Privacy Policy

AUTOPILOT GMS LIMITED (“Autopilot”, “we”, “us”) is a company registered in England and Wales, company number 17171012, with its registered office at 56 Hamilton Square, Birkenhead, Wirral, United Kingdom, CH41 5AS.

We provide garage management software to independent garages in the United Kingdom. This policy covers our website at autopilotgms.com and the Autopilot application.

Data protection law distinguishes between deciding how data is used and simply holding it for someone else. We do both, in different contexts.

We are the controller for the personal data of people who visit our website, enquire about Autopilot, book a demo, or hold an account with us. We decide why and how that data is used, and this policy governs it.

We are a processor for the data a garage stores inside Autopilot about its own customers and their vehicles. The garage decides what to record and why; we hold and process it on their instructions, under our Data Processing Agreement. If you are a customer of a garage that uses Autopilot, see the section below.

When you contact us. Your name, business name, email address, phone number and the content of your message, submitted through the contact form on our website or by phone, WhatsApp or email.

When you book a demo. The name, email address and scheduling details you provide to our booking tool.

When you hold an account. Account holder names, business details, email addresses, phone numbers, login credentials, and records of your subscription and payments.

When you use the website. Technical information such as IP address, browser type, pages visited and referring site, collected through cookies where you have consented.

We do not knowingly collect data from children, and the service is not directed at them.

To provide the service — creating and running your account, providing support, and taking payment. Legal basis: performance of a contract with you.

To respond to enquiries — answering questions, arranging demos and following up. Legal basis: our legitimate interest in responding to people who contact us.

To improve the website and the product — understanding which pages and features are used. Legal basis: your consent for analytics cookies, and our legitimate interest in improving what we offer.

To meet legal obligations — keeping accounting and tax records. Legal basis: compliance with a legal obligation.

We use a consent banner, and analytics and advertising cookies are switched off until you accept them. If you decline, we still set the cookies necessary for the site to function.

Where you consent, we use Google Tag Manager and Google Analytics to understand how the site is used. You can change or withdraw your choice at any time through the cookie settings link in the consent banner.

We do not sell personal data. We share it with the suppliers who help us run the business, each bound to process it only on our instructions:

• Vercel — website and application hosting
• Supabase — database hosting
• Formspree — delivery of website contact form submissions
• Google — Tag Manager and Analytics, where you have consented
• CookieYes — cookie consent management
• Calendly — demo scheduling
• Stripe — subscription billing and payment processing

Where a garage chooses to connect Autopilot to a third-party service — for example an accounts package, payment terminal, parts supplier or technical data provider — data is shared with that service at the garage’s instruction and is then governed by that provider’s own privacy policy.

We may also disclose data where required by law, or to establish, exercise or defend legal claims.

The Autopilot database is hosted in London, United Kingdom.

Some of our suppliers are based outside the UK, or operate infrastructure outside it. 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 or an adequacy decision covering the destination country.

Account and customer data. Held for as long as your subscription is active. If you cancel, your data remains available for 30 days so you can export it, and is then deleted.

Enquiries. Kept for as long as needed to deal with your enquiry and for a reasonable period afterwards.

Accounting records. Kept for six years, as required by UK tax law.

Data is transmitted over encrypted connections and held with hosting providers that maintain recognised security standards. Access to customer data within Autopilot is restricted to staff who need it to provide support or maintain the service.

No system can be guaranteed completely secure. If a breach occurs that is likely to present a risk to individuals, we will notify the Information Commissioner’s Office, and affected individuals where required, within the timescales set by law.

Under UK data protection law you have the right to:

• ask for a copy of the personal data we hold about you
• have inaccurate data corrected
• ask for your data to be deleted, where we have no continuing need for it
• object to, or ask us to restrict, how we use it
• receive your data in a portable format, or have it sent to another provider
• withdraw consent at any time, where consent is the basis we rely on

To exercise any of these, email info@autopilotgms.com. We will respond within one month.

If you are unhappy with how we have handled your data, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We would appreciate the chance to put things right first.

If your garage uses Autopilot, your contact details, vehicle and service history may be stored in our system. In that case the garage is the data controller and decides how your information is used. We hold it on their behalf.

Requests to see, correct or delete that information should go to the garage directly. If you contact us, we will pass your request to them.

We may update this policy as the service changes or the law develops. The date at the top shows when it was last revised. Where a change materially affects how we use your data, we will tell account holders directly.

For anything relating to privacy or this policy, email info@autopilotgms.com or write to AUTOPILOT GMS LIMITED, 56 Hamilton Square, Birkenhead, Wirral, United Kingdom, CH41 5AS. You can also call us on 0151 830 0041.

See also our Terms.