1. Who processes the data
Ravi Systems LTDA, CNPJ 43.711.039/0001-20, develops and operates CarOffice. It has two different roles, depending on the data:
- Controller of the dealership's and its users' sign up data, of dashboard usage data and of contacts received through the website: Ravi Systems decides how this data is used.
- Processor of the data the dealership records about its own customers, consignors and vehicles: the controller is the dealership, and Ravi Systems processes that data only to provide the service, following the dealership's instructions.
If you are a customer of a dealership that uses CarOffice, the dealership is responsible for your data. Requests about it should be made to the dealership, and Ravi Systems helps the dealership respond.
2. Data protection officer and contact
The Ravi Systems data protection officer can be reached by email at contato@ravisystems.com.br.
Use this channel for questions about this policy, to exercise your rights and to report any suspected personal data incident.
3. Data we collect
We collect only what CarOffice needs to work:
- Dealership sign up: dealership name, CNPJ or CPF, city and state.
- User sign up: name, email, phone and password, stored only in an encrypted form that cannot be recovered.
- Dashboard usage: access records, such as date, time and IP address, and the audit trail of actions taken by each user.
- Billing: plan, billing cycle, payment status and the data needed to issue payment booklets or bank slips.
- Website contact: name, email, phone, dealership and the message you send.
4. Data of the dealership's customers
The dealership records in CarOffice data about its customers and consignors, such as name, ID document, contact details, address and consents, as well as vehicle data. For this data, Ravi Systems acts as processor: it does not use the information for its own purposes, does not sell it and does not share it beyond what the service requires.
ID documents, phone numbers and emails appear masked by default in the dashboard, and every access is recorded in the dealership's audit log.
5. What we use the data for
- creating and maintaining the dealership's and users' accounts, including email confirmation and two-step verification;
- providing the contracted service and carrying out what the dealership requests in the dashboard;
- billing the subscription and keeping the financial history;
- providing support, sending account notices and answering contacts;
- protecting the service, preventing fraud and investigating improper access;
- complying with legal obligations and responding to requests from authorities as provided by law.
6. Legal bases
Each use has a basis provided in the LGPD:
- Performance of a contract and preliminary steps: sign up, service delivery, support and billing.
- Compliance with a legal obligation: keeping access records under the Brazilian Internet Civil Framework (Marco Civil da Internet) and billing documents.
- Legitimate interest: service security, fraud prevention and product improvement, always respecting your rights.
- Regular exercise of rights: defense in proceedings and complaints.
- Consent, when specifically requested, which can be withdrawn at any time.
7. Who we share data with
Data is not sold. It is shared only with those who take part in the service, and only what is necessary:
- Ravi Systems financial center, which records the subscription and issues the charges.
- Efí, the payment institution that issues and settles payment booklets and bank slips.
- Ravisign, the Ravi Systems digital signature service, when the dealership sends a contract for signature.
- ChatISP, the Ravi Systems customer service system, when the dealership turns on the WhatsApp integration.
- Authorized RENAVE integrator, contracted by the dealership, when a vehicle operation is sent.
- Ravi Systems artificial intelligence gateway, which takes to the language model only the excerpt the copilot needs to answer.
Data is kept on Ravi Systems' own servers in Brazil. When any of these services processes data outside the country, the transfer only happens with the safeguards required by the LGPD. We may also provide data to authorities when there is a legal order.
8. How long we keep data
- Account data and the dealership's customer data: while the account is active and for another 30 days after it is closed, so the dealership can export it. Then it is deleted.
- Access records: for the period set by the Brazilian Internet Civil Framework, of at least six months.
- Billing data: for the period required by tax and accounting law.
- Website contacts: until the request is handled or until you ask for deletion.
9. Your rights
Under the LGPD, you can request:
- confirmation that we process your data and access to it;
- correction of incomplete, inaccurate or outdated data;
- anonymization, blocking or deletion of unnecessary data or data processed in breach of the law;
- portability of the data to another provider;
- information about who the data was shared with;
- withdrawal of consent, when consent is the basis for processing;
- review of decisions made solely by automated processing.
To exercise any of them, write to contato@ravisystems.com.br. We may ask for identity confirmation before responding. If the request is about data a dealership recorded, we forward it to the dealership, which is the controller. You can also file a complaint with Brazil's National Data Protection Authority (ANPD).
10. Security
Data is protected by technical and administrative measures, described on the security page. Among them:
- isolation between dealerships: one dealership never sees another's data;
- role-based permissions, two-step verification and an audit log that cannot be erased;
- encrypted connections and documents stored encrypted;
- regular backups and server access restricted to the authorized team.
12. Changes to this policy
This policy may be updated. Relevant changes are announced in the dashboard and by email 30 days in advance, and the effective date appears at the top of this page.
Ravi Systems LTDA, CNPJ 43.711.039/0001-20. Questions: contato@ravisystems.com.br.