Privacy Policy

1. Who we are

DealerPilot ("we", "us") operates the DealerPilot dealership management platform, including our website and mobile applications (together, the "Service"). 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, mobile app, 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 or app type, device type, and similar technical data for security, fraud prevention and operational purposes. Server logs are retained for a limited period.

3. Mobile app data

When you use the DealerPilot iOS or Android app, we may process the following in addition to the categories above:

• Push notification tokens: If you allow notifications, we store a device push token so we can send operational alerts (for example morning digests about bookings and MOT reminders). You can turn notifications off in the app or in system settings; we then stop using that token for pushes.
• Camera and photo library: With your permission, the app may access the camera or photo library so you can attach vehicle photos. Photos you upload are stored as part of your dealership data to provide the Service.
• Biometrics: If you enable Face ID, Touch ID, or fingerprint unlock, biometric checks are performed by your device. We do not receive or store your biometric data. We only store a local preference on the device that unlock is enabled.

4. 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, or optional device permissions such as notifications). You can withdraw consent where it applies without affecting the lawfulness of processing before withdrawal.

5. 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. Device push tokens are removed when you sign out, opt out of notifications, or when we process an account closure. You can request deletion of your personal data in line with your rights below.

6. 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 or via our Support page. In the mobile app you can delete your account immediately from Settings → Delete account. For other rights requests we will respond within one month.

7. Account deletion

You can delete your DealerPilot account in the mobile app under Settings → Delete account, or by emailing info@dealerpilot.co.uk or using our Support page. In-app deletion removes your sign-in and personal data immediately. Dealership business records (for example sales and stock) remain with the organisation for other staff and for legal or accounting purposes; where your user record must be retained for those records, we anonymise your personal details. Organisation closure or billing cancellation for a dealership is handled separately via Support or the web billing settings.

8. Sharing and international transfers

We use sub-processors to run the Service (e.g. authentication, hosting, payment, and push delivery). 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.

9. 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.

10. Cookies

On the website we use cookies and similar technologies where necessary for the Service (e.g. authentication, security, preferences). For more detail, see our Cookies page. The mobile app does not use browser cookies; it may store local preferences on your device (for example notification opt-out and biometric unlock preference).

11. 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.

12. Contact

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