Privacy Policy

1. Who we are

DetailHub Pro provides online business-management software for vehicle-detailing businesses. References to “DetailHub Pro”, “we”, “us” and “our” in this policy mean the operator of the DetailHub Pro service. Questions about this policy or personal information can be sent to admin@detailhub.uk.

2. Our role

We act as a data controller for information used to operate accounts, subscriptions, our website and our relationship with users. When a detailing business enters information about its own clients, vehicles, bookings and communications, that business is normally the data controller and DetailHub Pro acts as its data processor. Clients should contact the relevant detailing business first about information held in that business’s workspace.

3. Information we collect

Depending on how the service is used, we may process:

• Account and business information, including names, email addresses, telephone numbers, business names, branding and addresses.
• Client and booking information, including contact details, service selections, appointment times, notes and communication preferences.
• Vehicle information, including registration marks, make, model, colour, mileage, service history, inspection details and photographs.
• Transaction information, including invoices, payment status, amounts, subscription details and identifiers supplied by payment providers. We do not store complete payment-card numbers.
• Integration information, including identifiers and authorisation tokens required to connect services such as Google Calendar, Xero, Stripe, DVSA and messaging providers.
• Technical and usage information, including IP address, browser, device, security logs, page activity, error information and cookie or session data.
• Messages, support enquiries, feedback and other information submitted to us.

4. How we use information

We use personal information to:

• Create and secure accounts and business workspaces.
• Provide bookings, diaries, client and vehicle records, quotations, invoices, inspections, reminders and reporting tools.
• Process subscriptions and facilitate payments through connected payment providers.
• Connect and synchronise third-party services when a user requests it.
• Send operational emails and messages, including account, booking, payment and reminder communications.
• Provide support, investigate faults, prevent fraud and misuse, and protect the service.
• Understand and improve performance, reliability and usability.
• Comply with legal, tax, accounting and regulatory obligations.

5. Lawful bases

Under UK data-protection law, we rely on performance of a contract where processing is needed to provide the service; legitimate interests in operating, securing and improving the platform; legal obligations; and consent where consent is required, including for certain marketing or optional integrations. Consent can be withdrawn at any time, although this does not affect earlier lawful processing.

6. Sharing and service providers

We do not sell personal information. We share information only where necessary with authorised workspace users, a detailing business selected by a customer, professional advisers, public authorities where legally required, and suppliers that help us provide the service. These may include cloud hosting and database providers, payment processors, messaging and email providers, analytics and security suppliers, and user-selected integrations such as Google Calendar and Xero.

Third-party services process information under their own terms and privacy policies. Connecting an integration authorises the relevant exchange of information. Users can remove an integration or withdraw its access through the applicable service, subject to retention required for security or legal purposes.

7. Google user data

When a user connects Google Calendar, DetailHub Pro uses the granted access to identify an appropriate calendar and create or update calendar events associated with confirmed bookings. Google user data is not sold, used for advertising or transferred for unrelated purposes. Access is limited to the functionality requested by the user and handled in accordance with the Google API Services User Data Policy, including its Limited Use requirements.

8. International transfers

Some suppliers may process information outside the United Kingdom. Where required, we use recognised safeguards such as adequacy regulations, the UK International Data Transfer Agreement or approved contractual protections, together with appropriate technical and organisational measures.

9. Retention

We retain information only for as long as reasonably necessary for the purposes described in this policy, including providing an active account, resolving disputes, maintaining security and meeting legal, tax and accounting requirements. Retention periods vary by record type. Workspace owners are responsible for setting appropriate retention practices for their client information. Information may remain in protected backups for a limited period after deletion.

10. Security

We use proportionate technical and organisational safeguards designed to protect personal information, including encrypted network connections, access controls, server-side storage of credentials and integration tokens, authentication controls, logging and restricted administrative access. No online system can be guaranteed completely secure, and users must protect their passwords and devices and notify us promptly of suspected unauthorised access.

11. Cookies and similar technology

DetailHub Pro uses essential cookies and local storage to maintain sessions, remember settings, protect accounts and provide requested functionality. We may use limited measurement technology to understand service performance. Where the law requires consent for non-essential cookies, we will request it before using them.

12. Your rights

Subject to applicable law, individuals may ask for access to their personal information, correction, deletion, restriction, objection, portability or withdrawal of consent. Requests relating to a detailer’s client records should normally be made to that detailing business. Requests concerning DetailHub Pro accounts or our own processing can be sent to admin@detailhub.uk. We may need to verify identity before completing a request.

Individuals may also complain to the UK Information Commissioner’s Office at ico.org.uk.

13. Children

DetailHub Pro is a business service and is not directed at children. We do not knowingly invite children to create platform accounts.

14. Changes to this policy

We may update this policy when the service, our suppliers or legal requirements change. The latest version will be published on this page with a revised effective date. We will provide additional notice where a material change requires it.

15. Contact

Privacy enquiries and rights requests can be sent to admin@detailhub.uk.