1.Who we are and what this policy covers
This policy covers Truck Ranch OS, the Vendor Portal and the messages they send. Truck Ranch is responsible for the data.
Truck Ranch is a used-truck dealer group with five stores: Logan, American Fork and West Jordan in Utah, Twin Falls in Idaho, and Frederick in Colorado. Our central reconditioning shop, the Vehicle Production Center, is in West Jordan.
Truck Ranch OS is our internal operations platform. This policy covers:
- truckranchops.com — Truck Ranch OS, used by our staff.
- partners.truckranchops.com — the Vendor Portal, used by outside shops and carriers we work with.
- The SMS and email notifications those two sites send.
- ODIN at odin.dubprod.com, the internal tooling we run today, which is being folded into Truck Ranch OS and follows this same policy.
Who is responsible. The data controller is Truck Ranch Holdings LLC, 5701 W 9000 S, West Jordan, UT 84081 ("Truck Ranch", "we", "us"). We decide what the platform collects and why.
Who builds and runs it. The platform is built and operated for Truck Ranch under contract by the engineering firm named in our Terms of Use. That firm processes data only on our instructions and only to run the platform. The platform is not sold or offered to other dealers.
2.Who uses the platform
Four groups of people appear in the platform. Only the first two ever log in.
- Truck Ranch staff. Employees at our five stores and the Vehicle Production Center. They sign in with their Truck Ranch Google Workspace account.
- Vendor Portal users. People at outside businesses we invited — glass, paint and body, upholstery, detail, paintless dent repair, transport carriers and similar sublet shops. They sign in with a magic link sent to their email.
- Dealership customers. People who bought, sold, traded or serviced a vehicle with one of our stores, or sent us a lead. Their records come from Tekion, our dealer management system. They never log in, and the platform is not directed at them.
- Job applicants. People who apply for a technician job through our recruiting pages at truckranchops.com/tech. They submit a short form and never log in.
3.What we collect
We collect what each group needs to do its work in the platform, and nothing we would have to go out of our way to get.
Staff
- Google Workspace identity: name, email address and profile photo.
- Role and store.
- Actions taken in the platform, recorded in the audit log (what changed, by whom, when).
- Device and browser details in server logs: IP address, browser type, pages requested and timestamps.
Vendor Portal users
- Name, company and email address.
- Mobile number, only if they opt in to SMS notifications.
- Quotes and bids, invoices, and uploaded documents such as insurance certificates.
- Proof-of-delivery signatures, with the time and the device used to sign.
- Messages exchanged with the shop, and sign-in times.
Dealership customers
- Data that already exists in Tekion about a sale, service visit, trade-in or lead: name, city and state, vehicle, and deal and repair-order details.
- We do not collect or request Social Security numbers, dates of birth, driver's license numbers, credit applications, insurance details or payment card numbers from Tekion.
Job applicants
- Name, phone number, email address, experience level and the resume they upload.
- The interview time they choose, and the texts and emails we send about it.
- The referral code on the card or link they used, so the employee who referred them gets credit.
4.Where it comes from
Five sources: Tekion, vAuto, Google sign-in, GoTo Connect and what people type in themselves.
- Tekion, the dealer management system of record. Each Truck Ranch store authorized read-only API access to its own data. The platform reads from Tekion; it never writes to it. When something in Tekion needs to change, the platform puts it in an action queue and a staff member makes the change in Tekion by hand.
- vAuto (Cox Automotive), for vehicle pricing.
- Google sign-in, which gives us a staff member's name, email address and profile photo when they sign in.
- GoTo Connect, our business phone system, which tells us whether a text or call was delivered.
- Information people type in — in the platform, in the Vendor Portal, or on a recruiting form.
5.How we use it
To run our dealerships, tell people about work assigned to them, and keep the platform secure and lawful. Nothing else.
We use the information to:
- Run the dealerships' day-to-day operations: reconditioning, transport between stores, sales, title and trade payoff, service and parts, and marketing reporting by lead source.
- Notify staff and vendors about work assigned to them, schedule changes and deliveries.
- Schedule and confirm job interviews with applicants.
- Keep the platform secure, keep the audit log, and meet our legal and record-keeping obligations.
We want to be plain about what we do not do:
- No advertising.
- No sale of personal data, ever.
- No profiling of consumers for marketing.
- No use of Tekion data for anything other than Truck Ranch's own operations.
6.Data minimization on screen
Customers appear as a first name, a last initial and a city. The full record stays in Tekion.
On the screens staff use every day, a dealership customer is shown as a first name, last initial, city and state — enough to tell two trucks apart, not enough to identify a person from across the shop.
The full customer record is visible only to senior roles. Each time one of them opens it, the view is written to the audit log. When staff need the complete file, they open it in Tekion rather than here.
7.SMS notifications
Texts go only to people who opted in, say only what they need to say, and stop the moment you reply STOP.
Who receives texts. Truck Ranch staff and Vendor Portal users who opted in. Vendors opt in by entering a mobile number and checking the SMS box in the portal, or by confirming a text we send. Job applicants who give us a mobile number on our recruiting form agree, on that form, to receive interview confirmation and reminder texts.
What they contain. Work requests, schedule changes, delivery confirmations, interview confirmations and reminders, and one-time sign-in codes. Nothing promotional.
Frequency. Message frequency varies with the work assigned to you.
Cost. Message and data rates may apply, depending on your carrier plan.
Opting out. Reply STOP to any message to cancel. You will receive one final text confirming you have been unsubscribed. Reply HELP for help, or email build@truckranch.com.
Carriers. Carriers are not liable for delayed or undelivered messages.
Sharing. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. We share mobile numbers only with the providers that deliver the messages, as described in section 9.
Texts are sent from Truck Ranch's GoTo Connect business lines under a registered 10DLC campaign.
8.Email
Sign-in links and notifications are sent from a Truck Ranch mailbox through Google's Gmail API. We follow Google's Limited Use rules.
Sign-in links, notifications and interview emails are sent from a Truck Ranch Google Workspace mailbox through Google's Gmail API.
Where a staff member connects a Truck Ranch Google account to the platform — for example the hiring mailbox, or an interviewer's calendar so applicants can book a time — the platform accesses only what that feature needs: the hiring threads in that mailbox, the calendar's free and busy times, and the events the platform itself creates. It does not read other mail or other calendars.
Truck Ranch OS's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
10.Security
Encrypted in transit and at rest, locked to roles, behind two-step verification, and logged.
- All traffic is encrypted in transit (TLS). Data is encrypted at rest.
- The database sits on a private network that is not reachable from the internet.
- Access is role-based. Staff see only the stores and functions their role allows.
- Staff accounts require two-step verification through Google Workspace.
- Every change made in the platform is written to an audit log that records what changed, who changed it and when.
- Access to production systems is limited to the Truck Ranch staff who need it and to the contracted engineers who build and maintain the platform.
If a security incident affects personal information, we will notify the people affected without undue delay and as the law requires.
11.Retention
Staff records and the data we read from Tekion are kept indefinitely as business records. Vendor Portal accounts are closed on request.
- Staff records and Tekion data. Truck Ranch staff records, and the data we read from Tekion — our CRM and dealer management system — are kept indefinitely as business records.
- Vendor Portal accounts are closed on request. Bids, invoices and signed proof-of-delivery records tied to completed jobs are kept as business records.
- Job applications are kept as part of our hiring records.
- Server logs are kept indefinitely.
- Audit log entries are kept for as long as the records they describe.
12.Your choices and rights
Vendors can see and fix their own information in the portal. Customers should contact the store they dealt with. State privacy laws give some people more rights, and we honor them.
Vendor Portal users can view and correct their contact details in the portal, and can ask us to close their account or delete their personal information by emailing build@truckranch.com.
Dealership customers should contact the store they dealt with. The store holds your record in Tekion, which is the system of record; the platform only reads from it.
Staff can see their own profile in the platform and should raise corrections with their manager.
State privacy laws. Residents of Utah, Colorado and other states with consumer privacy laws may have the right to know what personal data we hold about them, to correct or delete it, to get a copy, and to opt out of its sale or of targeted advertising. We do not sell personal data and do not use it for targeted advertising. To make a request, email build@truckranch.com with "Privacy request" in the subject line, or write to the address in section 16. We confirm your identity by matching the details you give us to the record, and we may ask for a document if the request involves sensitive data. We respond within 45 days, and we will tell you if we need longer.
What may be exempt. Most of the information in the platform is business data about a vehicle transaction, a repair or a vendor job. Some of it is held under dealer record-keeping law, and some of it is business-to-business data about a vendor rather than a consumer. Those records may be exempt from some requests. If we decline a request for that reason, we will say so and explain why.
14.Children
Not for anyone under 18.
The platform, the Vendor Portal and the recruiting pages are for adults doing business with Truck Ranch. They are not directed at anyone under 18, and we do not knowingly collect information from anyone under 18.
15.Changes to this policy
When we change this policy we post the new version here with a new effective date, and we tell the people it affects.
We will post any change on this page and update the effective date at the top. If a change materially affects how we use personal information, we will announce it to staff inside the platform and to Vendor Portal users by email before it takes effect. Previous versions are available on request.
16.Contact
Questions, corrections and requests go to one address.
Email: build@truckranch.com
Mail: Truck Ranch, 5701 W 9000 S, West Jordan, UT 84081, United States
Put "Privacy" in the subject line so the right person sees it first.