Privacy Policy

Introduction

Sames Government Fleet Sales ("we," "our," or "us"), a division of Sames Auto Group, operates the website samesgovfleet.com. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our AI chat assistant, or contact us about fleet vehicles.

Information We Collect

Information You Provide

When you use our contact forms, request a quote, or submit an inquiry, we may collect:

• Entity or agency name
• Contact name
• Email address
• Phone number
• Agency location (city or county), used to route you to the correct regional sales team
• Details about your fleet needs — fleet size, timeline, budget range, vehicle configuration, upfitting requirements, and preferred cooperative contract

Information You Provide to Our Chat Assistant

Our website includes an AI chat assistant ("Scout"). We store the full text of your conversations with Scout, together with any contact details you submit through the chat. See AI Chat Assistant below for how those conversations are processed.

Newsletter Subscriptions

If you subscribe to our fleet newsletter, we collect your email address, name, and optionally your organization. Subscriptions use double opt-in: we send a confirmation email, and you are not added to the list until you confirm. Every newsletter includes an unsubscribe link.

Information Collected Automatically

When you visit our website, we may automatically collect certain information, including:

• Browser type and version
• Operating system
• Pages visited and time spent on pages
• Referring website addresses
• Device type and screen resolution
• Your IP address, which we convert to a one-way cryptographic hash and use solely to enforce rate limits on our chat assistant. We do not store your IP address in readable form and cannot recover it from the hash.

How We Use Your Information

We use the information we collect to:

• Respond to your inquiries about fleet vehicles and services
• Connect you with the appropriate regional sales team
• Provide quotes and vehicle information you request
• Operate and review our AI chat assistant for quality and accuracy
• Send our newsletter, if you have subscribed
• Protect the site against abuse, spam, and automated traffic
• Improve our website and user experience
• Analyze website traffic and usage patterns
• Comply with legal obligations

AI Chat Assistant

Scout, the chat assistant on this site, is powered by Claude, an AI model operated by Anthropic PBC. When you send a message to Scout, the text of your conversation is transmitted to Anthropic's API so that a response can be generated. Anthropic processes these messages as our service provider and, under its commercial API terms, does not use them to train its models.

We store conversation transcripts so that our sales team can follow up accurately and so we can review the assistant's quality. If you submit your contact details through the chat — whether through the inline form or by typing them into the conversation — that information is saved as a sales lead and emailed to the sales team for your region.

Please do not enter sensitive personal information, procurement-confidential material, or anything you would not want retained into the chat. If you would rather not use the assistant, every page also offers a phone number and email address.

Analytics

We use Google Analytics 4 to understand how visitors interact with our website — how often users visit, which pages they view, and which sites referred them. We use this information solely to improve our website. Google Analytics does not receive your name or contact details, and it does not log or store your IP address in its reports.

Cookies and Local Storage

Our website uses cookies and similar technologies. We do not use them for advertising, and we do not sell the data they generate. Specifically:

• Analytics cookies set by Google Analytics, which distinguish one visitor from another so page views can be counted.
• Security cookies set by Google reCAPTCHA Enterprise, which we use to verify that chat requests come from a real browser rather than an automated script.
• Local storage holding a randomly generated chat session identifier, so your conversation with Scout survives a page reload. It contains no personal information and you can clear it through your browser.

Global Privacy Control. If your browser or an extension sends the Global Privacy Control signal, we do not load Google Analytics at all on your visit — no request is made to Google and no analytics cookie is set. You do not need to tell us anything or click through a banner; the signal is honored automatically.

You can also set your browser to refuse all or some cookies, or to alert you when cookies are being sent. You may install the official Google Analytics opt-out browser add-on. If you disable cookies, some parts of the site — including the chat assistant — may not function properly.

Third-Party Services

We rely on the following third-party services, each of which has its own privacy policy:

• Google Analytics — website traffic analysis
• Google Firebase and Google Cloud — website hosting and data storage
• Google reCAPTCHA Enterprise — abuse prevention on the chat assistant
• Anthropic PBC — the AI model behind our chat assistant
• Resend — delivery of sales notification and newsletter email

Data Sharing

We do not sell, trade, or rent your personal information to third parties, and we do not use it for targeted advertising. We may share your information only in the following circumstances:

• With our regional sales representatives and the Sames Auto Group staff who handle your inquiry
• With the service providers listed above, acting on our behalf
• With your consent
• To comply with legal obligations or respond to lawful requests
• To protect our rights, privacy, safety, or property
• In connection with a merger, acquisition, or sale of assets

Data Security

We implement reasonable security measures to protect your personal information. However, no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

Data Retention and Deletion

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected. You may request deletion of your personal data — including chat transcripts and sales leads — at any time by contacting us at govsales@sames.net. We will process your request within 45 days.

Your Rights

You have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your personal data
• Obtain a portable copy of the data you provided to us
• Opt out of analytics tracking

Texas residents. The Texas Data Privacy and Security Act gives Texas residents the rights listed above. To exercise them, email govsales@sames.net. If we decline your request, you may appeal that decision by replying to our response; we will inform you of the outcome in writing, and if we deny the appeal you may contact the Texas Attorney General to submit a complaint.

Children's Privacy

Our website is not intended for individuals under the age of 18. We do not knowingly collect personal information from children.

Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.

Contact Us

If you have questions about this Privacy Policy or wish to exercise your data rights, please contact us:

• Email: govsales@sames.net
• Mail: 1115 State Hwy 71, Bastrop, TX 78602
• Website: samesgovfleet.com