Data Processing Agreement

This agreement is between you, the garage subscribing to Autopilot (the controller), and AUTOPILOT GMS LIMITED, company number 17171012, registered office 56 Hamilton Square, Birkenhead, Wirral, United Kingdom, CH41 5AS (the processor).

It is incorporated into our Terms and accepted when you sign up. No separate signature is required, although we will sign a copy on request.

You decide what customer information to record in Autopilot and why. We hold and process it to provide the service to you, and for nothing else.

Subject matter. Provision of garage management software.

Duration. For as long as your subscription is active, plus the 30-day period after it ends described below.

Nature and purpose. Storing, organising, retrieving, transmitting and deleting records so that you can run your workshop: booking jobs, recording work, issuing quotes and invoices, and communicating with your customers.

Categories of data subject. Your customers, and the staff you give access to the system.

Types of personal data. Names and contact details including phone numbers, email addresses and postal addresses; vehicle details including registration numbers; service, repair and MOT history; job, quote and invoice records; records of messages sent to customers; and staff account details.

Autopilot is not intended for special category data, such as health information. You should not record it in free-text fields.

We process personal data only on your documented instructions. Your use of the service, together with the Terms and this agreement, constitutes those instructions.

We will tell you if, in our opinion, an instruction infringes data protection law. We may also process data where required to do so by law, in which case we will tell you beforehand unless the law prevents us.

We do not sell customer data, and we do not use it to train artificial intelligence models.

Access to your data is limited to the people who need it to run the service or provide support. Everyone with access is bound by a duty of confidentiality that continues after they stop working with us.

We maintain technical and organisational measures appropriate to the risk, including:

• encryption of data in transit over public networks, and encryption at rest by our hosting providers
• individual user accounts with role-based access, rather than shared logins
• access to production systems restricted to named personnel
• regular backups, held with the same protections as live data
• logging and monitoring to detect unusual activity
• infrastructure provided by suppliers that maintain recognised security certifications

Security is reviewed as the service develops. We may update these measures provided the level of protection is not reduced.

You authorise us to engage the following sub-processors, each under a written contract imposing equivalent obligations:

We will give you at least 30 days’ notice before adding or replacing a sub-processor. If you reasonably object on data protection grounds, tell us within that period and we will work with you to find an alternative. If we cannot, you may cancel your subscription without penalty before the change takes effect.

We remain responsible to you for the performance of our sub-processors.

The Autopilot database is hosted in London, United Kingdom. Customer records are held there.

Some sub-processors operate infrastructure or support functions outside the UK. Where personal data is transferred overseas, we rely on the safeguards permitted under UK data protection law, such as the UK International Data Transfer Agreement, the Addendum to the EU Standard Contractual Clauses, or an adequacy decision covering the destination country.

If one of your customers asks to see, correct, delete or move their data, answering is your responsibility as controller. The system lets you do most of this yourself.

Where you need more, we will provide reasonable assistance, taking into account the nature of the processing and the information available to us. If a request comes to us directly, we will not respond to it substantively; we will pass it to you without undue delay.

If we become aware of a personal data breach affecting your data, we will notify you without undue delay, and in any event within 48 hours of becoming aware of it.

Our notification will set out, so far as we know it at the time:

• what happened, and the categories and approximate number of records affected
• the likely consequences
• the steps we have taken or propose to take, including to limit any harm
• a contact point for further information

We will provide reasonable assistance so that you can meet your own obligation to notify the Information Commissioner’s Office within 72 hours, and to inform affected individuals where that is required. The 48-hour commitment above is intended to leave you time to do so.

“Becoming aware” means having a reasonable degree of certainty that a security incident has occurred leading to the compromise of personal data.

Where you are required to carry out a data protection impact assessment, or to consult the Information Commissioner’s Office beforehand, we will provide reasonable assistance and the information about our processing that you need.

On request, we will make available the information reasonably necessary to demonstrate compliance with this agreement, including answering security questionnaires.

You may audit our compliance, or appoint an independent auditor to do so, subject to the following: at least 30 days’ written notice; no more than once in any 12-month period, unless we have notified you of a breach or a regulator requires it; conducted during business hours and without unreasonable disruption; limited to systems and records relevant to the processing of your data; and subject to confidentiality.

Audits are at your cost, except where one reveals a material failure on our part, in which case we will bear the reasonable cost.

You can export your data at any time while your subscription is active.

After your subscription ends, your data remains available for 30 days so you can export it. We then delete it from our live systems. Backup copies are overwritten in the ordinary backup cycle.

We will retain data for longer only where required by law, and in that case only for as long as the law requires.

The limitations of liability in our Terms apply to this agreement.

If there is any conflict between this agreement and the Terms in relation to the processing of personal data, this agreement takes precedence. In all other respects the Terms apply.

Questions about this agreement can go to info@autopilotgms.com.