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.
• Collision Report Data: All information and media captured during the collision reporting process.

2. Data Retention Period

To provide a clear and simple policy for all our users, we have a standard data retention period. All historical operational data (such as vehicle checks, maintenance logs, collision reports, and audit trails) and their associated media (photos and documents) are retained for **12 months (365 days)** from their creation date.

Upon the expiration of this 12-month retention period, this data will be permanently and irrecoverably deleted from our systems during a scheduled cleanup process. Core data like active 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 standard 12-month retention period before being permanently deleted.

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.