Privacy Policy

Payton Place HQ · Payton Place Powersports, LLC · Effective October 1, 2026 · Updated October 31, 2026 (AI and automated calls and texts)

Payton Place HQ ("HQ") is the internal operating and accounting system of Payton Place Powersports, LLC (710 S Marr Rd, Columbus, IN 47201, with a second store in Clarksville, Indiana). This policy explains what information HQ handles, why, and how it is protected.

Who uses HQ

HQ is not a public or consumer product. It is used only by our own employees and owners, who sign in with their company Microsoft 365 accounts (with multi-factor authentication) or, for a few field roles, a phone code plus PIN. Each person sees only the parts of HQ their job requires. Customers also use a few public pages and forms that HQ serves for us, such as our pre-approval and credit application forms; see AI and automated calls and texts below.

Information we handle

• Customer and deal records needed to sell, finance, title and service vehicles, kept as required by Indiana dealer, lending and tax rules.
• Our own business bank data. HQ uses Plaid Inc. to connect to the company's own business bank accounts. It receives account names, balances and transactions so we can reconcile our books and match lender funding deposits to the deals they pay for. We do not connect customers' or employees' personal bank accounts.
• Staff account information (name, work email, role) used to sign in and to record who changed what.
• How staff use HQ. We use Microsoft Clarity to record how employees move through HQ's screens (clicks, scrolling and session replays) so we can find and fix the parts that are hard to use. Recordings are viewed only by HQ's developers. Recordings load and upload through HQ's own address, so they cover every signed-in screen on every device, phones included. See the Microsoft Privacy Statement.

How bank connections work

An authorized owner or office/finance employee connects a company bank account through Plaid Link and signs in on the bank's own page. HQ never sees or stores the bank password. Plaid's handling of that data is described in the Plaid End User Privacy Policy. By connecting an account, the company authorizes Plaid to share that account's data with HQ for the purposes above.

What we do not do

• We do not sell, rent or license any data obtained through Plaid or HQ.
• We do not use bank data for marketing or advertising.
• We share data only with the service providers that run HQ (Google Cloud, Microsoft 365 and Clarity, Plaid) and our accountants, or when the law requires it.

How we protect it

• All traffic to HQ is encrypted in transit with TLS 1.2 or newer.
• Data is stored in Google Cloud in the United States and encrypted at rest. Bank access tokens receive an additional layer of application-level encryption.
• Access is role-based, protected by multi-factor authentication, removed when someone leaves the company, and reviewed at least once a year.
• Changes to records are logged with who made them and when.

Retention and deletion

Bank transactions and the records built from them are kept for at least seven years to meet federal and Indiana tax record-keeping requirements. Records past that period are reviewed once a year and securely disposed of with the owner's approval. When a bank connection is removed, HQ tells Plaid to revoke it and deletes the stored access token right away; transactions already imported stay with the accounting records they support.

AI and automated calls and texts

Some of our customer forms (pre-approval, credit application, selling or trading a vehicle, building a deal online, and our vehicle pages) carry an optional box that says, in full:

"I agree Payton Place Powersports and its AI assistant may call and text me, including with automated or AI-generated voice, at the number I provided, about my inquiry and purchase. Consent isn't required to buy. Msg/data rates may apply. Reply STOP or ask to opt out anytime."

• It is optional and starts unticked. You do not have to agree to buy anything from us, and leaving it unticked changes nothing about your inquiry, your application or your price.
• What we keep. Your answer (yes or no), the date and time, which form and page you answered it on, the exact words shown next to the box, and the internet address and browser the form was sent from. Every answer is kept; a later answer replaces an earlier one going forward but never erases it.
• Our AI assistant says it is an AI. If you ask whether you are talking to a person, it tells you the truth. Calls say they may be recorded, and calls and messages are kept on your customer record so our team can pick up where it left off. It never asks for your Social Security number or date of birth on a call or in a message; those go only on our secure application page.
• When we call. Automated or AI calls are placed only during daytime hours (never before 8 AM or after 9 PM, our stores' local time), never leave an automated voicemail, and are not placed to anyone who has asked us not to call.
• How to stop. Reply STOP to any text and we stop texting you. Say or write "stop calling" (on a call, in a text or in a message) and we stop calling you. Either one also ends the permission this box gave. To stop everything, tell any of our team or email us at the address below. Replying START turns ordinary texts back on but does not turn AI calls back on; that takes a new yes from you.
• We do not sell or share it. Your number and your answer are used only by Payton Place Powersports to talk to you about your inquiry and purchase. We do not sell them or share them with anyone for their own marketing.

Questions or requests

Contact Tyler Payton, Owner, at tyler@paytonplaceauto.com, or by mail at the address above.

Changes

We review this policy at least once a year and post any update here with a new effective date.