1. Introduction

ServicePark.co.uk ("ServicePark", "we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our website, mobile applications, and services (collectively, the "Service").

By using the Service, you consent to the data practices described in this Privacy Policy. If you do not agree with our policies and practices, please do not use the Service.

This Privacy Policy should be read in conjunction with our Terms of Service.

2. Information We Collect

2.1 Information You Provide to Us

We collect information that you voluntarily provide when using the Service, including:

• Account Registration Information: Name, email address, username, and password when you create an account;
• Vehicle Information: Vehicle registration numbers, make, model, year, and other vehicle identification details (some of which may be populated from official MOT records when you provide a registration mark);
• VIN: An optional Vehicle Identification Number, stored only as a one-way hash so we can later verify a claim. We do not store the VIN in plain text, and we do not display, publish, or email it;
• Service Records: Maintenance history, service dates, mileage, costs, receipts, photographs, invoices, work orders, and notes about vehicle servicing;
• MOT History: MOT test dates, results, expiry dates, recorded mileage, MOT test numbers, and recorded defects or advisories imported from official records for vehicles you add with a registration mark;
• Uploaded Documents for Import: Files you choose to upload for optional AI-assisted extraction of service record details (for example invoices, receipts, or photos of paperwork);
• Reminder Information: MOT dates, insurance renewal dates, tax due dates, and custom reminder preferences;
• Jobs and Notes: Personal lists of jobs you intend to do on a vehicle, including optional notes and photographs;
• Transfer and Release Information: The email address of a person you nominate to receive a vehicle (if you provide one), and records of transfers, releases, and claims;
• Communications: Information you provide when you contact us, submit feedback, or participate in surveys;
• Payment Information: If we introduce paid features in the future, payment and billing information (processed securely by third-party payment processors).

2.2 Information Collected Automatically

When you access the Service, we automatically collect certain information, including:

• Usage Information: Pages visited, features used, time spent on pages, links clicked, and other actions taken on the Service;
• Device Information: IP address, browser type and version, operating system, device type, and unique device identifiers;
• Location Data: General location information derived from your IP address;
• Cookies and Similar Technologies: Information collected through cookies, web beacons, and similar tracking technologies (see Section 8).

2.3 Information from Third Parties

When you add or look up a vehicle using a UK registration mark, we may obtain vehicle details and MOT test history from the Driver and Vehicle Standards Agency (DVSA) MOT History API. This can include make, model, colour, fuel type, engine size, relevant dates, MOT test results, expiry dates, recorded mileage, MOT test numbers, and recorded defects or advisories.

We send the registration mark you provide to DVSA in order to retrieve this information. We do not purchase personal information from data brokers. If we integrate with additional third-party services in the future, we will update this Privacy Policy.

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 To Provide and Maintain the Service

• Create and manage your account;
• Store and organize your vehicle service records;
• Look up, store, and periodically refresh MOT history and related vehicle details for vehicles you add with a registration mark;
• Optionally extract draft service record details from documents you upload, using third-party artificial intelligence providers when you request analysis;
• Send automated reminders for MOT, insurance, tax, and custom dates, including reminders kept in sync with imported MOT expiry dates where you have linked them;
• Enable service history exports;
• Transfer a vehicle and its history to a new keeper, or release it so a future keeper can claim it (see Section 5.8);
• Verify a VIN against a stored hash when someone claims a released vehicle;
• Provide customer support and respond to your enquiries.

3.2 To Improve and Develop the Service

• Analyze usage patterns and trends to understand how users interact with the Service;
• Monitor and analyze the effectiveness of our features;
• Develop new features and functionality;
• Troubleshoot technical issues and bugs.

3.3 To Communicate with You

• Send service-related emails (account confirmations, security alerts, technical notices);
• Respond to your comments, questions, and support requests;
• Send reminder notifications you have requested;
• Send occasional updates about new features or improvements (with your consent).

3.4 For Legal and Security Purposes

• Comply with legal obligations and respond to lawful requests;
• Protect against fraudulent, unauthorized, or illegal activity;
• Enforce our Terms of Service and other policies;
• Protect the rights, property, and safety of ServicePark, our users, and the public.

4. Legal Basis for Processing (UK GDPR)

Under the UK General Data Protection Regulation (UK GDPR), we process your personal data based on the following legal grounds:

• Contractual Necessity: Processing is necessary to perform our contract with you (providing the Service);
• Legitimate Interests: Processing is necessary for our legitimate interests in operating, improving, and securing the Service, provided these interests do not override your rights;
• Consent: Where you have given explicit consent for specific processing activities (e.g., marketing communications, or optional AI-assisted document analysis when you request it);
• Legal Obligation: Processing is necessary to comply with legal or regulatory requirements.

5. How We Share Your Information

5.1 We Do Not Sell Your Data

ServicePark will never sell, rent, or trade your personal information to third parties for their marketing purposes.

5.2 Service Providers

We may share your information with trusted third-party service providers who assist us in operating the Service, including:

• Hosting Providers: To store data and host our infrastructure;
• Email Service Providers: To send reminder notifications and service emails;
• Analytics Providers: To analyze usage patterns (e.g., PostHog);
• Government Data Sources: The DVSA MOT History API, to retrieve vehicle and MOT test history when you provide a registration mark (see Section 5.7);
• Artificial Intelligence Providers: To process documents you submit for optional AI-assisted service record import (see Section 5.6);
• Customer Support Tools: To manage and respond to support requests.

These service providers are contractually obligated to protect your information and use it only for the purposes we specify.

5.3 Legal Requirements

We may disclose your information if required by law or in response to:

• Valid legal processes (court orders, subpoenas, warrants);
• Requests from law enforcement or regulatory authorities;
• Protection of our legal rights or defense of legal claims;
• Prevention of fraud, security threats, or illegal activity.

5.4 Business Transfers

If ServicePark is involved in a merger, acquisition, sale of assets, or bankruptcy, your information may be transferred to the acquiring entity. We will notify you of any such change in ownership or control of your personal data.

5.5 With Your Consent

We may share your information with third parties when you explicitly consent to such sharing, such as when you transfer a vehicle to a new keeper, release it for a future keeper to claim, or publish a public vehicle profile (which may include imported MOT tests and defects).

5.6 Artificial Intelligence and Document Import

ServicePark offers an optional feature that helps you create service records from uploaded invoices, receipts, work orders, or related documents and images. This feature is only used when you choose to upload documents and request analysis.

When you request analysis, we may send the following to a third-party AI provider so it can extract structured draft fields for you to review before saving:

• The attachment files you selected for analysis;
• Limited vehicle context needed for matching (such as make, model, variant, and registration mark), where available.

Our current AI provider for this feature is Anthropic. Documents and related context are processed according to Anthropic's terms and privacy practices. Anthropic's privacy policy is available at https://www.anthropic.com/legal/privacy.

AI output is a draft only. You remain responsible for reviewing, correcting, and confirming extracted details before a service record is saved. We do not use this feature to sell your documents, and we do not send your attachments to an AI provider unless you initiate analysis.

If we change AI providers or expand how AI is used in the Service, we will update this Privacy Policy.

5.7 MOT History Data

If you add a vehicle with a UK registration mark, we may look up that registration with DVSA to retrieve MOT test history and related vehicle details. We may do this when you look up or save the vehicle, when you ask us to refresh MOT history, and periodically afterwards so that stored MOT dates, tests, and MOT-synced reminders can stay reasonably current.

The registration mark is sent to DVSA to perform the lookup. Returned MOT history is stored in your account with the vehicle. This data is also available to the public on GOV.UK for anyone who knows a registration mark; ServicePark stores a copy so it can appear in your garage timeline, reminders, and (if you enable it) a public vehicle profile.

DVSA is the source of this data. DVSA's MOT history API privacy notice is available at https://www.gov.uk/government/publications/dvsa-privacy-notices/mot-history-api-privacy-notice. You can check official MOT history at https://www.gov.uk/check-mot-history.

Stored MOT history is removed when you delete the vehicle or your account.

5.8 Vehicle Transfer, Release, and Claim

You can pass a vehicle's ServicePark history to a new keeper in two ways.

Transfer: You may optionally enter the new keeper's email address. If you do, we email them a link. Either way, we also give you a private link and a short code to share with them. Anyone who uses that link or code and has (or creates) a ServicePark account can accept the transfer. On acceptance, the vehicle, service records, MOT history, attachments, reminders, and related vehicle data move to their account. Your personal jobs list for that vehicle is deleted and does not transfer. You lose access to the vehicle and its history.

Release and claim: If you no longer own the vehicle and cannot transfer it, you can release it. The vehicle leaves your garage and reminders stop. Service history remains on ServicePark so a future keeper can claim it. If a VIN is on file (provided when adding or editing the vehicle, or at release), a claimant enters the VIN from the V5C and we compare it with the stored hash. We never store, display, publish, or email the VIN in plain text. If no VIN is on file, a claim cannot be completed automatically and the claimant will need to contact us. When a released vehicle is claimed, we email the previous keeper that a claim occurred; we do not identify the new keeper in that email.

We keep a record of keeper changes (when a vehicle was created, transferred, released, or claimed) so we can operate these features and investigate disputed claims.

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

• Account Data: Retained while your account is active. Upon account deletion, we will delete or anonymize your data within 30 days, subject to legal retention requirements;
• Service Records: Stored as long as you maintain them in your account. You can delete individual records at any time. If you transfer a vehicle, those records become part of the new keeper's account;
• MOT History: Stored with the related vehicle while that vehicle remains in your account. We may refresh this data from DVSA from time to time while a registration mark is associated with the vehicle;
• Released Vehicles: After you release a vehicle, its history remains on ServicePark until a new keeper claims it, or until the records are otherwise removed;
• VIN Hash: Retained with the vehicle for as long as the vehicle record exists, so a future keeper can prove they have the V5C. The original VIN cannot be read back from the hash;
• Jobs: Personal job lists are deleted when a vehicle is transferred or released, and do not pass to a new keeper;
• Uploaded Attachments: Retained with the related service record while that record remains in your account, unless you remove them sooner;
• AI Processing: When you use AI-assisted import, attachments and limited vehicle context are transmitted to the AI provider for processing. Retention by that provider is governed by their own policies and agreements with us;
• Communications: Customer support communications are retained for up to 3 years for quality assurance and legal purposes;
• Analytics Data: Aggregated and anonymized usage data may be retained indefinitely for statistical purposes.

After the retention period expires, we will securely delete or anonymize your personal information.

7. Your Rights and Choices

Under the UK GDPR and Data Protection Act 2018, you have the following rights regarding your personal data:

7.1 Right to Access

You have the right to request a copy of the personal information we hold about you. You can access most of your data directly through your account dashboard.

7.2 Right to Rectification

You can update or correct your personal information at any time through your account settings. If you need assistance, please contact us. Official MOT records are maintained by DVSA; if an MOT certificate or history entry is wrong, you should also follow DVSA's process for correcting MOT information.

7.3 Right to Erasure ("Right to be Forgotten")

You can request deletion of your personal data by deleting your account or contacting us at [email protected]. We will comply with your request unless we are legally required to retain certain information. If you have transferred a vehicle, its service history belongs to the new keeper's account and is no longer yours to delete. If you have released a vehicle, its history remains available for a future keeper to claim.

7.4 Right to Restrict Processing

You can request that we limit how we use your personal data in certain circumstances, such as while we verify data accuracy.

7.5 Right to Data Portability

You can export your vehicle service history in a structured, commonly used format (Excel) through the Service's export feature.

7.6 Right to Object

You can object to processing of your personal data based on legitimate interests. You can also opt out of marketing communications at any time.

7.7 Right to Withdraw Consent

Where we process your data based on consent, you can withdraw that consent at any time. This will not affect the lawfulness of processing before withdrawal. You can avoid AI processing of documents by not using the optional document import analysis feature, or by entering service records manually instead.

7.8 Right to Lodge a Complaint

You have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) if you believe we have not handled your personal data properly:

To exercise any of these rights, please contact us at [email protected]. We will respond to your request within 30 days.

8. Cookies and Tracking Technologies

8.1 What Are Cookies?

Cookies are small text files stored on your device when you visit a website. They help websites remember your preferences and improve your experience.

8.2 Cookies We Use

ServicePark uses the following types of cookies:

8.3 Managing Cookies

You can control and delete cookies through your browser settings:

• Chrome: Settings → Privacy and security → Cookies and other site data
• Firefox: Options → Privacy & Security → Cookies and Site Data
• Safari: Preferences → Privacy → Cookies and website data
• Edge: Settings → Cookies and site permissions → Cookies and site data

Please note that blocking essential cookies will prevent the Service from functioning properly. Blocking analytics cookies will not affect functionality but will prevent us from improving the Service based on usage data.

9. Data Security

We implement appropriate technical and organizational measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction:

• Encryption: All data transmitted between your device and our servers is encrypted using TLS/SSL;
• Password Protection: User passwords are hashed using industry-standard cryptographic algorithms;
• VIN Hashing: Where a VIN is provided, we store a one-way hash rather than the VIN itself, and use it only to verify a later claim;
• Access Controls: Access to personal data is restricted to authorized personnel only;
• Regular Backups: We maintain regular backups to prevent data loss;
• Security Monitoring: We monitor our systems for suspicious activity and security threats;
• Secure Infrastructure: Our servers are hosted with reputable providers that maintain high security standards.

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your account credentials.

10. International Data Transfers

ServicePark operates primarily within the United Kingdom. However, some of our service providers may be located in other countries, including the European Economic Area (EEA) and the United States.

In particular, when you use optional AI-assisted document import, the attachments and limited vehicle context you submit for analysis may be processed by Anthropic (or another AI provider we nominate) on infrastructure outside the United Kingdom, including in the United States.

When we transfer your personal data outside the UK, we ensure appropriate safeguards are in place, such as:

• Standard contractual clauses approved by the UK ICO;
• Data processing agreements with service providers;
• Adequacy decisions recognizing equivalent data protection standards;
• Other appropriate safeguards as required by UK data protection law.

11. Children's Privacy

The Service is not intended for children under the age of 13. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us at [email protected], and we will delete such information from our systems.

Users between the ages of 13 and 18 should obtain parental or guardian consent before using the Service.

12. Third-Party Links

The Service may contain links to third-party websites, applications, or services. This Privacy Policy does not apply to those third-party sites. We are not responsible for the privacy practices of third parties.

We encourage you to read the privacy policies of any third-party sites you visit. Linking to or from third-party sites does not imply endorsement by ServicePark.

13. Marketing Communications

We may occasionally send you emails about new features, improvements, or other ServicePark news. These communications are optional and sent only with your consent.

You can opt out of marketing emails at any time by:

• Clicking the "unsubscribe" link in any marketing email;
• Updating your email preferences in your account settings;
• Contacting us at [email protected].

Please note that you cannot opt out of essential service-related emails (such as account confirmations, security alerts, or reminder notifications you have specifically requested).

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will:

• Update the "Last Updated" date at the top of this Privacy Policy;
• Post the revised Privacy Policy on this page;
• Notify you of material changes via email or prominent notice on the Service;
• Where required by law, obtain your consent to the changes.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information. Your continued use of the Service after changes are posted constitutes your acceptance of the revised Privacy Policy.

15. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

We aim to respond to all privacy-related enquiries within 30 days.

16. Data Controller Information

For the purposes of UK data protection law, the data controller responsible for your personal information is ServicePark.co.uk.