Privacy Policy

1. Introduction

Autochive Limited ("Autochive", "we", "our" or "us") is committed to protecting your privacy and handling your personal data fairly, lawfully and transparently in accordance with the UK General Data Protection Regulation ("UK GDPR") and the Data Protection Act 2018.

For the purposes of applicable data protection legislation, Autochive is the Data Controller of the personal data collected through the Autochive platform.

By creating an Autochive account or using the Autochive platform, you acknowledge that Autochive will collect, use, store and otherwise process your personal data in accordance with this Privacy Policy and our Terms and Conditions.

2. Information We Collect

We collect personal information that you provide directly to us, information generated through your use of the platform, and certain vehicle information obtained from authorised third-party sources.

Account Information

We may collect:

• Name
• Email address
• Username
• Encrypted login credentials
• Authentication information
• Account preferences
• Account activity

Vehicle Information

We may collect and store:

• Vehicle registration number
• Vehicle make and model
• Mileage records
• Service history
• Maintenance records
• Repair history
• MOT history
• Uploaded receipts
• Uploaded invoices
• Uploaded certificates
• Uploaded photographs
• Other supporting documents you choose to upload

DVSA Information

Where you enter a vehicle registration number into Autochive, we may retrieve vehicle information from authorised third-party sources, including the Driver and Vehicle Standards Agency (DVSA), for the purpose of creating and maintaining a vehicle record.

This information may include:

• Vehicle make
• Vehicle model
• MOT history
• MOT expiry date
• MOT pass and fail information
• Other relevant MOT information made available through the applicable data source.

Subscription Information

Where you subscribe to Autochive Pro, we may collect:

• Subscription status
• Subscription plan
• Subscription dates
• Billing references
• Transaction references

Autochive does not collect or store payment card details.

All payment information is processed securely by Stripe in accordance with Stripe's own privacy policies.

Technical Information

We may collect technical information relating to your use of the platform, including:

• IP address
• Browser type
• Device information
• Operating system
• Login timestamps
• Platform usage information
• Error logs
• Security logs

3. How We Use Your Information

We process personal data in order to:

• provide and maintain the Autochive platform;
• create and manage user accounts;
• authenticate users;
• maintain digital vehicle histories;
• generate vehicle reports;
• retrieve authorised DVSA vehicle information;
• process Autochive Pro subscriptions;
• provide customer support;
• improve platform performance;
• investigate technical issues;
• prevent fraud and abuse;
• maintain platform security;
• comply with legal and regulatory obligations;
• establish, exercise or defend legal claims.

4. Lawful Basis for Processing

Where required by the UK GDPR, Autochive relies upon one or more of the following lawful bases:

Performance of a Contract

Processing necessary to provide the services requested by you, including account creation, vehicle record management and subscription services.

Legitimate Interests

Processing necessary for our legitimate interests, including:

• maintaining platform security;
• improving our services;
• preventing fraud;
• protecting the integrity of vehicle history records;
• maintaining audit records;
• administering our business.

We will always balance our legitimate interests against your rights and freedoms.

Legal Obligations

Where required, we process information in order to comply with applicable legal, tax, accounting and regulatory obligations.

Consent

Where consent is required by law, we will obtain it before processing your information. You may withdraw your consent at any time where consent is the lawful basis for processing.

5. Sharing Your Information

We may share personal data where necessary with trusted third-party service providers that assist us in operating Autochive, including providers of:

• payment processing;
• authentication;
• cloud infrastructure;
• analytics;
• customer support;
• technical services.

We may also disclose information where required by law, court order or regulatory authority.

Autochive does not sell your personal information.

6. Data Retention

We retain personal data only for as long as reasonably necessary to fulfil the purposes described in this Privacy Policy, comply with legal obligations and protect the legitimate interests of Autochive.

Where an Autochive account is permanently deleted:

• login credentials are permanently deleted immediately;
• you may choose, at the point of deletion, to either permanently delete all uploaded receipts, invoices, certificates, photographs and other uploaded supporting documents, or to retain them in Autochive's restricted retained-documents archive;
• ownership history is permanently deleted;
• the association between the user account and any vehicle records is permanently removed.

Vehicle service, MOT and mileage history remains after account deletion and after a vehicle is removed from a garage. A deleted user cannot be linked back to that vehicle history or to any documents retained in the archive.

Retained Uploaded Documents (Optional)

Where you choose to retain your uploaded documents at deletion or garage-removal:

• the retained documents may contain personal data;
• they are not visible to any future owner of the vehicle;
• they are not part of the normal vehicle history displayed in Autochive;
• they are accessible only to Autochive administrators and, where applicable, legal or regulatory authorities, unless and until they are permanently purged;
• you (or, after account deletion, the person originally identified as the uploader) may request their permanent deletion at any time from your Profile, after which they are irretrievably removed from Autochive.

Vehicle History

To preserve the integrity and continuity of a vehicle's digital maintenance history, Autochive retains:

• vehicle registration;
• vehicle make and model;
• mileage history;
• service history;
• maintenance records;
• MOT history.

These records are retained as part of the vehicle's historical record and are not retained as ownership records. Autochive does not retain historical ownership information once an account has been deleted.

Retained Identity Data

Your name and email address, together with certain subscription and billing records, may be retained for up to six (6) years following account deletion where reasonably necessary to:

• comply with tax, accounting and other statutory obligations;
• satisfy audit requirements;
• prevent, detect and investigate fraud;
• resolve disputes;
• establish, exercise or defend legal claims;
• maintain appropriate business records.

Only the minimum data necessary for these purposes is retained. Audit logs and subscription-event records may also be retained where necessary for security, fraud prevention and compliance purposes, and are held in tamper-evident form.

7. Data Security

Autochive implements appropriate technical and organisational measures designed to protect personal data against unauthorised access, alteration, disclosure or destruction.

These measures include, where appropriate:

• encrypted authentication;
• access controls;
• security monitoring;
• audit logging;
• technical safeguards designed to protect platform integrity.

Users are responsible for maintaining the confidentiality of their login credentials. Autochive cannot be held responsible for unauthorised access resulting from a user's failure to keep their login details secure.

Although we take reasonable steps to protect personal data, no method of electronic transmission or storage can be guaranteed to be completely secure.

8. Your Rights

Subject to applicable law, you have the right to:

• request access to your personal data;
• request correction of inaccurate personal data;
• request deletion of your personal data;
• request restriction of processing;
• object to certain processing;
• request data portability where applicable;
• withdraw consent where consent is relied upon;
• lodge a complaint with the Information Commissioner's Office (ICO).

Autochive will consider all requests in accordance with applicable data protection legislation.

9. International Transfers

Some of the third-party service providers used by Autochive may process personal data outside the United Kingdom.

Where personal data is transferred internationally, Autochive will take appropriate steps to ensure that suitable safeguards are implemented in accordance with applicable data protection legislation.

10. Analytics

Autochive may use analytics services to help us understand how the platform is used, improve functionality and identify technical issues.

Analytics information is used only for legitimate business purposes relating to the operation and improvement of the Autochive platform.

11. Cookies

Autochive may use cookies and similar technologies where necessary for the operation, security and functionality of the platform.

Where required by law, your consent will be obtained before any non-essential cookies are used.

12. Children's Privacy

Autochive is not directed at individuals under the age of 18.

We do not knowingly collect personal data from children.

If we become aware that personal data relating to a child has been collected without appropriate legal authority, we will take reasonable steps to delete that information.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or business practices.

The latest version will always be published on the Autochive platform. Continued use of the platform following publication of an updated Privacy Policy constitutes acceptance of the revised Privacy Policy.

14. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your rights under applicable data protection legislation, you may contact us at:

Autochive Limited

Email: support@autochive.com