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Dealertrack Service Agreement

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DEALERTRACK SERVICE AGREEMENT

This Dealertrack Service Agreement (the "Agreement") is entered into as of Effective Date: by and between Service Provider Name: , with principal place of business at (\"Service Provider\"), and Client Name: , with principal place of business at (\"Client\").

WHEREAS

WHEREAS, Service Provider operates and maintains Dealertrack-related software, data services, integrations and related advisory services and has expertise and resources to provide such services to Client; and

WHEREAS, Client desires to engage Service Provider to perform certain services in accordance with the terms and conditions set forth in this Agreement, and Service Provider agrees to provide such services on the terms set forth herein.

WHEREAS, the parties intend by this Agreement to set forth their respective rights and obligations with respect to the services, deliverables, payment, confidentiality, and other matters described below.

SCOPE OF WORK

Service Provider shall provide the services described above (the "Services") in a professional and workmanlike manner consistent with industry standards. Deliverables (if any) will be specified in writing and accepted in accordance with the acceptance criteria set forth in an attached statement of work or in subsequent written confirmation signed by authorized representatives of both parties.

PAYMENT TERMS

All fees are payable in U.S. Dollars within days of invoice unless otherwise agreed in writing. Late payments shall bear interest at or the maximum rate permitted by applicable law, whichever is less. Client shall reimburse Service Provider for reasonable out-of-pocket expenses pre-approved in writing.

TERM AND TERMINATION

Term Start Date: . Term End Date (if any): . This Agreement shall commence on the Term Start Date and continue until the Term End Date or until earlier terminated in accordance with this Agreement.

Either party may terminate this Agreement for convenience upon written notice to the other party delivered at least days prior to the effective date of termination. Either party may terminate immediately for material breach by the other party that remains uncured for a period of thirty (30) days after written notice specifying the breach. Termination shall not relieve Client of its obligation to pay for Services performed and expenses incurred prior to termination.

CONFIDENTIALITY

Each party (the "Receiving Party") shall maintain in confidence all confidential information disclosed by the other party (the "Disclosing Party") that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure ("Confidential Information"). Confidential Information does not include information that: (a) is or becomes generally known to the public without breach of this Agreement by the Receiving Party; (b) was rightfully known by the Receiving Party prior to disclosure; (c) is rightfully obtained by the Receiving Party from a third party without restriction; or (d) is independently developed by the Receiving Party without use of the Disclosing Party's Confidential Information.

The Receiving Party shall not disclose Confidential Information to any third party except to employees, contractors and advisors who have a need to know and who are bound by confidentiality obligations at least as protective as those in this Agreement. Confidentiality obligations shall survive expiration or termination of this Agreement for a period of years, except with respect to trade secrets, for which the Receiving Party's obligations shall continue as long as such information remains a trade secret under applicable law.

INTELLECTUAL PROPERTY

Unless otherwise set forth in a written statement of work, Service Provider shall retain all right, title and interest in and to pre-existing software, tools, processes, methodologies, data and other intellectual property developed or owned by Service Provider prior to or outside the scope of this Agreement. To the extent deliverables are created specifically for Client under this Agreement, Service Provider hereby grants to Client a non-exclusive, non-transferable license to use such deliverables for Client's internal business purposes, subject to payment in full of all fees. Any third-party software or components included in deliverables shall remain subject to their applicable license terms.

LIMITATION OF LIABILITY; INDEMNIFICATION

EXCEPT FOR LIABILITY ARISING FROM WILLFUL MISCONDUCT OR GROSS NEGLIGENCE, EACH PARTY'S AGGREGATE LIABILITY UNDER THIS AGREEMENT SHALL NOT EXCEED THE TOTAL AMOUNTS PAID OR PAYABLE BY CLIENT TO SERVICE PROVIDER UNDER THIS AGREEMENT DURING THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO LIABILITY. NEITHER PARTY SHALL BE LIABLE FOR CONSEQUENTIAL, INCIDENTAL, EXEMPLARY, INDIRECT OR PUNITIVE DAMAGES.

Client agrees to indemnify, defend and hold Service Provider harmless from and against claims arising out of Client's misuse of the Services, Client data, or Client's breach of this Agreement.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to its conflict of law principles. The parties consent to the exclusive jurisdiction of the state and federal courts located in that state for resolution of disputes.

ENTIRE AGREEMENT; AMENDMENT

This Agreement, together with any mutually executed statements of work and appendices, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals and communications, whether written or oral. Any amendment to this Agreement must be in a writing signed by authorized representatives of both parties.

MISCELLANEOUS

The parties are independent contractors; nothing in this Agreement creates an employment, partnership, joint venture, or agency relationship. Neither party may assign its rights or obligations under this Agreement without the other party's prior written consent, except that Service Provider may assign to an affiliate or in connection with a sale of substantially all of its business.

Service Provider:

By:

Date:

Client:

By:

Date:

Enter text✕

What the Dealertrack Service Agreement Is and when it applies

The Dealertrack Service Agreement is a legally binding contract that sets the relationship, duties, and fees between an automotive dealer and the service provider that operates through Dealertrack. It defines scope of services, data access and exchange, billing terms, term and termination mechanics, and responsibilities for regulatory compliance. Typical use covers integration with finance sources, credit reporting requests, electronic document exchange, and third-party vendor access for vehicle financing and registration tasks.

Why a clear Dealertrack Service Agreement matters

A well‑drafted Dealertrack Service Agreement reduces operational friction, clarifies data sharing obligations, and sets payment and termination rules that protect both dealer and provider. It also documents consent for electronic exchanges and allocates liability for data breaches or processing errors.

Why a clear Dealertrack Service Agreement matters

Who typically completes a Dealertrack Service Agreement

Dealerships, F&I managers, vendor account teams, and legal or compliance staff commonly handle or approve these agreements before activating Dealertrack integrations.

  • Independent dealers and dealer groups that exchange credit and title data with lenders
  • Finance & insurance (F&I) managers responsible for contract routing and lender submissions
  • Vendor and integration teams that require system access and data exchange permissions

In practice, signature authority should rest with an authorized officer, general manager, or delegated signer with documented corporate authority to bind the dealership.

Typical signers and decision-makers

Dealer Principal

The owner or principal officer who can bind the dealership for service and data access terms. They authorize integrations, accept financial liability, and must confirm compliance with finance partner requirements.

F&I Manager

Operational lead who configures Dealertrack workflows, confirms required forms and disclosures, and signs operating addenda when delegated authority is documented by the dealer principal.

Required identification and key data fields

Dealer Name: Full legal name
Dealertrack ID: Account or vendor ID
Authorized Signer: Name and title
Service Description: Scope summary
Effective Date: MM/DD/YYYY
Fee Terms: Billing frequency

Core clauses to include in a professional Dealertrack Service Agreement

A complete agreement addresses operational details and legal protections so both parties know expectations for data handling, fees, term limits, and remedies.

Parties

Clarify the legal entities entering the contract, including DBA names, corporate identifiers, and contact information for notice and invoicing, to avoid ambiguity about who has obligations.

Services

Describe the precise Dealertrack features, integrations, and deliverables the provider will perform, with references to any attachments or exhibits that show workflow steps or data fields exchanged.

Fees and Billing

Specify fees, payment terms, invoicing cadence, late fees, and how disputed charges are handled; include any pass‑through fees from lenders or third parties.

Term and Termination

State the contract term, automatic renewal rules, termination for convenience or cause, notice periods, and contractual survival clauses for confidentiality and indemnity.

Data and Privacy

Allocate data ownership, permitted uses, security controls, breach notification timelines, and any requirements to support lender or legal discovery requests.

Liability and Indemnity

Limitations of liability, indemnification scope, and insurance obligations should be clear to reduce disputes over losses arising from data errors or integration failures.

Step-by-step: completing and executing the Dealertrack Service Agreement

Follow this sequence to prepare the agreement, confirm signatory authority, and deliver signed copies to all stakeholders.

  • 01
    Prepare Draft: Populate core fields and attach exhibits or schedules.
  • 02
    Confirm Authority: Obtain a corporate resolution or proof of signing authority.
  • 03
    Sign Electronically: Use a compliant eSignature platform with audit trail.
  • 04
    Distribute Copies: Send completed copies to dealer, provider, and finance partners.

How to configure an online completion workflow

Set up a repeatable workflow to reduce manual steps and ensure compliance for future agreements.

Field Configuration
Signer Order Sequential or parallel routing
Authentication Email link, SMS code, or KBA
Required Fields Make critical fields mandatory
Notifications Reminders and completion emails

Where to send or file a completed Dealertrack Service Agreement

After execution, distribute completed copies and register the agreement where required for integration activation and compliance.

  • Dealer Records: Store signed copy in dealer's contract repository
  • Provider Portal: Upload to the service provider or Dealertrack onboarding portal
  • Finance Partners: Send copies to lending partners if required
  • Audit Retention: Retain electronic audit trail with the signed file

Distribution and technical delivery options for the agreement

Agreements can be shared through multiple digital channels; choose the method that preserves signatures and the audit trail.

  • Email Delivery: Send signed PDFs with completion certificate
  • Document Portal: Host agreements in a secure contract repository
  • API Integration: Automate delivery via CRM or DMS integration

Use platforms that maintain tamper-evident signed files and a verifiable audit trail; ensure integration endpoints support PDF, DOCX, and XML metadata exchange.

Typical timelines and notice periods to include

Specify clear dates and notice windows to avoid disputes over renewals, termination, or onboarding milestones.

Execution Date:

Date the final signature is applied

Service Start:

Effective date when services begin

Billing Cycle:

Monthly, quarterly, or annual billing date

Renewal Notice:

Advance notice period, commonly 30–90 days

Termination Notice:

Notice period for convenience or breach

Common mistakes that delay Dealertrack onboarding

  • Using a trade name instead of the legal entity name, which causes verification failures with finance partners and slows activation.
  • Failing to attach required exhibits such as data mapping tables or lender addenda, leaving integration scope incomplete and blocking approvals.
  • Allowing an unauthorized staff member to sign without a delegation document or corporate resolution, creating enforceability questions.
  • Not specifying data retention or deletion procedures, resulting in disagreement after contract termination or a data access request.

Key risks and potential penalties of incorrect or incomplete agreements

Contract Disputes: Litigation risk, damages exposure
Regulatory Fines: Data/privacy fines possible
Onboarding Delays: Activation withheld by lenders
Tax Reporting Risk: Incorrect payer data penalties
Operational Interruptions: Service outages or restricted access
Reputational Harm: Loss of lender trust

eSignature vendor pricing and capability snapshot for agreement execution

Compare common plan starting prices and key capability items relevant to signing and storing Dealertrack Service Agreements.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently asked questions about executing the Dealertrack Service Agreement

Answers to common concerns about signature validity, eSubmission, notarization, storage, and revocation for Dealertrack agreements.


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