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This policy explains how [COMPANY LEGAL NAME] ("we", "us"), which provides Webb Motors, uses personal data. Our ICO registration number is [ICO REGISTRATION NUMBER]. You can contact us about privacy at [CONTACT EMAIL].
Who this policy covers
- Dealers and their staff who sign up for and use Webb Motors. We are the controller of this data.
- Visitors to webbmotors.co.uk. We are the controller of this data.
- Customers of dealerships and visitors to dealer websites built on Webb Motors. The dealership is the controller of this data and we process it on their behalf. For questions about it, contact the dealership directly — its own privacy policy is linked from its website.
What we collect from dealers and staff
- Account details: names, email addresses, phone numbers, addresses and job titles.
- Business details: trading and legal name, company number, VAT number, address, and the bank account name, sort code and account number you choose to print on your invoices.
- Billing: handled by Stripe. We store your Stripe customer reference and the type and last four digits of your card, never the full card number.
- Security data: a hashed password, two-factor authentication and passkey details if you set them up, and the IP address and browser of active sessions.
- Staff documents: any files an owner uploads to a staff member's profile.
- Activity records: a log of key changes made in your account, kept for security and support.
Why we use it, and our lawful basis
- To provide the service, take payment and send account emails such as invitations and setup links — performance of our contract with you.
- To keep the service secure, prevent fraud and fix errors — our legitimate interests.
- To keep financial and tax records — legal obligation.
We do not sell personal data, and we do not use it for advertising.
Data we process for dealerships
Dealers use Webb Motors to record their own customers: names, contact details, addresses, driving licence numbers and scans, test drive records and signed waivers, sales invoices and purchase records, deposit payments, website enquiries and newsletter sign-ups. We only process this data on the dealership's instructions, under the data protection terms in our Terms of Service.
Who we share data with
We use these providers (sub-processors) to run Webb Motors:
- Laravel Cloud — application hosting and database.
- Amazon Web Services — storage for uploaded files, such as photos and documents.
- Stripe — subscription billing and, where a dealer enables it, customer deposit payments.
- [EMAIL PROVIDER] — delivery of account emails and notifications.
- Flare — error monitoring. Error reports can include details of the request that failed.
- Anthropic — writes optional vehicle descriptions. It receives vehicle details only, such as make, model, mileage and price, and no personal data.
- DVSA MOT History API — looks up MOT history from a vehicle's registration number.
- Google Fonts — serves the fonts on our pages and dealer websites. Your browser connects to Google to fetch them, which shares your IP address with Google.
Some of these providers process data outside the UK. Where they do, we rely on [UK adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses — CONFIRM PER PROVIDER].
How long we keep it
- Account data: for as long as your subscription is active, then for [EXPORT PERIOD] so you can request a copy, then deleted.
- Billing and tax records: for six years, as required for UK tax purposes.
- Backups: overwritten on a rolling schedule of [BACKUP RETENTION PERIOD].
Your rights
You have the right to access your data, have it corrected or deleted, restrict or object to how we use it, and receive a portable copy. To use any of these rights, email [CONTACT EMAIL]. If you are a dealership's customer, please contact the dealership first.
If you're unhappy with how we've handled your data, you can complain to the Information Commissioner's Office at ico.org.uk.
Cookies
We only use cookies that are essential for the site to work. See our Cookie Policy.
Changes
We will update this page if how we use personal data changes. The date at the top shows when it last changed.