INFORMATION
Privacy notice.
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Privacy notice
Who is responsible for your information
Jonathan Mills, trading as Bivetica, is responsible for Bivetica Motors account, billing and support data. Two different roles apply depending on the data:
- Your dealership account. When you open an account, we decide how your business name, your login details (email and a securely hashed password), your team's names and roles, your subscription status and your audit history are handled. For that information Bivetica is responsible and you come to us directly.
- The records you enter. When you record vehicles, customers, enquiries, appraisals, costs and adverts, you decide what to enter and why. For that information your dealership is responsible and Bivetica acts on your instructions. A member of the public whose enquiry or part-exchange details sit in a dealer's account should contact that dealer, not Bivetica.
What we hold
- Account and team information: business and dealership names, locations, user names, emails, hashed passwords, roles and permissions, activation tokens.
- The business records your team enters: vehicle identity and history, media, inspections, preparation, costs, adverts, and customer enquiry and reservation details including names, emails, phone numbers and messages.
- Vehicle photographs and documents you upload.
- Previously entered payroll information, where held: employee names, contact details, date of birth, National Insurance number, tax code and category, student loan plan, pension status and salary. This is sensitive identity data and is handled accordingly. Payroll is currently paused.
- Technical and security information: sign-in times, a log of actions taken in the account for audit purposes, and error logs. We do not run advertising trackers. We use Google Analytics on our public website pages only, as described in the Cookie notice, and not inside your signed-in workspace.
Where your data is held
- The application and its database run on a dedicated server in Portsmouth, United Kingdom, operated by our hosting provider Contabo.
- Uploaded vehicle photographs are stored on Backblaze B2 object storage in Amsterdam, the Netherlands (European Union), and delivered through Cloudflare's content network. Only the resized web versions and the original are kept.
- Accounting and VAT preparation are carried out by Bivetica Invoice, currently hosted in the United States (Hawk Host Inc.); a move to UK or EU hosting is planned and account holders will be told before it happens.
- Vehicle lookups are sent to DVLA and the DVSA (United Kingdom) to retrieve registration and MOT data. Payments for Bivetica subscriptions and services are separate from your vehicle sales. Where offered on the relevant order, Stripe processes cards and GoCardless processes Direct Debit through Bivetica Invoice. Your dealership’s own merchant connections require separate approval and enablement.
Stripe and payment information
For a Bivetica service payment, Invoice sends the payer identity, contact details, account/order reference, amount, currency and agreed billing terms required by the selected provider. We retain payment references, status, amounts, receipts and related subscription records. Stripe collects payment-method, device and network information on its hosted pages for payment, authentication and fraud prevention. Optional Link remembered-payment features are provided by Stripe if you choose them. We do not receive your card security code or online-banking password.
Stripe and GoCardless also process information for their own payment, fraud and regulatory purposes. See Stripe’s privacy notice and GoCardless’s payer notice. Provider processing may take place internationally under their applicable arrangements. We use these billing records to provide the agreed service, prevent misuse, answer queries, reconcile payments and meet tax/accounting duties.
Why we use it
- To provide the platform: stock management, the dealer website, adverts, enquiries, preparation and handover.
- To keep accounts secure, investigate misuse and maintain an audit trail.
- To take payment for your subscription and keep our own accounting records.
- To meet our own legal obligations, including tax and accounting record-keeping.
How long we keep it
Account and audit records are kept for the life of the account and for a period afterwards to meet legal and accounting obligations. Records you enter are kept until you delete them or close your account, after which they are removed within a reasonable period save where we must retain them by law.
Your rights
Under UK GDPR you may ask for a copy of the information we hold about you as an account holder, ask us to correct it, ask us to delete it where there is no overriding reason to keep it, object to certain processing, and complain to the Information Commissioner's Office (ico.org.uk). For records held inside a dealer's account, please ask that dealer — we will help them act on your request but the decision is theirs.
What we do not do
We do not sell your data. We do not share it for advertising. We do not use it to train artificial-intelligence models.
Google account data
This applies only if your dealership chooses Connect with Google in its Bivetica Motors dashboard (motors.bivetica.com; our public website is biveticamotors.com). You sign in to your own Google account and choose which parts to allow. Motors only reads the parts you allow, and only for your dealership.
What Motors reads
- Google Business Profile: your listing name, address and website; all your Google reviews (the reviewer's name and photo as Google shows them, the star rating, the review text, the date and your reply); your listing figures (calls, direction requests, website clicks, messages, and how often your listing was seen on Google Search and Maps); and the search words people used to find your listing. Motors posts, changes or deletes a reply to a review only when you write it and click Send.
- Google Analytics: reports for the website you choose: visits, page views, top pages, where visitors came from and the type of device. These are totals, not individual people.
- Search Console: reports for the website you choose: how often it showed in Google searches, clicks, average position, top searches and top pages.
- The email address of the Google account you connect, so you can see which account is connected.
Why
To show your dealership its own figures and reviews in Motors, to build your monthly Google report, to show your reviews on your Motors website if you switch that on, and to let you reply to your reviews. Nothing else.
How it is kept
- Your Google sign-in is stored encrypted, is used only for your dealership and is never sent to your browser.
- Your Google figures and reviews are stored on our UK server and only you and the staff you give access to can see them.
- Figures are kept for up to 25 months, then deleted.
- When you disconnect Google, or your account is closed, we delete your Google sign-in and all Google figures and reviews held in Motors. Disconnecting also asks Google to remove Bivetica Motors' access.
- Downloads of your account data never include your Google sign-in.
What we never do
We never sell Google data, never use it for advertising and never use it to train artificial-intelligence models. We never share it, except with your own dealership's staff and the processors we need to run the service (our hosting provider, and our email service that sends your review alerts and monthly report to you).
Bivetica Motors' use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
How to remove access
In Motors, open Google and choose Disconnect Google. You can also remove Bivetica Motors at any time from your Google account at myaccount.google.com/permissions. See help with Connect Google.
Visit statistics
We use Google Analytics to count visits, see which pages are used, and understand the devices and browsers people use and how they found us, so we can improve this site. It sets two first-party cookies, _ga and _ga_ followed by an identifier, which last up to 13 months. We receive aggregate reports only: page views, approximate location at town or region level, device type and referring site. We do not use Google’s advertising features, Google signals or audience profiles, and we do not share this data with Google for its own purposes. Google acts as our processor and may process the data outside the UK under its transfer safeguards. Detailed event data is deleted after 2 months. We do not run analytics on signed-in or account pages, and we remove personal details such as postcodes from page addresses before they are sent. You can switch visit statistics off at any time using “Analytics settings” in the footer. If your browser sends a Global Privacy Control or Do Not Track signal, we treat it as switching analytics off.
Hosted payment cookies
Stripe checkout, billing-management and optional Link pages, and GoCardless hosted pages, use their own cookies or similar storage for payment, authentication, remembered details and fraud prevention. Read the notices and optional-feature choices on those pages, including Stripe’s cookie policy. These services do not process vehicle purchase payments through Motors.