Privacy Policy
1. What this policy covers
This Policy explains how Trailerdispatch LLC, doing business as ClozBox, handles personal information on clozbox.com: inquiries, quote and demo requests, website accounts, business applications, orders and payments, appliance and Care records, software update downloads, the referral program, support and return requests, optional website analytics, and related email. It describes our practices; it does not ask you to give up privacy rights.
The Website is separate from the dealership software that runs on a ClozBox appliance. The Website does not receive, synchronize, or back up a dealership’s customer database, deal files, borrower records, or appliance backups. Website accounts and purchase and support records are stored separately from those dealership records.
We may receive dealership information only if someone sends it to us anyway, or if a returned appliance contains it (see “Hardware returns” below). Please do not send dealership customer information through our forms or email. A dealership’s handling of its own customers’ information is governed by its own obligations and policies.
2. Information we collect
What we collect depends on what you use:
- Inquiries, demo and quote requests: your name, work email, the topic and your message, and, if you choose to give them, phone number, business name, state, number of locations, inventory size, whether you offer Buy Here Pay Here, and quote details (buyer type, product interest, quantity, notes). We assign each request a reference number.
- Website account: first and last name, email, account type, country and state, your password (stored only as a salted, one-way hash), your marketing preference, when you acknowledged our Terms and Privacy Policy, whether your email is verified, and sign-in security records (failed attempts and temporary lockouts).
- Dealership profile and business applications: legal and trade names, dealer license, tax ID (stored encrypted), business contacts (names, phone numbers, billing email), addresses, number of locations, time zone, purchase-order and tax-exemption details (and, if you upload one, your tax-exemption certificate, stored privately), and, for wholesale or pilot applications, business type, website, expected volumes, intended use, territory, capabilities, current system, and your reasons for applying.
- Orders and payments: what you ordered, totals and tax, the name, email, phone, business name, and shipping address you enter at checkout (with or without an account), the billing name and address you enter on the payment provider’s page, when you accepted the order terms, shipping and tracking information, and what the payment provider reports to us: transaction references, the card brand and last four digits, a receipt link, and refund and dispute status. Full card numbers are entered on the payment provider’s page and never reach us. If you check out while signed in, any empty fields in your dealership profile are filled in from your checkout details; nothing you already saved is replaced.
- Your ClozBox appliance and Care: the appliance linked to your order (its ID, model, and hardware revision), a location name you give it, software versions reported for it, its status, and warranty and Care coverage dates. If you choose automatic Care renewal, we record your consent and the renewal status; the payment provider stores the card used for renewals.
- Software updates: which update was downloaded, for which of your appliances, by which account, and when.
- Referral program (if you join): your name, email, and referral code, purchases made with your code and the status of any reward, and a reference to the payout and tax verification you complete outside the Website. People you refer see none of your contact details, and you see none of theirs.
- Birthday (optional): month and day only, never the year, and only if you add it to your profile.
- Website analytics (only if you choose “Accept”): a random visitor ID; how you arrived (search, social media, a direct visit, a recognized referring service, or campaign-link tags); which public pages you viewed and when; and whether you started checkout and completed a purchase, which links that purchase to your visit record. We use these events to calculate visits, approximate session spans, and purchase conversions. With expanded analytics enabled, we also record general device, browser and operating-system categories and the approximate country code our hosting provider supplies. We do not store raw user-agent strings, full referring URLs, IP addresses, city, precise location or form contents in analytics, and we do not use analytics for advertising. Previous consent does not authorize a newer notice: we ask again when the analytics notice changes.
- Support and returns: your messages, our replies, the order and appliance involved, a description of the problem, the steps you tried, whether the appliance contains dealership data, and your requested resolution. Photos or video are collected only when that upload feature is available.
- Our records about your request: status, the staff member handling it, follow-up dates, internal notes, and a log of the emails we sent you (address, subject, and delivery status).
- Testimonials and case studies: only with your approval, which we record.
- Technical information: IP address, browser and device information, the pages requested, and timestamps, in our hosting provider’s logs. To protect our forms, sign-in, and analytics from abuse, we also keep counters linked to IP addresses (for analytics, a one-way hash of the IP address), deleted within two days and, for password resets, to the email address entered.
We collect information from you, from someone authorized to act for your business, and from service providers involved in delivering email or processing payments. Do not give us another person’s information unless you are authorized to.
3. How we use it
We use information to answer inquiries and quote requests; arrange demonstrations; review business applications; create and secure accounts and verify email addresses; process orders and payments; confirm warranty, Care coverage, and which software updates you can download; run the referral program; handle support and return requests; send messages you asked for or need (for example, confirmations, receipts, order updates such as preparing, shipped, delivered, and refunded, replies, and security and account notices); alert our staff to new orders; prevent spam, abuse, and fraud; troubleshoot the Website; understand, if you accepted analytics, how visitors find and use the Website so we can improve it; keep business records; and meet legal obligations or resolve disputes.
We send marketing email only to people who opted in. Today that is a birthday message, sent only to customers who opted in, added their birthday, and have an active ClozBox subscription (Care coverage running on one of their appliances). Every marketing email includes our postal address and a one-click unsubscribe link, and you can turn emails off at any time in your account. Once you unsubscribe, your address goes on a do-not-email list that every marketing send checks. Receipts, order updates, and account or security notices are not marketing.
We do not use your information for purposes materially different from those above without the notice, choice, or other steps the law requires.
4. Cookies and similar technologies
We use only first-party cookies, set by clozbox.com itself. The first group is essential for the features described; the last two are set only for analytics, as noted:
| Cookie | Purpose | Duration |
|---|---|---|
| cb_session | Keeps you signed in to your account | 30 days, or until you sign out |
| cb_signed_in | Shows “Account” instead of “Sign in” in the menu while you’re signed in. It holds no account details. | 30 days, or until you sign out |
| cb_cart | Remembers items in a cart before you sign in | 30 days |
| cb_purchase | Lets the browser you paid with see that purchase’s status and details, without an account | 30 days |
| cb_admin_session | Staff sign-in (staff only) | 12 hours |
| cb_admin_sidebar | Remembers whether the staff menu is collapsed (staff only) | 1 year |
| cb_analytics_choice | Remembers whether you chose “Accept” or “Essential only”, so we don’t ask again | 180 days |
| cb_analytics_visit | A random visitor ID for analytics. Set only after you choose “Accept”, and deleted if you choose “Essential only” | 180 days |
On your first visit we ask whether you accept analytics. Choosing “Essential only” turns analytics off and doesn’t affect browsing, buying, or support. You can change your choice at any time with the “Cookie choices” button at the bottom of any public page. Blocking essential cookies prevents sign-in, cart, and checkout features from working.
We do not use advertising, social-media, or other third-party tracking cookies or scripts on the Website.
5. Who receives information
We share information with service providers that run parts of the Website for us, only as needed for their role:
| Provider | What it does for us | What it receives |
|---|---|---|
| Vercel | Hosts the Website | Requests to the Website, including IP address and browser information, and our application logs |
| Supabase | Hosts our database and private file storage | The information described in “Information we collect”, plus private files such as software update packages, return photos, and tax-exemption certificates |
| Resend, or Google (Gmail) if we send through it | Sends our emails | Your email address and the content of the emails we send you, which can include your message |
| Stripe | Takes payments, calculates tax, handles refunds, and stores the card for Care renewals you choose | Your name, email, phone, order items, shipping address, and the payment and billing details you enter on its checkout page |
We also share information with professional advisers; when the law requires it or it is reasonably necessary to protect rights, safety, or the Website; when you direct us to; or as part of a merger or other business transaction, subject to safeguards and any required notice.
We do not sell personal information, and we do not share it for cross-context behavioral advertising.
6. How long we keep it
We keep information for as long as reasonably necessary for the purpose we collected it: answering your request, maintaining your account, documenting transactions and returns, protecting against abuse and fraud, meeting record-keeping obligations, and establishing or defending legal claims. We weigh the nature and sensitivity of the information, our relationship with you, legal requirements, and open disputes. Backups are deleted on their own cycle, so deleted information can persist in backups for a limited time.
Analytics records are deleted once they are 365 days old (checked daily), and right away, together with their purchase links, if you choose “Essential only” after accepting.
For email, we keep a log of who each message went to, its subject, and whether it was delivered. We keep the content of a message only until our email provider accepts it; if a message fails to send, we keep its content so staff can resend it.
7. Security
We protect information with measures appropriate to its sensitivity, including encrypted connections (HTTPS), passwords stored only as salted one-way hashes, sign-in tokens stored in hashed form, encryption of tax IDs, limits on repeated sign-in and form attempts, and multi-factor authentication for staff access. No website or transmission is completely secure, and we cannot promise that unauthorized access will never occur. This does not reduce any legal obligation we have to maintain safeguards or give breach notices.
Keep your password private. If you think your account has been compromised, contact clozboxhq@gmail.com, and do not include passwords or customer files in your message.
8. Your choices and rights
In your account you can update your name, your marketing preference, and your dealership profile, and cancel future Care renewals. You can accept or turn off analytics at any time with the “Cookie choices” button. To ask for a copy of your information, a correction, or deletion, or to ask how we handle it, contact clozboxhq@gmail.com. Depending on where you are and the laws that apply to us, you may also have rights to a portable copy, to object to or restrict some processing, to withdraw consent, to appeal our decision, or to complain to a regulator.
We will confirm your identity in a way that doesn’t require more information than necessary and respond within the time the law requires. We may keep some records where the law requires or permits, for example records of an order or return; if we can’t fully meet a request, we will tell you why and how to appeal where that applies. We will not discriminate against you for exercising your rights.
9. Where information is processed
Our business operates from the United States. Our hosting and database providers process information in the United States. If we serve users outside the United States, we will provide the legally required information and safeguards for international transfers.
10. Children, hardware returns, and other websites
The Website is meant for adult business users, not children. We do not knowingly collect personal information from children under 13. If you believe a child has given us information, contact us and we will investigate and take appropriate action.
Hardware returns. A returned ClozBox appliance may contain encrypted dealership records. We handle returned units under the return authorization and any data-handling instructions agreed for that return.
Other websites we link to have their own privacy practices, which this Policy does not cover.
11. Changes and contact
What changed in version 1.1: guest checkout and purchase details, card brand and last four digits, appliance and Care records, software update downloads, the referral program, optional birthday messages for subscribed customers with an unsubscribe link, optional website analytics with a choice of “Accept” or “Essential only”, order update emails, and new cookies.
When we change this Policy, we update its effective date and version, and we give additional notice or ask for consent when the law requires it. We will not use previously collected information in a materially new way without the notice or consent the law requires.
Questions or requests: clozboxhq@gmail.com, or write to Trailerdispatch LLC, 77 Sands St, Brooklyn, NY 11201. Include enough to identify your request, but do not send sensitive documents unless we ask for them through a secure process.