INFORMATION
Policies.
Plain English.
DRAFT — pending review by a qualified adviser
These notes describe how Bivetica Motors actually works today. They are written to be accurate and specific, then handed to a solicitor before they are relied on as the final published versions.
Privacy notice
Who is responsible for your information
Bivetica Motors is the dealer operating platform. Two different roles apply depending on the data:
- Your dealership account. When you open an account, we decide how your business name, your login details (email and a securely hashed password), your team's names and roles, your subscription status and your audit history are handled. For that information Bivetica is responsible and you come to us directly.
- The records you enter. When you record vehicles, customers, enquiries, appraisals, costs and adverts, you decide what to enter and why. For that information your dealership is responsible and Bivetica acts on your instructions. A member of the public whose enquiry or part-exchange details sit in a dealer's account should contact that dealer, not Bivetica.
What we hold
- Account and team information: business and dealership names, locations, user names, emails, hashed passwords, roles and permissions, activation tokens.
- The business records your team enters: vehicle identity and history, media, inspections, preparation, costs, adverts, and customer enquiry and reservation details including names, emails, phone numbers and messages.
- Vehicle photographs and documents you upload.
- Payroll information, where you use it: employee names, contact details, date of birth, National Insurance number, tax code and category, student loan plan, pension status and salary. This is sensitive identity data and is handled accordingly. Payroll figures and payslips are produced by Bivetica Invoice on your behalf.
- Technical and security information: sign-in times, a log of actions taken in the account for audit purposes, and error logs. We do not run analytics or advertising trackers.
Where your data is held
- The application and its database run on a dedicated server in Portsmouth, United Kingdom, operated by our hosting provider Contabo.
- Uploaded vehicle photographs are stored on Backblaze B2 object storage in Amsterdam, the Netherlands (European Union), and delivered through Cloudflare's content network. Only the resized web versions and the original are kept.
- Accounting, VAT and payroll processing is carried out by Bivetica Invoice, currently hosted in the United States (Hawk Host Inc.); a move to UK or EU hosting is planned and account holders will be told before it happens.
- Vehicle lookups are sent to DVLA and the DVSA (United Kingdom) to retrieve registration and MOT data. Payment features, where enabled, use providers you authorise on their own websites (such as GoCardless or an open-banking provider); money settles to you, never to us, and these currently run in test mode.
Why we use it
- To provide the platform: stock management, the dealer website, adverts, enquiries, preparation and handover, and payroll where you use it.
- To keep accounts secure, investigate misuse and maintain an audit trail.
- To take payment for your subscription and keep our own accounting records.
- To meet our own legal obligations, including tax and accounting record-keeping.
How long we keep it
Account and audit records are kept for the life of the account and for a period afterwards to meet legal and accounting obligations. Records you enter are kept until you delete them or close your account, after which they are removed within a reasonable period save where we must retain them by law.
Your rights
Under UK GDPR you may ask for a copy of the information we hold about you as an account holder, ask us to correct it, ask us to delete it where there is no overriding reason to keep it, object to certain processing, and complain to the Information Commissioner's Office (ico.org.uk). For records held inside a dealer's account, please ask that dealer — we will help them act on your request but the decision is theirs.
What we do not do
We do not sell your data. We do not share it for advertising. We do not use it to train artificial-intelligence models.
Acceptable use
Your Bivetica Motors account is for running a genuine motor-trade business. You agree that you will:
- enter accurate vehicle, pricing and history information, and not advertise a vehicle you cannot lawfully sell;
- hold the right to use any photograph, logo or text you upload;
- keep your login credentials confidential and tell us promptly of any suspected unauthorised access;
- not attempt to access another organisation's data, probe the platform's security, or use automated means to extract data beyond your own stock feed;
- use the customer and enquiry data in the account only for your own dealership's legitimate purposes, as its data controller.
We may suspend an account that is used unlawfully, that puts other customers' data or the platform's stability at risk, or that is significantly overdue on payment, and we will explain why.
Accessibility statement
We want Bivetica Motors to be usable by as many people as possible. The admin interface aims to meet WCAG 2.1 AA: semantic headings and landmarks, labelled form controls, visible keyboard focus, and colour contrast checked against the standard. Automated accessibility checks run as part of our release process.
We know some areas fall short — a few dense data tables and one or two custom controls need work — and these are on our list. If you hit a barrier, tell us using the contact route below and we will prioritise a fix and offer a workaround in the meantime.
Contact
For any privacy, data-protection or accessibility question about the platform, contact Bivetica through the contact page. We aim to respond within five working days.
These drafts describe the system as at 2026-09-05. They have not yet been reviewed by a qualified adviser.