1. Who we are
Ortus Auto AI is a business-to-business automotive sales operating system owned and operated by La Perouse Holdings Limited, a company incorporated in Hong Kong ("La Perouse", "we", "us", or "our").
Business customers create isolated company workspaces and authorize their personnel to use the service. For account, billing, security, and direct support information, La Perouse acts as the data controller. For customer records and communications uploaded or connected by a business customer, the business customer generally determines the purposes of processing and La Perouse generally acts as its service provider or data processor.
2. Data we process
- Account and workspace data: name, work email, telephone number, organization, role, permissions, language, timezone, authentication and invitation records.
- Customer and lead data: names, telephone and WhatsApp numbers, email addresses, country, language, company, vehicle interests, budget, purchase timing, sales stage, notes and assigned salesperson.
- Communications: WhatsApp messages, emails, conversation history, attachments, templates, delivery status and related channel metadata.
- Commercial and operational data: vehicles, inventory, prices, promotions, finance-plan information, appointments, quotations, suppliers and follow-up tasks.
- AI processing data: prompts, relevant conversation context, retrieved knowledge, generated drafts, classifications, recommendations, evaluations and human feedback.
- Technical and security data: IP address, browser and device information, timestamps, session records, audit logs, webhook events, error records and service usage information.
3. Where data comes from
We receive data from authorized users and their organizations; from connected services such as WhatsApp, Chatwoot and email providers; from customers who contact a connected business; and automatically through use of the service. A business customer is responsible for having an appropriate legal basis and providing any required notice before it sends personal data to Ortus Auto AI.
4. How and why we use data
- Provide, secure, maintain and support company workspaces and connected communication channels.
- Synchronize conversations, organize leads, maintain customer context and support sales workflows.
- Generate AI-assisted classifications, summaries, recommendations and reply drafts for review or authorized automation.
- Verify inventory, pricing, appointments and other business facts before they are used in customer communications.
- Monitor performance, prevent abuse, diagnose failures, maintain auditability and improve service reliability.
- Comply with legal obligations, enforce agreements and protect users, customers, La Perouse and third parties.
Where applicable, we rely on performance of a contract, legitimate interests, consent, and compliance with legal obligations. We do not sell personal data. We do not use a business customer's private conversation data to train a generally available model unless the customer has expressly authorized that use in writing.
5. AI-assisted processing
Ortus Auto AI may send limited, relevant data to the AI provider configured for a workspace to produce sales assistance. AI output can be incomplete or incorrect and is subject to configured review, approval and safety controls. Business customers remain responsible for decisions, offers and communications made using the service. Sensitive information should not be entered unless necessary and lawfully permitted.
6. Service providers and disclosures
We disclose data only as needed to operate the service, including to:
- hosting, database, storage, security, monitoring and backup providers;
- configured AI model providers;
- communication and integration providers, including Meta/WhatsApp, Chatwoot and email providers;
- professional advisers, auditors and authorities where legally required; and
- a successor in a merger, financing, restructuring or sale, subject to appropriate safeguards.
Third-party services also process data under their own terms and privacy policies. We require service providers acting for us to process personal data only for authorized purposes and with appropriate safeguards.
7. International transfers
Ortus Auto AI and its service providers may process data in countries other than the country where it was collected. Where required, we use contractual and organizational safeguards intended to provide an appropriate level of protection for international transfers.
8. Retention
We retain personal data only for as long as necessary to provide the service, maintain security and audit records, meet contractual commitments, resolve disputes and comply with law. Workspace data is retained for the duration of the customer relationship and any agreed transition period. Retention may vary by data type and workspace configuration. When data is no longer required, it is deleted or anonymized; residual copies may remain in restricted backups until those backups are securely overwritten in the ordinary cycle.
9. Security
We use tenant isolation, role-based access controls, encrypted network transport, authentication controls, audit logging, backups and operational monitoring designed to protect data. No system is completely secure, and authorized users must protect their credentials and promptly report suspected unauthorized access.
10. Your rights and choices
Depending on applicable law, a person may request access, correction, deletion, restriction, objection, portability or withdrawal of consent. If your data was provided by one of our business customers, contact that business first; we will support it in responding. You may also contact us directly. We may verify identity and authority before acting.
11. Cookies and local storage
The service uses strictly necessary browser storage and similar technologies for authentication, security, language preferences and session continuity. We do not currently use the public legal pages for behavioral advertising.
12. Children
Ortus Auto AI is a business service and is not directed to children. We do not knowingly collect personal data directly from children. Contact us if you believe a child has provided data to the service without proper authorization.
13. Changes to this policy
We may update this policy to reflect changes in the service, law or our processing practices. The current version and effective date will remain available on this page. Material changes may also be communicated to business customers.
14. Contact
Privacy questions and requests may be sent to contact@ortusauto.com. Please identify the relevant organization or workspace and do not send passwords or unnecessary sensitive data. Data deletion instructions are available on our Data Deletion page.