General statement
The repair-order and AMP practices described below concern dealership data used for warranty reimbursement services. Website contact, estimate, calculator, and newsletter requests are handled separately: submissions are saved in a server-side lead record and may be delivered through our email provider or configured integrations. The repair-order deletion periods below do not describe automatic deletion of website inquiries. See our Privacy Policy for website processing details.
Do not send repair-order files or customer records through the public inquiry forms. Coordinate the appropriate access or document-sharing method directly with our team.
The data required to prepare Warranty Labor Rates and Warranty Part Mark-Up factors are limited to the information contained in the body of the repair order(s). Information Included on Repair Orders: (1) Customer Names, and other customer information included in the repair order header. (2) Employee Names and/or ID numbers included in the header and the body of the repair order. (3) Payment types included in the header and the body of the repair order. ALL data acquired is used only for the purposes of preparing and submitting requests for warranty increases to the manufacturer(s) and to provide the dealer/client with the increases allowed by the manufacturer and state laws. Data is not shared with any other entities outside of these specific purposes of the warranty submission process.
FP Inc. places a high value on your privacy and the expectation that any information collected by FP Inc. remains confidential and is made available only to individuals, who have a legitimate right to know. FP Inc. recognizes that all employees have an ethical and legal obligation to keep your information confidential and to protect and safeguard this information against unauthorized use.
Data acquisition
The method of acquisition of the data required to prepare Warranty Labor Rates and Warranty Part Mark-Up factors varies by specific Dealer Management Systems or DMS. Fixed Performance Inc. has been certified by CDK, and DealerTrack and we have direct access to only the required data streams through API connections. For other DMS we use third party vendors to acquire data. The secure third-party vendors we use are: (1) Motive Retail, (2) Dealer Vault. For Reynolds & Reynolds we utilize DMS system reporting without integration, using the dealership(s) personnel to acquire and transfer the RO data directly to our data staff. For other smaller market DMS systems, we have worked directly with DMS engineers to transfer data via ftp.
FP Inc. is the sole owner of the information collected and will not sell, trade, or give any confidential information to a third party without express permission. FP Inc. will use the gathered information to respond to you regarding the reason you contacted FP Inc. or display/deliver materials, such as emails and content.
Data storage, access and term of storage
The acquired data and the application platform known as AMP required to prepare Warranty Labor Rates and Warranty Part Mark-Up factors are hosted with Amazon Web Services (AWS). Copies of repair order accounting copies are stored on Secured Cloud services.
Access
Only authorized Fixed Performance Inc. users can access the AMP application and during the final audit users can access virtual copies of the RO accounting copies. User privilege control is monitored and granted through administrative functions within AMP and Microsoft Cloud services and controlled solely by admin personnel at Fixed Performance Inc. Users do not have access to the data base and the data base is not accessible by any external means or other applications and resides behind a firewall provided by AWS.
Length of usage
In all cases, unless otherwise instructed by the dealer/client, data for AMP and the time frame for collecting data is based on the results of the potential submission(s), live data feeds are turned off at time of submission approval or as allowed by DMS for termination dates. Some DMS system will close the feeds 1 or 2 week after the request is received by the DMS. Fixed Performance Inc. stops our application data requests at time the dealer notifies Fixed Performance Inc. of approval by the manufacturer.
Length of storage
In all cases, unless otherwise instructed by the dealer/client, data storage is limited to retention of submission documents, including Dealer Letters, Submission Forms, Submission and Approval dates, other communications between Fixed Performance Inc. and dealer/client. ALL other data is deleted with-in 60 to 90 days. Data may remain in backup storage for up to 30 days beyond the date of deletion for disaster recovery purposes.
How to contact us
If you have any questions regarding this data security, please contact Fixed Performance Inc. at admin@fixedperformance.com or (419) 616-5124 with a detailed description of your inquiry.