Service Flex Advisor Terms of Service

Effective: September 26, 2025

This policy explains how Reynolds and Reynolds (Canada) Limited (“we”, “our”, or “us”) collect, use, and share information from Service Flex users (“you”). Service Flex (“Application”) is intended only for the use of dealership employees in conjunction with Reynolds Retail Management System and its use is subject to the terms of the agreements between your dealership employer and Reynolds. Our application may link to websites, services, or applications from other companies or organizations. We are not responsible for their privacy practices of those other parties. Also, we are not responsible for the content or operation of their websites, services, or applications.

How We Collect Personal Information

We may use cookies and APIs to collect personal information from the application.

Anonymous Information

We collect information about your device in order to control device connection to the Reynolds Dealership Management System (DMS) and to allow the Application to function properly. This information may include: :

Running Application version
Device name
Screen size
Screen pixel resolution
Device orientation
Web browser user agent information (browser manufacturer, version, etc.)
Device maximum touch points
Supported MIME types
Browser plug-ins
Battery information
Location
IP Address

Cookies

We use cookies and similar technologies to record information about you when you are visiting our sites. Cookies are text files placed on your device. They collect standard log information and visitor behavior. We use this information to respond to improve your experience on the site, to respond to you when you contact us, and to provide the products or services you request. We also use cookies to help track traffic and improve our applications and services.

User-Provided

We collect the data you enter into the Application to support it and other Reynolds applications. Additionally, users may add or modify customer personal information through our application to allow smooth functionality with other Reynolds applications.

What We Collect

We may collect the following personal information:

Information You Provide to Us

Contact information (such as name, address, email address, phone number, contact preferences, and customer information).
Billing information.
Employment information.
User account information.

Information We Collect Automatically

Device information (such as IP address, operating system, browser, and other information about your system and connection).
Product usage and performance data.
From what countries or Internet Service Provider [ISP] domains visitors access our application.

What We Do With Personal Information

We use the information collected for the following purposes:

To support processes and products in accordance with dealership’s agreement with Reynolds
To provide technical support
To assist with our internal research and development of the Application

We may disclose your personal information if we believe disclosure is reasonably necessary to comply with any applicable law, legal process, or government request; to investigate or bring legal action against someone who may be violating our rights, our terms and conditions, or the rights of others; or to protect the safety and security of us, our users, or the public.

We may share information collected through the Application with third parties in accordance with the dealership’s contract with Reynolds. This might include other users of the Reynolds DMS and other Reynolds products at the dealership in accordance with the functions of the DMS, and as licensed by the dealership. This might also include dealership service customers, third parties who participate in the Reynolds Certified Interface program, automobile manufacturers and distributors, and Reynolds-affiliated companies.

We may share personal information with a third party if we are involved in a merger, acquisition, or sale of all or a portion of our stock or assets. If this occurs, you will be notified of any change to this privacy policy as well as any choices you may have regarding your personal information.

We may share personal information with a third party if we are involved in a merger, acquisition, or sale of all or a portion of our stock or assets. If this occurs, you will be notified of any change to this privacy policy, as well as any choices you may have regarding your personal information.

We do not disclose personal information of customers to third parties for the third parties’ direct marketing purposes We do not disclose to third parties’ personal information of customers that we collect the Application for the third parties’ direct marketing purposes.

We bear no responsibility for the actions undertaken by third parties in their utilization of personal information shared.

Do Not Track Signals

Except as expressly described herein or required by applicable law, we do not honor “do not track” signals.

Data Integrity

We will use Personal Information only in ways that align with the purposes for which it was originally collected, or if applicable, as ways it was later authorized by the individual.

Data Security

In accordance with applicable law, we take measures, including the relevant training of our personnel, to prevent unauthorized access to and to maintain security of information collected. We use the personal information collected only for the purposes disclosed above and keep the information only for as long as it is necessary for these purposes. Personal information that is no longer necessary for the purposes described above will be destroyed or anonymized in accordance with applicable law.

Notice if Personal Information Is Compromised

We will notify you if we learn that your personal information is compromised.

Minors

We do not knowingly collect any personal information from anyone under the age of 14.

Contact Information

Email us at privacy@reyrey.com or contact:

Will Farley, Privacy Officer
Reynolds and Reynolds
One Reynolds Way
Dayton, OH 45430

Your Privacy Rights

As a consumer, subject to applicable laws ruling your jurisdiction, you have certain rights. These may include:

Right to Know: Upon receipt of a verifiable written request (where we will verify your ID) , and within periods set by applicable law, we will provide you with information regarding the personally identifiable information we gathered about you over the past 12 months from the date of receipt of such request, the types of sources from which we obtain the information, the purposes for which the information is gathered, and the types of third parties with which we share or to whom (if any) we sell the information, unless a request is impossible or involves disproportionate effort. In the event that the latter applies we will provide you with the reasons why such request cannot be processed. We may also deny your request in accordance with “Denying Request and Non-Disclosable Information”” section below.

Right of Access and Portability: Upon receipt of a verifiable request, and within the periods set by applicable law, we will grant you with reasonable access to the personally identifiable information that we hold about you, provided that you establish, to our reasonable satisfaction, that you are the person, or you represent the person, who the personal information relates to. You also may have the right to receive your personal information in a form and format for the purpose of transmitting that information to another entity.

Right of Correction: We will take reasonable steps to permit you to correct, update or amend personally identifiable information that is demonstrated to be inaccurate or incomplete. In addition to any other terms set out in this Policy, a request to correct may be denied if your request to correct the same alleged inaccuracy has been denied by us within the past 6 months from the receipt date.

Right of Deletion: Upon receipt of a verifiable request or when required or otherwise appropriate, we will delete personally identifiable information we have gathered about you, except to the extent applicable law permits or requires us to maintain that information for a longer period. We will inform you once the request has been completed or if we cannot comply with your request for a specific reason.

Sale/ Sharing of Personal Information: We do not sell your personally identifiable information to third parties for monetary consideration as the term “sale” is defined in applicable law. We may, however, in accordance will applicable law, share personally identifiable information in the course of our business when we instruct a service provider to act on behalf of us for the purpose of providing the goods and the services or share information gathered by cookies and similar tools with third parties for marketing purposes, including analytics.

Right to Opt Out of Certain Processing: Upon receipt of a verifiable request or when required or otherwise appropriate, you may have the right to opt out of the processing of your personal information for the purpose of targeted advertising or for profiling in furtherance of decisions that produce legal or similar effects.

Right to Limit the Use and Disclosure of Sensitive Personal Information: If you would like to exercise the right to limit our use or disclosure of Sensitive Personal Information, please access the link “Disclosure of Sensitive Personal Information | Reynolds and Reynolds or contact us at privacy@reyrey.com. As used in this policy, Sensitive Personal Information means and includes information that reveals:

A person’s account log-in, financial account, debit card, or credit card number in combination with any required security or access code, password, or credentials allowing access to an account.
A person’s precise geolocation. Your use of the Application activates the function that allows identification of your geolocation.

Denying A Request and Non-Disclosable Information

Upon request or when required or otherwise appropriate, and within periods (if any) set by applicable law, we will endeavor to grant individuals reasonable access to the personal information that we hold about them. To guard against fraudulent requests to know, to delete to correct and to access, we will require sufficient information to allow us to confirm the identity of the individual making the request before granting access, giving details about the personal information in scope, correcting or deleting the information. Such access may be denied in whole or in part by us where the denial is permitted by applicable law. Every request from an individual will be assessed on a case-by-case basis. In the event a request is denied, we will notify the individual regarding the reasons for denial in writing. Consistent with how your personal information is maintained in the ordinary course of our business, we will provide the information in an understandable form. We may impose a reasonable charge when a request is made (e.g., for photocopying or postage) to the extent permitted under applicable law. We will not be able to disclose to you or any other individual authorized to act on your behalf, the information listed below, however, we would be able to inform you with sufficient detail that we collect certain types of information about you.

Non-Disclosable Personal Information:

A person’s account passwords
A person’s security questions and answers

Non-Discrimination

We will not discriminate against consumers who exercise their rights under applicable data protection laws. Unless permitted by the applicable law depending on the jurisdiction or other applicable laws, we will not:

Deny you goods or services
Charge you different prices or rates for goods or services, including through granting discounts or other benefits, or imposing penalties
Provide you a different level or quality of goods or services
Suggest that you may receive a different price or rate for goods or services or a different level or quality of goods or services

Changes to this policy

We will post any change to this policy on this page.