Privacy Policy

1. Who we are

DealerPilot ("we", "us") operates the DealerPilot dealership management platform. We are the data controller for the personal data we process in connection with the Service. We are based in the United Kingdom. For privacy enquiries, contact us at info@dealerpilot.co.uk.

2. What data we collect and why

We collect and use the following in line with UK GDPR and the Data Protection Act 2018:

• Account and identity: When you sign up, we use a third-party authentication provider (Clerk) to manage sign-in. This may include email, name, and profile information. We use this to create and manage your account and organisation.
• Subscription and payment: Payment processing is handled by Stripe. We do not store your full card details. We may store billing-related metadata (e.g. plan, billing cycle) to provide the Service and manage subscriptions.
• Contact form and enquiries: If you contact us via the website or email, we use your name, email and message to respond. We keep a record of enquiries where necessary for business and legal purposes.
• Usage and product data: We store the data you enter into DealerPilot (vehicles, customers, sales, etc.) to provide the Service. We may use aggregated or anonymised usage data to improve the product.
• Technical and logs: We may collect IP address, browser type and similar technical data for security, fraud prevention and operational purposes. Server logs are retained for a limited period.

3. Legal basis

We process your data on the basis of: (a) contract — to provide the Service you have signed up for; (b) legitimate interests — to run and improve our business, ensure security and comply with law; (c) consent — where we have asked for and you have given consent (e.g. marketing, where applicable). You can withdraw consent where it applies without affecting the lawfulness of processing before withdrawal.

4. Data retention

We keep your account and product data for as long as your account is active. After you close your account, we may retain data for a limited period for legal, accounting or dispute resolution purposes. Contact and enquiry data are retained as needed to fulfil the purpose and any legal obligations. You can request deletion of your personal data in line with your rights below.

5. Your rights (UK GDPR)

You have the right to:

• Access the personal data we hold about you
• Rectification of inaccurate data
• Erasure ("right to be forgotten") in certain circumstances
• Restrict processing in certain circumstances
• Data portability (where applicable)
• Object to processing based on legitimate interests
• Withdraw consent where processing is based on consent
• Lodge a complaint with the Information Commissioner's Office (ICO) in the UK: ico.org.uk/make-a-complaint

To exercise these rights, contact us at info@dealerpilot.co.uk. We will respond within one month.

6. Sharing and international transfers

We use sub-processors to run the Service (e.g. authentication, hosting, payment). We choose providers with appropriate safeguards. Some may process data outside the UK; where we do so we ensure adequate protection (e.g. UK adequacy decisions or standard contractual clauses). We do not sell your personal data.

7. Security

We take appropriate technical and organisational measures to protect your data against unauthorised access, loss or alteration. Access to personal data is limited to those who need it to provide the Service.

8. Cookies

We use cookies and similar technologies where necessary for the Service (e.g. authentication, security, preferences). For more detail, see our Cookies page.

9. Changes

We may update this Privacy Policy from time to time. We will post the updated version on this page and, where appropriate, notify you. Continued use of the Service after changes constitutes acceptance of the updated policy.

10. Contact

For any privacy-related questions or to exercise your rights, contact us at info@dealerpilot.co.uk.