cancellation may be limited or unavailable. Customers are responsible for exporting information they need before account access ends, where export functionality is available.

Where Flash Optima processes information on behalf of a business customer, the customer may be responsible for determining the applicable retention period and instructing Flash Optima regarding deletion or return of that information, subject to legal, security, backup and operational requirements. Individuals should direct requests concerning records held by a business customer to that customer, where appropriate.

9. Access, correction and privacy requests

Subject to applicable law and any lawful exceptions, individuals may request access to personal information about them, request correction of inaccurate information, or raise questions or concerns about its handling. Requests may require identity verification and additional information to locate the relevant records. Some information may be held on behalf of a business customer, in which case the request may need to be directed to or handled with that customer.

To submit a privacy request or ask a question, contact [[privacy_email]]. Flash Optima may handle requests in accordance with applicable privacy laws.

10. Children

The Service is intended for business users and adults and is not directed to children. Flash Optima does not knowingly seek to collect personal information directly from children in connection with the Service.

11. Changes to this Privacy Policy

Flash Optima may update this Privacy Policy from time to time to reflect changes to the Service, its practices or applicable requirements. The current version will be made available through the Service or website. Where required by law, notice or consent will be provided for material changes.

12. Contact

Privacy questions and requests: [[privacy_email]].

Flash Optima legal name and mailing address: [[operator_name]], [[operator_address]].