MotorLedger (“we”, “us”) provides software for independent car traders to manage stock, leads, sales, documents and compliance. This policy explains what data we collect, why, and your rights under UK GDPR and the Data Protection Act 2018.
1. Who we are
MotorLedger is operated from the United Kingdom. For privacy enquiries contact privacy@motor-ledger.co.uk.
2. Data we collect
- Account data: name, email, password hash, sign-in provider (email, Google, Apple).
- Business data you enter: company details, vehicles, photos, costs, invoices, sales, leads, customer records, communications.
- Device & usage data: IP address, device type, app version, basic diagnostics needed to operate the service.
- Permissions on mobile: camera and photo library only when you choose to attach a photo; never accessed in the background.
3. How we use your data
- Provide and operate the MotorLedger service.
- Authenticate you and keep your account secure.
- Generate documents (invoices, brochures, HMRC exports) on your instruction.
- Send transactional emails (password resets, receipts, account notices).
- Comply with legal obligations and prevent abuse.
We do not sell your data. We do not use it to train AI models.
4. Legal bases (UK GDPR)
Performance of contract (delivering the service), legitimate interests (security, fraud prevention, service improvement), consent (optional marketing emails), and legal obligation (tax, accounting, lawful requests).
5. Sharing
We share data only with sub-processors needed to run the service — hosting, database, email delivery, analytics, error reporting. All sub-processors are bound by data-processing agreements. Data may be processed in the UK, EEA or other regions covered by adequacy decisions or Standard Contractual Clauses.
6. Storage and retention
Account data is retained while your account is active. When you delete your account (Settings → Delete account), we remove your personal profile, your memberships, and any workspace you solely own, normally within 30 days. Some records may be retained where required by UK tax, accounting or fraud-prevention law.
7. Your rights
You have the right to access, rectify, port, restrict, object to and erase your personal data. Most actions are available in-app; for the rest, email privacy@motor-ledger.co.uk. You may complain to the UK Information Commissioner’s Office (ico.org.uk).
8. Security
Data is encrypted in transit (HTTPS) and at rest. Access is restricted via role-based permissions and row-level security. We log administrative actions for audit.
9. Children
MotorLedger is a B2B product not intended for anyone under 18.
10. Changes
We may update this policy. Material changes will be announced in-app or by email. The “last updated” date above always reflects the current version.