Privacy Policy

B W Motoring Services Ltd ("we", "us", "our"), company registration number 07585363, is an independent vehicle repair and MOT testing garage based in Southend-on-Sea, Essex. We operate the BW Motoring Services customer portal, online booking system, and workshop management platform (together, the "App").

This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our App or services, in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. The person responsible for data protection at B W Motoring Services Ltd is Brendon Whitehead, Director.

We collect the following personal data when you book a service, use the customer portal, or become a member of staff:

• Identity: full name, email address, telephone number
• Address: home address and postcode (used for invoicing and service area verification)
• Vehicle: make, model, colour, registration, mileage, year, MOT and tax status (where looked up via the DVSA/DVLA)
• Service records: repair job details, diagnosis notes, MOT results and advisories, parts and labour, service history, and vehicle health-check photos and videos
• Quotations: details of any quotation we issue you, including parts, labour, and the link you use to accept or decline it
• Payment: transaction references and payment status via our card processor (Dojo). We do not store full card numbers
• Communications: records of messages you send us, including via our Facebook page (Meta Platforms Ireland Ltd)
• Staff (employees only): employment details, contact and emergency contact information, pay rate, leave records, clock-in/out times, training and signed handbook records

3. Legal Basis for Processing

We process your personal data under the following legal bases:

• Contract: to carry out MOTs, servicing, repairs, tyre fitting, and air-conditioning work you have requested
• Legal obligation: to maintain MOT and service records as required by UK law and DVSA standards
• Legitimate interest: to notify you of important updates about your vehicle, including MOT, tax, and service reminders
• Consent: for marketing communications and any optional analytics cookies (you can withdraw consent at any time)

4. How We Use Your Data

• To book, carry out, and track vehicle MOTs, services, repairs, tyre fitting, and air-conditioning re-gas or leak detection
• To issue quotations and allow you to accept or decline them through a secure private link
• To process card payments and maintain financial records
• To send MOT, tax, and service reminders by email so you can keep your vehicle roadworthy
• To capture vehicle health-check photos and videos and share them with you through the portal
• To manage employee records, working hours, leave, and training for our staff
• To respond to messages you send us, including via our Facebook page

We only share your data where necessary to deliver our services, and only with the following categories of recipient:

• Base44 — the platform that hosts our App, database, authentication, and file storage
• Dojo / Stripe — our card payment processor (PCI DSS-certified)
• SendGrid — email delivery for quotations, reminders, and account emails
• Meta (Facebook) — where you message our Facebook page
• DVSA / DVLA — for MOT testing records and vehicle/MOT/tax lookups

We never sell your personal data. Our sub-processors are bound by data processing agreements and approved transfer mechanisms (such as Standard Contractual Clauses or the EU-US Data Privacy Framework) where data is transferred outside the UK.

Our App is hosted on the Base44 platform. By default, Base44 stores app data in the United States, with appropriate safeguards in place (Standard Contractual Clauses and the EU-US Data Privacy Framework) to ensure a level of protection equivalent to UK GDPR. Base44 is SOC 2 Type II and ISO 27001 certified.

7. Data Retention

We retain your personal data only for as long as necessary. MOT and service records are kept for a minimum of 6 years to comply with DVSA and legal/regulatory requirements. Other data is deleted when no longer needed, or upon your written request (see Section 9). Deleted records may be recoverable for up to 30 days before permanent removal.

The App uses cookies in three categories, which you can control through the cookie banner shown on your first visit:

• Essential (always on): keep you logged in and remember your booking preferences. These cannot be turned off.
• Analytics (optional): anonymous usage data to help us improve the portal and booking tools.
• Marketing & Communications (optional): allows MOT, tax, and service reminder emails and any offers we send. You can opt out at any time, including via the unsubscribe link in our emails.

You can change your cookie preferences at any time by clearing your browser storage, which will re-show the banner.

You have the following rights regarding your personal data:

• Right of access: request a copy of all data we hold about you
• Right to portability: download your data in a machine-readable format (available in the portal under "My Details")
• Right to erasure: request deletion of your personal data (available in the portal under "My Details")
• Right to rectification: correct inaccurate personal data
• Right to object: object to processing based on legitimate interests
• Right to withdraw consent: at any time without affecting lawfully processed data

We implement appropriate technical and organisational measures to protect your personal data, including encryption in transit and at rest, role-based access control, and row-level security so that customers can only access their own records and staff can only access data their role permits. Access to your data is restricted to authorised personnel only, and our hosting platform is SOC 2 Type II and ISO 27001 certified. Card payment data is handled entirely by our PCI DSS-certified payment processor and is never stored in our system.

For our employees, we additionally process employment, payroll, leave, attendance, training, and signed handbook data under the legal bases of contract, legal obligation, and legitimate interest. Staff can access their own records through the employee section of the App.

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us:

If you are not satisfied with our response, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.