How we handle your information
For customers using a READY HUB Customer Portal · Last updated August 24, 2026
This page explains what happens to the information you enter or upload in your Customer Portal, and what you can do about it. Short version: it goes to your dealership so they can finish your delivery, and nobody else sees it unless you choose something that involves another company.
Who's involved
Your dealership is who you bought the vehicle from. The information is theirs. They decide what's collected and what happens to it afterwards.
Dealer by Design Inc. makes READY HUB, the software behind this portal. We run it for your dealership and hold the information on their instructions. We don't use it for our own purposes, with two exceptions: keeping the service running and secure, and the optional insurance quote below, which we're paid for and answer for ourselves.
Ask either of us about your information. Your dealership can usually answer faster, because the record is theirs, but we'll answer directly for anything we hold — we won't send you away.
What we collect
Only what you provide, plus what your dealership already had:
- Documents you upload — usually a driver's licence, a void cheque and proof of insurance. Whatever your dealership asks for.
- Insurance details you type in: provider, policy number and coverage dates.
- Checklist answers and your response to your pickup appointment.
- Contact details already on your deal: your name, phone number and email.
- Basic technical information: when you opened the page, and whether the texts and emails we sent reached you.
We don't ask for payment card details, and the portal never takes payment.
Why
To complete your vehicle delivery — confirming what's outstanding, letting your dealership check your coverage before you collect the vehicle, and arranging your pickup. That's the only reason we collect it.
No decision about you or your delivery is made automatically by the portal. A person at your dealership makes those calls.
Who sees it
- Staff at your dealership working on your delivery.
- Dealer by Design, to run the portal and support your dealership.
- The companies that run READY HUB for us: Amazon Web Services (hosting and document storage), Auth0 (checking your one-time code), Twilio (text messages), SendGrid (email) and Sentry (error monitoring). Each one handles only what its job needs, on our instructions, and none of them may use your information for anything else.
- YouSet, only if you ask for an insurance quote. The details you enter go to YouSet, an insurance brokerage licensed in Ontario and Quebec. That's a real handover, not a service we run for you: YouSet uses the information for its own purposes under its own privacy policy, and tells us whether you bought a policy. YouSet pays us and your dealership a referral fee, and you'll see the amounts before you decide. We're not an insurance broker and we don't give insurance advice. Getting a quote is optional, your premium is the same either way, and skipping it changes nothing about your delivery.
We don't sell your information and we don't share it for advertising. No parent, subsidiary or affiliated company of ours receives it.
Where it's stored
On servers in the United States — Ohio — run by Amazon Web Services. The other companies above handle it in the United States too.
While your information is in the United States, US courts, law enforcement and national security authorities can require access to it under US law, and no contract we sign can override that. This is how the service works for everyone; there isn't a Canadian-storage option to choose. Our privacy contact, named at the bottom of this page, can answer questions about it.
How long we keep it
The honest answer, which isn't the flattering one: longer than it should be, and we're fixing it.
READY HUB doesn't delete documents automatically yet. What you upload and what you type stays until someone removes it — which today means indefinitely, unless you or your dealership ask us to remove it. The record of texts and emails we sent you deletes itself after one year.
Your dealership keeps its own copy of your paperwork, because dealers have record-keeping obligations for the sale. That's a separate record on its own timeline — ask them about it.
Until automatic deletion is built, this stands: once your delivery is complete, ask us or your dealership to delete your documents and we will. The only reason we'd hold on is if we're required to — for example, while a request or complaint about that information is still open.
Keeping it safe
Your portal link works only for your delivery. Before you can submit anything you confirm it's you with a one-time code sent to your phone or email, and that confirmation lasts 24 hours before you're asked for a fresh one.
Your information travels over an encrypted connection and is stored encrypted. Access is limited to people who need it, everyone who handles it is under a confidentiality obligation, and document access is logged.
We'll never text or email you asking for a payment. If you get a message like that claiming to be from us or your dealership, don't act on it — call your dealership directly.
If something goes wrong
If your information is lost, or someone gets to it who shouldn't have, we tell your dealership immediately.
If there's a real risk of serious harm to you — identity theft or fraud, for example — you will be told: what happened, when, what information was involved, what's been done about it, what you can do to protect yourself, and who to contact. Breaches at that level are also reported to the Office of the Privacy Commissioner of Canada. Usually the notice comes from your dealership, because the record is theirs; if the problem is on our side, we'll make sure it reaches you.
We keep a record of every incident, however small, and give it to the Commissioner on request.
Your choices
You can skip the portal. Everything in it can be done by phone, email or in person with your dealership. It's there to save you a trip.
You can change your mind. Tell us or your dealership to stop using the portal for your delivery and we'll finish it another way. Some things can't be pulled back — a document already delivered to your dealership is their record now.
Seeing what we hold
Write to our privacy contact, below, and say what you're looking for. If you're not sure how to put the request together, ask — helping you with that is part of the job.
We'll confirm it's you before handing anything over, and use what you send for that and nothing else. You'll get an answer within 30 days. If we need longer, we'll write and tell you why, and you can complain to the Privacy Commissioner about the delay. There's no charge; if a request would cost something to fill, we'll tell you the cost first and you decide whether to go ahead.
You'll get a copy of what we hold, what it was used for, and who it was shared with. If we can't give you something, we'll say so in writing, explain why, and tell you how to challenge that. If something has already been deleted, we'll tell you that too. Need it in braille, large print or another accessible format? Ask and we'll arrange it.
Correcting or deleting it
Tell us what's wrong and we'll fix it — correcting, adding or removing information as needed — and pass the correction to your dealership and anyone else we sent it to. If we don't agree with a change you've asked for, we'll record your disagreement alongside the information and pass that on too.
You can also ask for a copy of what you gave us in a common electronic format.
Complaints
Start with our privacy contact, or with your dealership if the issue is theirs. We investigate every complaint we receive and aim to answer within 30 days.
If you're not satisfied, the Office of the Privacy Commissioner of Canada takes complaints — priv.gc.ca, 1-800-282-1376. In Quebec, Alberta and British Columbia, the provincial privacy commissioner may also take a complaint about your dealership's handling of your information.
Contact
Privacy Officer, Dealer by Design Inc.
1924 Sawmill Road, Conestogo, Ontario, N0B 1N0
That's the person accountable for what's on this page. Write with any question, request or complaint about your information. Want this page on paper? Ask and we'll mail it.
For anything about your purchase or your delivery itself, your dealership is the faster route.
If we change this page in a way that affects you, we'll tell you in the portal before you next use it and keep the previous version available. Last updated August 24, 2026.
Looking for the privacy policy for readyhub.ca or for dealerships using READY HUB? That's here.