1. Data We Collect

To provide our services, we collect and store the following types of data:

• User Information: Name, email address, role, and optional contact details.
• Company Information: Company name, owner details, and subscription plan.
• Vehicle Information: Registration, make, model, mileage, ownership status, and assignment data.
• Vehicle Check Data: All information submitted during a vehicle check, including photos, notes, damage reports, roadworthiness status, and location data (if permission is granted).
• Maintenance Data: Information related to scheduled and unscheduled maintenance jobs.
• Audit Trail Data: Records of user actions, such as warning acknowledgements.

2. Data Retention Periods

Our data retention policy is linked to your subscription tier to manage storage costs and provide value. Data is retained for the following periods:

• Free Plan: 30 days
• Start-Up Plan: 90 days
• Small Business Plan: 1 year
• Medium Business Plan: 3 years
• Large Business & Enterprise Plans: Lifetime

Upon the expiration of the retention period for your plan, historical data (such as vehicle checks and maintenance logs) older than the specified timeframe may be permanently deleted. Core data like user and vehicle profiles will remain as long as your account is active.

3. Data Deletion

When you delete a user or vehicle from the platform, their core profile is removed. However, historical data associated with them (e.g., checks they performed) will be retained for auditing purposes for the duration of your plan's retention period, with the user's name being anonymized where appropriate.

If you choose to delete your entire company account, all associated data, including users, vehicles, checks, and maintenance logs, will be permanently deleted from our systems after a brief grace period.