Privacy Policy

1. Scope and controller

This Privacy Policy explains how Sire Systems LLC (“Sire,” “we,” “us,” or “our”) collects, uses, discloses, and protects personal data through siresystems.ai, our project intake, our vehicle-inquiry service, Sire Core, and related communications. Sire Systems LLC is the controller of personal data covered by this Policy. This Policy does not govern a client’s or a dealership’s own products, systems, or communications, which are governed by their own policies once your information reaches them.

2. Personal data we collect

• Contact and identity data: name, email address, telephone number, ZIP code, company, and your communications with us.
• Vehicle inquiry data: the vehicle type, make or model, new or used preference, monthly budget range, purchase timeframe, trade-in status, financing interest, and any notes you choose to add when you ask us to help you find a vehicle.
• Consent evidence: when you tick a consent box, we store the exact wording you were shown, the version of that wording, the date and time you agreed, your IP address, your browser’s user-agent string, and the address of the page you were on. We keep this so we can demonstrate what you actually agreed to.
• Project and commercial data: selected services, business objectives, budget range, timeline, proposals, payment status, and engagement records.
• AI interaction data: prompts and conversation context submitted to Sire Core. Do not submit passwords, government identifiers, payment-card data, health information, or other sensitive data.
• Site activity data: we operate our own first-party measurement rather than a third-party analytics service. It records page views, clicks on calls to action, when a form is started and submitted, the referring website, campaign parameters in the link you arrived on, and whether the device is a phone or a desktop. It uses a random identifier your browser generates and stores for itself. It sets no cookies, sends nothing to any third party, and does not attempt to identify you.
• Technical and security data: approximate network identifiers, browser information, timestamps, security events, and rate-limit records. Rate-limit records store a one-way hash of an IP address rather than the address itself.
• Transaction data: payment confirmation and provider references. Payment card and bank information is collected directly by the payment provider and is not stored by Sire.

The “Hey Sire” wake feature starts only after the visitor enables the microphone. Sire does not record or receive raw microphone audio. Speech recognition may be performed by the visitor’s browser, operating system, or speech-service provider under that provider’s privacy terms.

3. Sources

We collect data directly from you, automatically from your device when you use the Site, from people acting for your organization, and from service providers that support hosting, security, communications, AI, measurement, or payments. We do not purchase consumer contact lists.

4. Why we use data

• Respond to inquiries and design, quote, deliver, support, and improve services.
• Match a vehicle inquiry to a suitable local dealership and follow up with you about it.
• Operate Sire Core and recommend relevant business systems.
• Process transactions and maintain business, tax, security, and dispute records.
• Demonstrate the consent you gave, if a communication is ever questioned.
• Authenticate the owner, prevent spam, fraud, abuse, and security incidents.
• Comply with law, enforce agreements, and protect Sire, clients, and the public.
• Send marketing only where permitted, and honor opt-out requests.

We do not use sensitive personal data to infer characteristics about you. If a new purpose is not reasonably necessary or compatible with the purpose disclosed when data was collected, we will seek consent where required.

5. Vehicle inquiries and how they reach a dealership

If you submit a vehicle inquiry, you are asking us to connect you with a dealership. Here is exactly what happens.

• We match you with one dealership, not several. Your inquiry is provided to a single dealership on an exclusive basis. We do not distribute the same inquiry to multiple stores, and we do not resell it afterwards.
• The dealership receives your name, email address, telephone number, ZIP code, and what you told us you are looking for, so they can respond usefully.
• We receive payment from that dealership for the referral. Because the exchange is for valuable consideration, this is a sale of personal data under Texas law, and we describe it that way rather than using a softer term.
• You can stop it. See section 10 for how to opt out of sale, including before your inquiry is ever passed on.
• Once a dealership has your information, that dealership becomes an independent controller of it and their own privacy policy governs what they do next. We can stop sending; we cannot delete their records for them.

We do not offer, and this service does not involve, credit-report or prescreened-offer audiences. Nothing on our site is an offer of credit or a promise of financing approval.

6. Other disclosure and processors

We may disclose data to hosting and database providers, AI providers, email-delivery providers, payment processors, security vendors, professional advisers, and contractors that need it to perform services for Sire; to authorities or other parties when legally required or necessary to protect rights and safety; or in a merger, financing, acquisition, or sale of business assets. These providers may process data in the United States or other locations under their own terms and contractual obligations.

Apart from the dealership matching described in section 5, we do not sell personal data, and we do not process personal data for targeted advertising or for profiling that produces legal or similarly significant effects.

7. AI data practices

When the OpenAI-powered mode is active, relevant prompts and limited conversation context are transmitted through Sire’s server to OpenAI to generate a response. The API key remains server-side. Sire requests that responses not be stored for application state, but providers may process limited data for security, abuse prevention, and service operations under their applicable terms. AI responses can be incomplete or incorrect and should not be treated as legal, financial, lending, tax, or other professional advice.

8. Retention

We retain inquiry and engagement records while evaluating or providing services and generally for up to three years after the last substantive interaction, unless a longer period is required for contracts, taxes, disputes, fraud prevention, or law.

Consent evidence is kept longer. Because a claim about an unwanted communication can be brought years after the fact, we retain the consent record for a vehicle inquiry — the wording, timestamp, IP address, user-agent, and page — for at least five years after your last interaction, and for as long as any related dispute remains open. We keep it even if you later opt out, because it is the record of what you agreed to at the time. Opting out stops the contact; it does not erase the evidence that consent was given.

Opt-out and suppression records are retained indefinitely, because the only reliable way to keep honoring a “do not contact me” request is to remember it. Site activity records are retained for shorter analytical periods. Security and rate-limit records are retained for short operational periods. Owner sessions expire automatically. We delete or de-identify data when it is no longer reasonably necessary, subject to backups and legal obligations.

9. Security

We use reasonable administrative, technical, and physical safeguards appropriate to the nature and volume of data, including encrypted transport, restricted administrative access, server-side secrets, password hashing, session controls, validation, bot traps, and rate limiting. No system is completely secure. If a qualifying breach occurs, we will provide notices required by applicable Texas and federal law.

10. Your choices and Texas privacy rights

Subject to the Texas Data Privacy and Security Act and its exceptions, Texas consumers may request to: confirm whether we process their personal data and access it; correct inaccuracies; delete personal data provided by or obtained about them; obtain a portable copy; and opt out of the sale of personal data, targeted advertising, or certain profiling.

To opt out of sale — that is, to tell us not to pass your inquiry to a dealership — do any of the following:

• Email Paul@siresystems.ai with the subject “Do Not Sell My Personal Data.”
• Call 832-340-1540.
• Reply STOP to any text message from us.
• Use a browser or extension that sends the Global Privacy Control signal. We detect it automatically when you submit an inquiry. When it is present we record your inquiry and may still help you ourselves, but the inquiry is blocked from being sold or passed to any dealership — our system refuses that action rather than relying on someone to remember.

We honor opt-out and revocation requests across every channel — phone, text, and email — and within ten business days at the latest. An opt-out we record is retained so that it keeps applying if you contact us again later.

For other rights, send a request to Paul@siresystems.ai with the subject “Texas Privacy Request.” Describe the right you want to exercise and the email associated with your data. We may request proportionate verification. If we deny a request, you may appeal by replying with “Privacy Appeal,” and we will respond in writing within the period the law allows. We will not discriminate against you for exercising a privacy right. An authorized agent may submit an opt-out request where permitted, but we may require proof of authority.

You may also contact the Texas Attorney General’s Consumer Protection Division.

11. Cookies and global privacy signals

The Site uses only essential technologies needed for security and owner authentication, plus the first-party measurement described in section 2, which stores a random identifier in your browser rather than setting a cookie. We do not use advertising cookies and we do not share site activity data with any third party.

We recognize the Global Privacy Control signal as a valid opt-out of the sale of personal data, as described in section 10. Because we do not conduct targeted advertising, no further processing changes when the signal is present.

12. Children

Our services are intended for adults age 18 or older and are not directed to children. Do not submit a vehicle inquiry if you are under 18. We do not knowingly collect personal data from a child under 13. Contact us if you believe a child submitted data so we can investigate and delete it as appropriate.

13. Communications choices

If you give consent on a form, it covers only the channels and purposes selected on that form, and it is not a condition of any purchase. Service-related replies may be sent in response to your request. Any commercial email must identify the sender accurately and provide a working opt-out method. You may opt out at any time by replying STOP to a text, using the unsubscribe link in an email, or contacting us directly, and we will honor it across all channels.

Sire Systems business text updates

Our optional business texting program covers requested inquiries, proposals, appointments, projects, and support. Message frequency varies. Message and data rates may apply. Consent is not a condition of purchase. Reply STOP to opt out or HELP for help. You can also contact paul@siresystems.ai or (832) 895-7996.

Mobile numbers and SMS opt-in data collected for this program are not sold or shared with third parties or affiliates for their marketing or promotional purposes, including dealership marketing. Providers that deliver or support our texting service may process this information for that purpose. We record the consent wording and version, timestamp, submitted name and number, page address, network address when available, and browser user-agent to document the signup. A previous opt-out is not removed by resubmitting the signup form.

Manage your text signup · SMS Terms

14. Updates and contact

We may update this Policy as services or law change. Material changes will be posted here with a revised effective date and additional notice where required. Privacy questions and requests may be sent to Paul@siresystems.ai or 832-340-1540. Sire Systems LLC is based in League City, Texas.