Privacy Policy

Information we collect

When you use this website or submit an appraisal request, we may collect personal contact information, vehicle information, purchase details, condition notes, photos, and other supporting information you choose to provide.

We collect only the information reasonably required to provide, support, and protect the service. Separately, a government body may require you to submit other materials — such as identification or proof of payment — directly to them as part of a registration or refund process. Those are requirements of that process, not information Underbook Appraisals asks you to give us in order to complete an appraisal.

Customer contact information

This may include your name, email address, phone number, mailing address, and other details needed to communicate with you or complete appraisal documents.

Vehicle information

Vehicle information may include the VIN, year, make, model, trim, mileage, purchase price, purchase date, condition details, damage notes, mechanical concerns, and photos of the vehicle.

How we use information

We use submitted information to review whether an appraisal may be worthwhile, communicate with you, request additional details if needed, process payment, prepare appraisal documents, and maintain business records.

Automated and AI-assisted processing

Underbook Appraisals uses software and service providers to operate the service. This may include automated or AI-assisted tools used to organize and analyze submitted information, identify inconsistencies, prepare or test appraisal analysis, support quality control, and assist with decisions.

The specific internal workflow may vary depending on the request. Underbook Appraisals remains responsible for the service and every completed appraisal.

If personal information used in an appraisal is inaccurate, or you believe an outcome should be reconsidered because material information was incorrect, contact us and we will review it.

Payments

Payment processing may be handled by a third-party payment provider. Underbook Appraisals does not need to store full credit card numbers on this website.

File storage

Photos, appraisal documents, and supporting files may be stored securely using third-party service providers used to operate this website and deliver the appraisal service. Embedded image metadata that is not needed for the appraisal — such as camera location tags — is removed from vehicle photos during upload processing.

Sharing information

We do not sell customer information. Information may be shared only as needed to operate the service, process payment, prepare or deliver appraisal documents, comply with legal obligations, or respond to a customer request.

The privacy law that applies

Underbook Appraisals Ltd. is a British Columbia business, and personal information it handles is subject to British Columbia’s Personal Information Protection Act. Canada’s Personal Information Protection and Electronic Documents Act may also apply in the circumstances where federal privacy law governs, including some information that crosses provincial or national borders.

These laws give you rights over your own information, including the right to ask what we hold about you and to ask us to correct it. You can make either request using the contact details on this page.

Service providers and where information is processed

We use third-party service providers to operate and deliver the service. Depending on the request, these may include providers of hosting and infrastructure, database and file storage, payment processing, email and text-message communications, licensed vehicle data, customer review and feedback collection, security and operational tooling, and automated or AI-assisted technology. Providers may process your information only to perform services for us.

Some of these providers may store or process information outside British Columbia or outside Canada. Where that happens, the information may be subject to the laws of the jurisdiction in which it is processed. Underbook Appraisals remains responsible for personal information under its control.

Email communication

By submitting your information, you agree that Underbook Appraisals may contact you about your appraisal request, including review results, payment requests, missing information, and document delivery.

After your appraisal has been delivered, we may also use your email address to send, or to have a third-party review service send, one invitation to give feedback about your experience. That invitation is optional and includes a way to unsubscribe. We do not use your email address for newsletters, promotions, or other marketing.

Phone number and SMS communication

If you provide a mobile phone number and expressly opt in, it may be used to send transactional text message updates about your appraisal request, limited to: a request for additional information if needed, and a notice when your appraisal is ready for payment.

SMS consent is optional. Opting out of SMS updates does not prevent you from using the appraisal service — you may still receive updates by email. Mobile opt-in information and consent are not sold or shared with third parties for their own marketing purposes. Operational vendors that help us deliver our services may process your information only for that purpose.

Data security

We take reasonable steps to protect submitted information. However, no online system can be guaranteed to be completely secure.

Retention

We may retain customer submissions, appraisal records, payment records, and related communications for business, legal, tax, and recordkeeping purposes.

Information is kept only as long as reasonably necessary for those purposes — including providing and supporting the service, meeting business, accounting, and legal obligations, and handling disputes, audits, and security matters — and for any period an applicable rule requires it to be kept. When information is no longer required, it is deleted or de-identified, subject to those lawful and business requirements.

Access, correction, and deletion requests

You may contact us to ask what information we hold about you, to ask that inaccurate information be corrected, or to request that it be deleted. Some information cannot be deleted while we have a legitimate business, legal, or tax obligation to retain it — if that applies to your request, we will explain what can and cannot be done.

Requests are handled by contacting our Privacy Officer using the details below. We do not operate an automated self-serve deletion tool; requests are reviewed and answered directly.

These rights apply to your own personal information. They do not extend to third-party licensed data we hold under licence, or to Underbook Appraisals' internal analysis and methodology, which are not personal information.

Privacy Officer

Privacy questions, and access, correction, or deletion requests, can be sent to our Privacy Officer:

Privacy Officer
Underbook Appraisals Ltd.
admin@underbook.ca