Privacy Policy

Fleet Herald is a service of Burton Auto Detailing LLC. This Privacy Policy explains how we collect, use, store and disclose information about you when you visit https://fleetherald.com, request a quote for vehicle graphics, book an appointment through our booking link, contact us by phone, text or email, or work with us on a project, including through the estimate, invoice and payment pages we send you at my.fleetherald.com. It also covers information about businesses we contact to offer our services, our referral partners, the people who work at both, and people suggested to us. Most of our customers are businesses, so much of what we hold is business contact information; this policy applies to it the same way.

What we collect

Your contact and business details, your vehicle or fleet details, the package you choose, the artwork you send us, and what you tell us by phone, text or email. When you work with us on a project, your estimates, proofs, approvals, invoices and payments, and the record of how you approved, including the time and your device's internet address. If you book an appointment through our booking link, your name, email address and booking-form answers. If you use the optional VIN lookup, the VIN you enter. If you reach us through a referral partner's link or code, the partner's referral code. If we contact your business, the contact information it makes public and our record of our calls, texts and emails. If your business signs up as a referral partner, its sign-up details and the tax form and payment details we need to pay it.

How we use it

To answer you, hold the appointments you book, quote your job, proof it, produce it, schedule and install it, bill you and take payment, keep the record of what you approved, match a later reorder to the same artwork, and show the finished work. After a project, to ask for a review and to stay in touch, until you tell us to stop. If you came to us through a referral partner, to apply the referral discount and pay that partner its referral fee. To offer our services to businesses and, if we call your business, to follow up as section 3 describes. If your business is a referral partner, to set it up, send its statements, pay its fees and file the tax forms they require.

Who we share it with

The vendors that run our site, our customer records, our email and calendar, our business phone line, our printing, our payments and our analytics; service providers that help us research and prepare drafts, which our team reviews; and, if you use the optional VIN lookup, the National Highway Traffic Safety Administration's public vehicle database. If you came to us through a referral partner, that partner learns a reference number and its referral fee once an invoice for your job is paid in full, which tells it what you paid for the job, leaving out tax and some other charges, and nothing more. Photographs of finished work, with your business name and logo as installed, are shown publicly under the license in our Artwork and cancellation policy, unless you decline it. If your business is a referral partner, our bank, the secure upload and storage service and any tax filing service we use receive what they need to pay it and file its tax forms. Never sold, rented, or traded.

How long we keep it

Records of your projects, the documents we send you and your approvals, for seven (7) years after the latest of the events section 5 lists. Sales and inquiry records, including records of our calls and texts, for five (5) years after our last contact. A request to stop our calls, texts or emails, permanently. Artwork for twelve (12) months after your last order using it. A booking for up to twenty-five (25) months after the appointment. Tax records for seven (7) years. A VIN you look up is used for no more than one (1) hour, never saved to your quote, and cleared as section 5 describes. A referral cookie for thirty (30) days from the last referral link you open. Backup copies for up to five (5) years.

Your choices

Stop our texts, sales calls or sales emails by telling us in any words, or reply STOP to a text. For access, correction, deletion or an appeal, email info@fleetherald.com.

1. Information we collect

• Quote and contact details you give us: your name, business name, email address, phone number, and preferred contact method. If you came to us through a dealership, we also collect the dealership name, salesperson, stock number, and expected delivery date if you provide them.
• Partner sign-ups: if your business signs up for our referral partner program, its name, what kind of business it is, its location if you give it, and how many people will hand out cards; your name, title or role, email address and phone number; any notes; for an accounting firm, its confirmation that its professional rules allow it to accept the fee this program pays (a commission under those rules) and that it will tell anyone it refers, in writing, that one is paid; and the date and time you sent it, with the version of this policy the form showed you. If you asked about our dealer program before October 22, 2026, we also keep what that form asked for: the dealership's name, group and address; your name, title, email address and phone number; the program and services you wanted, your monthly volume, your current vendor, your billing preference, your timeline, your goals and any notes. The referral partners section below says more.
• Vehicle, trailer, or fleet details you give us: year, make, model, vehicle class, body configuration, and any project notes.
• Vehicle identification number (VIN), only if you use the optional VIN lookup in our quote form. The form never requires a VIN: you may type the year, make and model yourself. If you enter one and press the lookup button, our server sends that VIN, with the model year if you have chosen one, to the public vehicle database run by the United States National Highway Traffic Safety Administration, which reports back the year, make, model and trim the manufacturer recorded for it, along with the body descriptors it holds, such as body class, cab and bed type, wheelbase, bed length and door count. Nothing that identifies you goes with it: not your name, your business name, your email address, your phone number, your message, or your browser's network address. Our server makes the request, and your browser never contacts the agency. How long we hold the VIN is set out in section 5.
• Package and design choices: the graphics package and add-ons you select, and any notes about the design you want.
• Artwork files you send us: logos, reference images, and design files for your project. We keep these as you supplied them, and our design staff works with them directly in design software.
• Estimates, proofs and invoices: when we prepare an estimate or an invoice for you, we record your name, your business name, your billing address, the contact details we use for the project, the vehicles on it, and the lines, options, prices, taxes, discounts and notes on each version. We keep the proofs we draw for you, with a digital fingerprint (SHA-256) of each proof image, so that we can show exactly which design was approved. If you buy for personal, family or household use, we record that, because it changes what your invoice must show. If you give us a sales tax exemption certificate, we keep it, and its number, with your account.
• Approvals and signatures: when you approve, accept, ask for changes to or decline an estimate or an invoice on its page at my.fleetherald.com, we record the name you type, the email address on file for the contact we sent the document to, the date and time, your device's internet (IP) address and browser details, digital fingerprints (SHA-256) of the exact document and of any proof you approve, and the versions of the terms shown to you. If you approve a proof, accept our terms or ask us in writing to start early, by email or on paper, we record who it was from, when, how, and a copy of the message or a scan of the paper. When printing starts on your project, we record the date and time and who started it, and when your vehicle is handed back, we record when, and any concern you raise.
• Visits to your document pages: the first time an estimate we sent you is opened, we record the time and the internet address of the device that opened it, so that we know it arrived. Our records of what happens on those pages, such as an approval or a payment, also include the internet address of the device used. Those pages do not use advertising or analytics tools.
• Payments: card and bank payments are made on a payment page that Stripe runs for us. You enter your card or bank details with Stripe, not with us, and we never receive your full card or bank account number. Stripe tells us whether a payment succeeded, failed, was refunded or was disputed, with details such as the card brand or bank name, the last four digits, and the name and email address given with the payment, and we keep those messages with your payment record. For a payment by cash or check, we record the amount, the date, the check number and who received it.
• Email verification: when you enter an email address in the quote form, we send a one-time six-digit code to that address to confirm you control it. That code exists only to confirm the address, and we do not use it, or the fact that you completed verification, for anything else.
• Calls and texts: when you call or text our business number, (330) 775-0998, we receive your phone number and what you tell us or send us, such as photographs of your vehicle. If you choose Text as your preferred contact on our quote form, we keep the note the form showed you about it with your request. We keep notes of our calls with you, and a record of each call and text: the number, the date and time, who called and what came of it. We do not make audio recordings of our calls. A voicemail you leave us is kept by our phone line's voicemail service until we delete it.
• Emails: when you email us, or we email you, we keep the messages. When our customer records system sends you an email, such as a confirmation of your approval, we keep a record of the address, the subject, the time and whether it was sent.
• Website analytics: pages visited, referrer source, approximate location derived from your IP address, device and browser type, and session duration, collected through Google Analytics using cookies and similar technology. We do not use what we collect to follow your activity across other companies' websites, and our site works the same way whether or not your browser sends a Do Not Track signal. The other companies that collect information from your browser while you use our site are Google, for Google Analytics, and Cloudflare, for the bot defense described below.
• How you found us: when you send a quote request or inquiry through our site, we may record how you arrived, such as the page that sent you, the page you first landed on, and any campaign tags or advertising click identifiers in the web address you used. If you contact us through an advertisement on another service, such as Google or Facebook, that service passes us what you send through it and handles it under its own privacy policy.
• Dealer rate-sheet access: if a dealership enters its access code to open our dealer rate sheet, we set one cookie, named fh_dealer, on that part of the site. It holds the dealership name and an expiry date, signed so it cannot be altered, and it keeps the rate sheet open for thirty (30) days. It does not hold the access code, and it is not used for advertising or analytics.
• Referral codes: if you open a referral partner's link or QR code, we set a cookie, named fh_ref, that holds the partner's code, and if your request carries a referral code, we keep it with your request. See the referral links section below.
• Appointments you book: our booking link opens a scheduling page that Google runs for us in Google Calendar, on our business Google Workspace account. If you book a showroom demo or a consultation there, we receive your name, your email address, the time you choose and your answers to any other questions the booking form asks, and the appointment is recorded on our business calendar. Google sends the confirmation email for the booking and any reminder emails before the appointment.
• Photographs of your vehicle: taken when it arrives, so that we both have the same record of its condition before the work, taken during the work when we send you progress updates, and taken of the finished graphics. We keep the intake photographs with your project record. How we may show the finished ones, and how you decline or withdraw that, is set out in our Artwork and cancellation policy.
• Reviews: if you post a review of us on Google, we may note on your record that you did, so that we do not ask you again.
• Businesses we contact, and people suggested to us: see that section below.
• Bot defense: see the bot defense section below.

2. How we use your information

• To answer your inquiry, prepare a quote, and produce and install your vehicle graphics.
• To prepare and send your estimates, proofs and invoices, take and record your payments, issue receipts, refunds and credit notes, and keep the record of what you approved and when.
• To email you a confirmation of each approval, and to check that the name typed matches the contact we have, so that no one approves for you without your knowledge.
• To call, text or email a business about our services, to follow up by text as section 3 describes, and to keep the stop list section 3 describes.
• To hold an appointment you book through our booking link, prepare for it, and follow up with you about it.
• To identify the vehicle you are quoting, when you choose to use the optional VIN lookup. We use a VIN for that and for nothing else. The lookup fills in the year, make and model for you to check, and you confirm the body configuration yourself. The lookup never prices your job: what you are quoted still depends on the package you choose and the body type you confirm, which our form may fill in from the lookup's answer for you to check or change.
• To send you proofs, quote confirmations, scheduling messages, including reminders before your drop-off date, and status updates about your project.
• If your request carries a referral code, to apply the referral discount to your written quote and to pay the partner that referred you its referral fee.
• If your business signs up as a referral partner, to review its sign-up and call you about it, to set up its agreement, codes and cards, to send its statements, to pay its referral fees, and to file the tax forms those fees require.
• After a project, to email you once to ask for a Google review, and once more as a reminder if you have not posted one, and to contact you about how your graphics are holding up, about further work for your vehicles, or to ask whether you know another business we could help. You can tell us to stop any of these at any time, in any words.
• To decide which businesses to contact and when, and to keep our calls and emails relevant to them.
• To honor every request to stop: we check our stop list before each sales call, text and email.
• To research businesses and prepare drafts of our emails, call lists and notes, with the help of the service providers described in section 4. A member of our team reviews every draft, and nothing is sent unless a member of our team has approved it.
• To match a future reorder, repair panel, or additional vehicle to the artwork we already hold for you.
• To keep accurate business and tax records.
• To show the work we have done, in our portfolio and our own marketing, including in our emails and calls to other businesses, under the license in our Artwork and cancellation policy and subject to your right to decline it. Only with your permission do we quote your words about us, name or show a person, or tell someone that you suggested we contact them.
• To respond to a refund request or a payment dispute, and to protect our legal rights.
• To improve our website and our service.
• To comply with our legal obligations.

3. Text messages

We do not send automated text messages, and nothing on our quote form signs you up for any.

You may text our business number, (330) 775-0998. That number reaches the owner's phone and the desk phone at our shop, which is staffed during the hours listed on our Contact page. A member of our team reads your texts and writes and sends any reply, and a text that arrives outside those hours may wait until we are next open. If you choose Text as your preferred contact on our quote form, or ask us to text you, we may also text you about your request and about any project that follows from it, including progress updates and photographs while we work on your vehicle, at the phone number you give us. Those texts come from the same number, and a member of our team writes and sends each one.

We text only people who have texted us, or who chose Text on our quote form or otherwise asked us to text them, and businesses we follow up with after a sales call, as the next paragraph describes. Apart from those follow-up texts, every text we send is about something you asked us about, such as a quote or a project, and we send no other marketing or promotional texts. We never buy or rent contact lists, and we never send texts to a list. We use your phone number and the texts we exchange to answer you, to follow up on a call we made to you and to work on your quote or project. We do not sell your phone number, and we do not share it with any other business for that business's marketing.

When we call a business that has not asked us for a quote, to offer our services, we may follow up by text in two cases only: when the person we speak with agrees on the call that we may text them at a number they use, or when we leave a voicemail at a number the business publicly invites people to text, for example where its website, its Google listing, its vehicles or its voicemail greeting says "text us" or "call or text". This paragraph covers every sales text we send after such a call. Before each text, we check the number against our stop list, and we do not text a number on it. A member of our team types and sends each text, one at a time, from our business number, during the hours listed on our Contact page, and only between 9 a.m. and 8 p.m. where you are. Each text starts with the sender's name and Fleet Herald, gives our number, (330) 775-0998, and says you can reply STOP, or any words asking us to stop, to end our texts and sales calls. We send at most two follow-up texts to a number that has not replied, and none after that unless you reply or ask us to; we keep to phone and email instead. We do not send these texts to anyone who has sent us a quote request or inquiry through our website, or who has texted us, or to anyone who called us, booked an appointment with us or became our customer before October 20, 2026: we text them only as described above.

When we call your business about our services, a person places each call, one number at a time, and speaks live. Our caller ID shows (330) 775-0998 and is never blocked. We call during the hours listed on our Contact page, and never before 8 a.m. or after 9 p.m. where you are. We do not use recorded or automated voices on our calls. Each email we send to offer our services says it is a sales email, gives our postal address and tells you how to stop.

If you do not want texts from us, tell us in any words: reply STOP, call (330) 775-0998, or email info@fleetherald.com. We treat a reply to one of our follow-up sales texts such as "not interested", "no thanks" or "wrong number" as a request to stop. We stop as soon as we read your request, and in any case within ten (10) business days of receiving it. A request to stop texts also stops our sales calls to you, and a request not to receive our sales calls also stops our sales texts. Section 6 of our Terms and Conditions says the same.

To stop our sales calls or sales emails, tell us in any words: tell the person who calls you, reply to any email from us, call (330) 775-0998, or email info@fleetherald.com. A request to stop any of our sales calls, texts or emails stops all of them, for Fleet Herald, Burton Auto Detailing and Burton Motorcars, and we cancel any email to you that we had already scheduled. We act on it as soon as we read it, and in any case within ten (10) business days of receiving it. We keep the request on our stop list permanently. Messages about work you have asked us to do, such as an estimate, a proof, an invoice or a receipt, still come to you.

Automated text updates, such as an automatic text when your proof is ready or a text reminder before your drop-off date, are not available yet. We plan to add them once the carrier registration they require is in place. Before any automated text is sent, we will update this policy and our Terms and Conditions to describe it, including the company that delivers those messages, give notice of the change as section 11 describes, and send automated texts only to people who agree to receive them at that time. Texting with our team, or choosing Text on our quote form, is not agreement to automated texts.

Bot defense - Cloudflare Turnstile

Our quote form and our partner sign-up form use Cloudflare Turnstile to tell human submissions from automated ones. Turnstile runs a check in your browser and sends the result to Cloudflare, which also provides our website hosting, for a pass-or-fail answer. Turnstile does not produce a risk score and is not used for advertising. Our forms are also protected by server-side rate limiting and input validation. Turnstile does not collect or transmit your preferred contact method, your artwork files, or the contents of your message.

Referral links

Some businesses refer customers to us as our referral partners. They hand out cards with a link or QR code that opens fleetherald.com/r/ followed by a short code. Each code belongs to one partner. This section applies to referral links and to requests that carry a referral code. We first accepted referral codes on October 16, 2026, and no request we received before then carries one.

If you open a referral link with a code we issued, we set one cookie, named fh_ref, on our site. It holds that code and nothing else. It lasts thirty (30) days from the last time you open a referral link, unless you delete it sooner. If you open a different partner's link, the cookie then holds that partner's code instead. If the code is not one we issued, we set no cookie. The cookie is not used for advertising or analytics.

While the cookie is in place, any quote request or inquiry you send us through our quote form carries the code, and, while the code is current, the form shows the name of the partner that referred you and the referral discount. If you give us a referral code by phone, text, email or in person before you approve your written quote, we record it the same way. If your code is from an accounting firm, we also ask you, before you approve your written quote, whether that firm audits, reviews or compiles your financial statements, and we keep your answer with your request and use it only to decide whether that firm's code stays on your request.

We keep the code with your request and use it only to apply the referral discount to your written quote, to pay the partner the referral fee it earns when a job it referred is paid for, and to keep our business and tax records. We do not send the code or the partner's name to Google Analytics.

When an invoice for a job it referred is paid in full, the partner learns from us a reference number for that invoice, the referral fee it earned, any later change to that fee, for example after a refund, and when we pay it. The fee is a set share of what you paid for the job, leaving out tax and some other charges, such as costs we pass through at cost, so the partner can work out that amount. We do not give the partner your name, your business name, your contact details, your quote reference, your request, your vehicle details, your artwork or your messages with us, and we tell it nothing about a request until an invoice for it is paid in full.

You do not need a referral code to work with us. If you would rather your request not carry a code, delete the fh_ref cookie in your browser before you send it. If your request already carries a code, you can ask us to take it off before you approve your written quote. You keep the referral discount, and the partner then earns no fee on your job and learns nothing about it.

Businesses we contact, and people suggested to us

To offer our services, we research businesses that run work vehicles, using information they make public, such as their website, their Google listing, their social media pages, the federal motor carrier census and the lettering on their vehicles. We record the business's name, address, website, trade and fleet, and the condition of its vehicle graphics, and the name, role, business phone number and business email address of people there, with where and when we found each one, sometimes with a link, a screenshot of the page or a photograph of the vehicle or sign. We may photograph a business vehicle we see in a public place to note its graphics. We do not publish those photographs.

We keep a record of each call, voicemail, text, email and visit: the date and time, the number or address used, who we spoke with and their role if they told us, what was said or agreed, any time the business tells us is better, our notes about the business and its vehicles, and, if it asks, its request that we stop. If someone agrees on a call that we may text them, we record who agreed, when and the number, and if a business invites people to text its number, we record where it says so. If you follow, like, comment on or message our Facebook or Instagram pages, we may note that on your business's record. We never buy or rent contact lists.

If a customer, a referral partner or someone else suggests that we contact you, we record your name, your business, the contact details they give us or that your business makes public, and who suggested you. We tell you who suggested us only if that person agreed.

Section 5 says how long we keep this information, and section 8 how to see it, correct it or ask us to stop.

Referral partners

If your business signs up as a referral partner or is one of our referral partners, we keep its sign-up, the names, roles and contact details of the people there we work with, the names and titles of anyone named on its cards and their signed consent, the partner agreement, the referral codes and cards we issue, the statements we send it, the referral fees earned and paid, and the tax form and payment details we need to pay those fees.

A tax form can carry a person's Social Security number, for example when the business is a single-member company taxed as its owner. We ask partners to give us tax forms and bank account details by hand, by mail or through the secure upload we send them, never by email. If one reaches us by email anyway, we do not keep or rely on that copy: we do not knowingly open it with a research or drafting tool, we delete it from every mailbox we use and its trash no later than the next day we are open, and we ask for it again by hand, by mail or through the secure upload. We keep tax forms and bank account details on paper in a locked file or in the secure upload and storage service section 4 describes, and our customer records note only that a tax form is on file, when it arrived and, where the law requires it, that backup withholding applies. We use them only to pay the partner, to confirm its legal name, to file and correct tax and information returns, to meet backup withholding rules and to answer a tax authority. We share them only with our bank, to pay the partner; the secure upload and storage service that receives and holds them for us; our own accountants and tax advisors; any service that helps us file information returns; and tax authorities as the law requires. We do not knowingly give tax forms, taxpayer identification numbers, bank account details, the referral fee rate in a partner's agreement or a signed partner agreement to the research and drafting providers described in section 4.

Section 5 says how long we keep a partner's records, and section 8 how to see or correct them.

4. Information sharing

We do not sell, rent, or trade your personal information. We share it only with the recipients listed below. Our vendors may use what they receive only to provide their services to us, unless the vendor's entry below says otherwise:

• Cloudflare, Inc. - website hosting, content delivery and Turnstile bot defense; hosting for our estimate, invoice and payment pages at my.fleetherald.com and for our customer records system; the database and file storage that hold our customer, project, sales and referral partner records, the artwork files you send us, proofs, documents and their backups; the service that turns our documents into PDF files; and the sign-in check that limits our records to the people we allow. Cloudflare also uses the signals Turnstile gathers from your browser to improve its bot detection.
• Resend - our email delivery provider, which sends you the six-digit verification code, the receipt for your request and any automated reminder email we send before your drop-off date, and delivers each quote request and inquiry you send us through this site, including a partner sign-up, to our business mailboxes. It also sends emails from our customer records system, such as a confirmation of your approval or of your acceptance of our terms, and notice that printing on your project has started.
• Google LLC, through Google Workspace - the host of our business email, where each quote request and inquiry arrives, where our email with you is kept, and from which we write to you and to businesses we contact; of our business calendar, where an appointment you book through our booking link is recorded; of the business file storage where we may keep project files; and of the business account our staff use to sign in to our customer records. Google handles this information for us under its Workspace data processing terms. The booking page itself is on Google's website, so Google also handles your visit to that page, and anything tied to a Google account you are signed in to, under Google's own privacy policy. If you post a review of us on Google, Google handles it under its own policies.
• The company that provides our business phone line, which carries the calls and texts you exchange with us at (330) 775-0998 and keeps its own records of them under its own policies.
• The print company that runs the printing at our print studio, which receives the print files for your graphics, and for the referral cards we print for our partners, with the job details it needs to print them, such as your business name, the design and a job reference, and may use them only for that.
• Stripe, our payment processor, which runs the payment pages for card and bank payments, processes those payments and any refunds, and handles payment disputes with card issuers and banks. Stripe receives the amount, what the payment is for, the email address we have for you and the payment details you enter, and may verify a bank account itself if you pay from one. If you dispute a payment, we give Stripe, for your card issuer or bank, our record of your approval or acceptance, including the name you typed, the time, the internet address recorded and the terms you accepted. Any other company that processes a payment you make to us, and any provider of the invoicing or accounting software we use, receives what it needs to bill you, record your payment and keep our business records. A payment processor may also keep and use payment details under its own policies and the law, for example to prevent fraud.
• The secure upload and storage service that receives and holds referral partners' tax forms and bank account details for us, which may use them only to provide that service to us.
• Our bank, which receives a referral partner's legal name and the address or bank account it gives us for payment, to send its referral fees by check or ACH, and which may also keep and use them as banking law requires. Any service we use to file tax forms receives the details on a partner's tax form and its fees for the year, to file the information returns those fees require and send the partner its copy.
• Software providers that help our team research information that businesses make public and prepare drafts of our emails, call lists, notes and other documents. They receive the information we give them for that work, which can include the information described in section 1, in the section on businesses we contact and in the referral partners section, apart from tax forms, taxpayer identification numbers, bank account details, the referral fee rate in a partner's agreement and signed partner agreements, such as names, business and contact details, and our records of our contact with you. We do not knowingly give them tax forms, taxpayer identification numbers, bank account details, the referral fee rate in a partner's agreement or a signed partner agreement. A member of our team reviews every draft, and nothing they prepare is sent to anyone unless a member of our team has approved it. They also keep and may use what they receive under their own terms and privacy policies.
• Google Analytics, which receives pseudonymous page and referrer data. Google processes this data under its own analytics measurement terms, which permit Google to use it to maintain and improve Google's own measurement services. That is a broader use than the service-only restriction above, which is why it is listed separately.
• United States National Highway Traffic Safety Administration - the federal agency whose free public vehicle database identifies a vehicle from its VIN. If you use the optional VIN lookup, it receives the VIN you enter and, if you have chosen one, the model year. Our server makes that request, and your browser never contacts the agency. It is a federal agency and not one of our vendors: it charges nothing, we pay nothing, we get nothing from it beyond the vehicle description it returns, and it handles what it receives under its own published policies rather than under a contract with us. This is not a disclosure we are compelled to make, and it is separate from the disclosures to government authorities described below, which happen only when the law requires them.
• The referral partner whose code your request carries, if it carries one. When an invoice for a job it referred is paid in full, the partner learns a reference number and the referral fee it earned, from which it can work out what you paid for the job, leaving out tax and some other charges, and nothing else from us about you or your request. The partner is not one of our vendors: it receives this because it referred you to us, and its agreement with us allows it to use it only to check its referral fee.
• People who see our work: anyone who sees our portfolio, our website or our social media pages, the services that host those pages, such as Facebook, Instagram, LinkedIn and Google, and the businesses we write to or call, may see photographs of your finished vehicle with your business name and logo as installed, and a description of the work, under the license in our Artwork and cancellation policy unless you have declined it. They see your words about us, a person's name or image, or the fact that you suggested we contact someone, only with your permission.
• Burton Motor Cars LLC, our affiliated company, which receives only our stop list, so that a request to stop that reaches either business is honored by both. We do not share a phone number on that list with anyone else without your permission, and we do not sell or share an email address on it, except to keep email sent for us from reaching it.
• Government authorities, when required by law, subpoena, or court order.
• Professional advisors, such as our accountant or attorney, when necessary for legal, tax, or compliance reasons.

5. Data retention

• Records of the estimates and invoices we send you: each estimate and its versions, the proofs we drew for you, the approval and signature records described in section 1, invoices, credit notes, payment and refund records, exemption certificates, print and handover records, and the emails our customer records system sent you about them, are kept for seven (7) years after the latest of these: the project is complete or canceled, or the estimate is declined or expires; your last payment, refund or credit on it; or our answer to your last warranty claim on it. We keep them longer while a claim or dispute about the project is open, and then delete them or strip the details that identify you. They are the record of our agreement with you and of the sale, so we keep them for that period even if you ask us to delete your other information, and we give you a copy on request.
• Sales and inquiry records: quote requests and inquiries, partner sign-ups that do not lead to a partner agreement, the information about businesses and people described in the section on businesses we contact, our record of calls, texts, emails and visits, including what allowed a follow-up text (the agreement on the call, or where the business invites people to text it), and our notes, are kept for five (5) years after our last contact with you, or, if we never contacted you, after we recorded the information, and then deleted, apart from texts on our phones, which a bullet below covers. Once we send you an estimate, the records of it follow the bullet above.
• Our stop list: a request not to be called, texted or emailed stays on our stop list permanently, with the numbers and addresses it covers, the date and the words used, even if you ask us to delete your other information, so that we keep honoring it. We use it for nothing else.
• Referral partner records: a partner's sign-up, the names, roles and contact details of the people there we work with, its partner agreement, the signed consents of anyone named on its cards, the payment details it gives us, the referral codes and cards we issue, the statements we send it, and the records of referral fees earned and paid are kept with our tax and financial records for seven (7) years after the later of the last fee paid to that partner and the end of its agreement. A tax form a partner gives us is kept for as long as tax law requires.
• Artwork you send us is kept for twelve (12) months after your most recent order that used it, so a reorder, repair panel, or additional vehicle can be matched to the same design. We do not publish the artwork files you send us. You may ask us to delete them sooner by emailing us; if you do, we may no longer be able to match a later order to your original design. Our Artwork and cancellation policy explains this in full.
• The VIN you enter for the optional VIN lookup goes to the National Highway Traffic Safety Administration for that one request, and nowhere else. We do not put it in your quote, in your browser, in any web address on this site, in our website analytics, or in our logs. For up to one (1) hour after a lookup our server holds it in working memory, as the label on the answer that came back, so that looking up the same vehicle again does not send a second request. The answer held with it is the vehicle description the agency returned: the year, make, model and trim and the body descriptors listed in section 1. After that hour we do not use it again. It is cleared when the same lookup is repeated, when our server next stores a fresh answer for any vehicle, or when our server restarts, whichever comes first. The year, make and model the lookup fills in, and the trim it reports, are part of your vehicle's description on your quote and are kept with it.
• The referral cookie stays in your browser for thirty (30) days from the last time you opened a referral link, unless you delete it sooner. A referral code stays with the request it came with for as long as we keep that request, and the record of a referral fee paid on your job is kept with our tax and financial records for the period below.
• Tax and financial records are kept for seven (7) years after the transaction, in line with IRS and Ohio Department of Taxation record-keeping guidance.
• An appointment you book through our booking link, with the details you gave on the booking form, is kept on our business calendar, and the emails confirming it in our business mailboxes, for up to twenty-five (25) months after the appointment date, and then deleted.
• Texts you exchange with us stay on the phones that receive our business number until we delete them, and the company that provides our phone line keeps its own records of calls and texts under its own policies.
• Website analytics are retained under Google Analytics settings for the property.
• Backups: our customer records are copied to an encrypted backup each night. Each daily backup is kept for thirty (30) days, and the backup made on the first day of each month for up to five (5) years, and then each is deleted. Our database provider also keeps a thirty (30) day history for restoring it. Information deleted from our records stays in a backup until that backup is deleted, and we use backups only to restore our records.

After the applicable period, records are deleted or permanently stripped of the details that identify you. You may ask us to delete your information earlier; section 8 explains what we delete and what we must keep.

6. Security

We use administrative, technical and physical safeguards appropriate to the size and risk of our business. These include HTTPS and TLS encryption for data in transit, both between your browser and our servers and on the request our server makes to the vehicle database named in section 4, access-controlled storage for the artwork files you send us, Turnstile and server-side rate limiting against automated abuse of our forms, and access to records limited to staff who need it to do their job. Our customer records and their backups are stored encrypted. Our staff open them only after signing in with a business Google account checked by Cloudflare Access, and the service providers listed in section 4 reach them only through access we grant and can withdraw. Each estimate and invoice page is reached through a private link that expires, and we can replace a link at any time. Our records keep a log of who changed what, and when. No system can be guaranteed completely secure, but we maintain these measures and review them periodically.

7. Data breach notification

If we discover a breach of the security of our system that results in, or is reasonably believed to result in, unauthorized access to your unencrypted personal information that creates a material risk of identity theft or fraud, we will notify you in the most expedient time possible and no later than forty-five (45) days after discovery, consistent with Ohio Rev. Code section 1349.19. Where more than one thousand (1,000) Ohio residents are affected in a single occurrence, we will also notify the nationwide consumer reporting agencies. We will give notice in writing, by email or text message where that is how we usually communicate with you, or by phone, or, where the law allows substitute notice, by email, a conspicuous notice on our website and notice to major media.

8. Your rights

• Access the personal information we hold about you.
• Correct information that is inaccurate or out of date. If a document we issued or you signed is wrong, we correct it by issuing a new document or adding a note, because the original stays part of the record.
• Delete your information, subject to the retention periods in section 5. If you ask us to, we delete it or strip the details that identify you, apart from the records of your projects and approvals, and a referral partner's records, for the periods section 5 gives, and what we need to keep honoring a request to stop: the business name, the numbers and addresses it covers, and the request itself. Deleted information can remain in a backup until that backup is deleted.
• Receive a copy of the information you gave us, in a commonly used portable format.
• Stop our texts, sales calls and sales emails at any time, in any words, as section 3 describes.
• Be free from retaliation. We will not deny service, change your price, or lower the quality of your work because you exercised any of these rights.
• Appeal. If we decline a request, you may reply to our response and we will re-review within thirty (30) days.

To exercise any of these rights, email info@fleetherald.com or call (330) 775-0998. We will respond within thirty (30) days. A request to stop our texts, sales calls or sales emails is honored as section 3 describes, within ten (10) business days at most. Before we give you a copy of your information or delete it, we may ask you to confirm that you are the person or business it is about, for example by replying from the email address we have on file.

9. Privacy complaints

If you believe we have handled your information in a way that breaks this policy or the law, please tell us first at info@fleetherald.com. We will acknowledge your complaint within five (5) business days and aim to resolve it within thirty (30) days. If we cannot resolve it to your satisfaction, you may escalate to the Ohio Attorney General's Consumer Protection Section, or to your own state's privacy regulator if you live elsewhere.

10. Children's privacy

Our services are intended for businesses and for adults aged 18 and over. We do not knowingly collect personal information from children under 13 as defined by the Children's Online Privacy Protection Act, 15 U.S.C. section 6501 and following. If you believe we have collected information from a child, contact us and we will delete it promptly.

11. Changes to this policy

We may update this Privacy Policy from time to time. The "Last Updated" date at the top of this page shows when it was last revised. For material changes that expand how we use or share your information, we will give at least thirty (30) days' notice by email, text message, or prominent website notice before the change takes effect, and we will obtain any new consent the law requires.

12. Contact us

Burton Auto Detailing LLC
3920 12th St NW, Canton, OH 44708
Phone and text: (330) 775-0998
Email: info@fleetherald.com

See also our Terms and Conditions and our Artwork and cancellation policy.