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Privacy Policy

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Your privacy is important to us

Last updated: August 2025

1. Introduction

This Privacy Policy explains how Torque DMS ("we," "our," or "us") collects, uses, shares, and protects your personal information when you use our garage management software platform. By using Torque DMS, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Information You Provide

  • Account Information: Name, email address, phone number, business details

  • Customer Data: Customer names, contact details, addresses, service history

  • Vehicle Information: Registration numbers, make/model, service records, MOT dates

  • Financial Data: Invoice details, payment information, transaction records

  • Business Operations: Booking details, job sheets, estimates, staff information

  • Communications: Messages, emails, SMS communications with customers

  • Files and Documents: Photos, videos, inspection reports, certificates

2.2 Information We Collect Automatically

  • Usage Data: How you interact with our platform, features used, time spent

  • Device Information: IP address, browser type, operating system, device identifiers

  • Log Data: Access times, pages viewed, actions performed within the system

  • Location Data: General location based on IP address for service optimization

3. How We Use Your Information

We use the collected information for the following purposes:

  • Service Provision: To provide and maintain our garage management platform

  • Customer Management: To help you manage your customer relationships and service history

  • Communication: To send service reminders, notifications, and updates

  • Business Operations: To facilitate bookings, invoicing, and workflow management

  • Analytics: To improve our services and provide insights into your business

  • Compliance: To comply with legal obligations and industry regulations

  • Security: To protect against fraud, unauthorized access, and system abuse

  • Customer Support: To provide technical support and respond to inquiries

4. Information Sharing and Disclosure

4.1 Third-Party Integrations We may share data with integrated services you choose to connect:

  • Accounting Software: Xero, QuickBooks, Sage (financial data synchronization)

  • Communication Services: Twilio (SMS), Gmail, Outlook (email communications)

  • Parts Suppliers: Euro Car Parts, GSF (parts ordering and pricing)

  • Vehicle Data Services: DVLA, HPI (vehicle information and checks)

  • Payment Processors: Stripe, Payment Assist (payment processing)

  • Messaging Platforms: WhatsApp, Facebook Messenger (customer communications)

4.2 Legal Requirements We may disclose your information when required by law, regulation, or legal process, or to protect our rights and the safety of our users.

4.3 Business Transfers In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

5. Data Security

We implement appropriate technical and organizational measures to protect your data:

  • Encryption: Data is encrypted in transit and at rest using industry-standard protocols

  • Access Controls: Strict access controls and authentication mechanisms

  • Regular Audits: Security assessments and vulnerability testing

  • Data Backups: Regular backups stored securely in multiple locations

  • Staff Training: Our team is trained on data protection best practices

  • Monitoring: 24/7 system monitoring for security threats

6. Your Data Rights (GDPR)

Under the General Data Protection Regulation (GDPR), you have the following rights:

  • Right to Access: Request copies of your personal data

  • Right to Rectification: Request correction of inaccurate data

  • Right to Erasure: Request deletion of your personal data

  • Right to Restrict Processing: Request limitation of data processing

  • Right to Data Portability: Request transfer of your data

  • Right to Object: Object to certain types of processing

  • Right to Withdraw Consent: Withdraw consent for data processing

To exercise these rights, please contact us using the details provided in Section 11.

7. Data Retention

We retain your data for as long as necessary to provide our services and comply with legal obligations:

  • Account Data: Retained while your account is active and for 7 years after closure

  • Customer Records: Retained for 6 years for tax and accounting purposes

  • Financial Data: Retained for 7 years as required by UK tax law

  • Communication Logs: Retained for 2 years for customer service purposes

  • System Logs: Retained for 1 year for security and operational purposes

8. Cookies and Tracking

We use cookies and similar technologies to:

  • Essential Cookies: Required for basic platform functionality

  • Performance Cookies: Help us understand how you use our platform

  • Functional Cookies: Remember your preferences and settings

  • Analytics Cookies: Provide insights into platform usage and performance

You can control cookie settings through your browser, but disabling certain cookies may impact platform functionality.

9. International Data Transfers

Your data may be transferred to and processed in countries outside the European Economic Area (EEA). We ensure appropriate safeguards are in place, including:

  • Standard Contractual Clauses approved by the European Commission

  • Adequacy decisions for certain countries

  • Certification schemes and codes of conduct

10. Children's Privacy

Torque DMS is designed for business use and is not intended for children under 16. We do not knowingly collect personal information from children under 16. If we become aware that we have collected such information, we will take steps to delete it promptly.

11. Contact Information

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

Email: privacy@torquegms.comPhone: +44 (0) 7850 401801 Mailing Address: Timsons Business Centre, Bath Road, Kettering, United Kingdom, NN16 8NQ

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we make changes, we will:

  • Update the "Last updated" date at the top of this policy

  • Notify you through our platform or by email for significant changes

  • Provide a summary of key changes where appropriate

Your continued use of Torque DMS after changes become effective constitutes acceptance of the updated policy.

Questions or Concerns?

We're committed to protecting your privacy and being transparent about our data practices. For any privacy-related questions, contact our Data Protection Officer at privacy@torquegms.com

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