Privacy Policy — Version 1

1. Who we are

Totalsoft IT Solutions Ltd, a company registered in England and Wales (company number 16162533), registered office 41 Redwood Close, Colchester, CO4 3PA (“Totalsoft”, “we”, “us”, “our”), provides the Totalsoft Garage Manager platform.

This Privacy Policy explains how we handle personal data in two different roles, which is important to understand:

As a data controller — for the personal data of our own website visitors, leads, and garage account holders (e.g. the garage owner’s name and contact details), we decide how and why that data is used, and this Privacy Policy applies directly.
As a data processor — for the customer and vehicle records a garage enters into the Service about its own customers (“Customer Data”), the garage is the controller and we process that data only on the garage’s instructions, under our Data Processing Agreement. If you are a garage customer with a query about your data, please contact the garage directly in the first instance.

2. Information we collect

Depending on how you interact with us, we may collect:

Account information: name, email address, phone number, garage business details, and login credentials.
Billing information: billing address and payment details, processed by our payment provider — we do not store full card or bank details ourselves.
Usage data: IP address, browser and device type, pages visited, and how you interact with our website and platform, including via cookies — see our Cookie Policy.
Communications: records of correspondence if you contact us, including support requests and demo bookings.
Agreement records: when you accept our Terms of Service, the version you accepted, when, the email address of the person who accepted, and their IP address and browser — so we can show what was agreed.

We do not knowingly collect special category data (such as health data) about website visitors or account holders through the marketing site or account sign-up process.

3. Our legal basis for processing

We rely on the following legal bases under UK GDPR, depending on the activity:

Contract — to create and manage your account and provide the Service you have signed up for.
Legitimate interests — to respond to enquiries, improve our website and product, and for fraud prevention and security, balanced against your interests and rights.
Consent — for non-essential cookies and analytics, and for direct marketing where required — see our Cookie Policy for how consent is captured and can be withdrawn.
Legal obligation — where we must retain or disclose information to comply with the law (for example, tax or accounting records).
Legitimate interests (agreement records) — to keep a record of the terms you accepted, so that either of us can establish, exercise or defend legal claims.

4. How we use your information

To provide, maintain and support the Service.
To process account registration, billing, and subscription management.
To respond to enquiries and provide customer support.
To send service-related communications (e.g. account, billing, and security notices).
To send marketing communications where you have consented, or another lawful basis applies, and always with an option to opt out.
To analyse and improve our website and platform.

5. Who we share information with

We share personal data with service providers who help us run our business, under contractual terms that require them to protect it and use it only for the purposes we specify. Depending on the service, these include providers of:

Cloud hosting, databases and file storage, located in the UK or the European Economic Area.
Website delivery, network security and bot protection.
Transactional email delivery.
SMS delivery, where SMS reminders are enabled.
AI services, for the AI diagnostic assistant feature, where used.
Payment processing, for billing.
Website analytics, only once you have accepted analytics cookies — see our Cookie Policy.
Address and location lookups.
Accounting software, only if and when you choose to connect your own account.
Government vehicle data services (the DVSA MOT history service), to retrieve MOT data you look up within the platform.

Garage customers can see the named list of sub-processors that handle Customer Data in our Data Processing Agreement, which also sets out how we notify them of changes. Anyone else can ask us for the names of the providers we use by emailing info@totalsoft.co.uk. We do not sell personal data to third parties.

We may also disclose information where required by law, to protect our legal rights, or in connection with a merger, acquisition, or sale of business assets (in which case we will notify affected users where required).

6. International transfers

We host our platform and its database in the UK. Some of our service providers process personal data outside the UK — in the European Economic Area and the United States — for example to store files, protect our network, send SMS messages, answer AI questions and look up addresses. Where they do, we rely on UK adequacy regulations (including the UK Extension to the EU–US Data Privacy Framework for certified US providers) or on the ICO’s International Data Transfer Agreement or Addendum, which require them to protect the data to UK standards. Ask us at info@totalsoft.co.uk for more detail.

7. Data retention

We keep personal data only for as long as we need it, and then delete or anonymise it:

Account information: while your account is open, and for 90 days after it closes so that you can export your data; we then delete it within a further 30 days.
Billing and invoice records: 6 years after the end of the financial year they relate to, as UK tax law requires.
Agreement records: 6 years after your account closes, the period in which a contract claim can be brought.
Enquiries and demo requests that do not lead to an account: 2 years after our last contact.
Marketing preferences: until you opt out; we then keep only what we need to make sure we do not contact you again.

Customer Data that a garage holds in the platform is kept and deleted as set out in our Data Processing Agreement.

8. Data security

Connections to our website and platform are encrypted using TLS. We apply access controls so that personal data is only accessible to personnel and service providers who need it to perform their role. No method of transmission or storage is completely secure, and we cannot guarantee absolute security, but we take reasonable technical and organisational measures appropriate to the risk.

9. Your rights

Under UK GDPR, you have the right to:

Access — request a copy of the personal data we hold about you.
Rectification — ask us to correct inaccurate or incomplete data.
Erasure — ask us to delete your data, where applicable.
Restriction — ask us to limit how we use your data in certain circumstances.
Portability — request your data in a portable format, where applicable.
Object — object to processing based on legitimate interests or for direct marketing.
Withdraw consent — where processing is based on consent, at any time, without affecting processing carried out before withdrawal.

To exercise any of these rights, contact us at info@totalsoft.co.uk. 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 or by calling 0303 123 1113.

10. Cookies

Our website uses cookies, including analytics cookies that only load once you accept them via our cookie banner. See our Cookie Policy for full detail and how to change your preferences at any time.

11. Children

Our Service is intended for business use and is not directed at children. We do not knowingly collect personal data from children.

12. Changes to this policy

We may update this Privacy Policy from time to time. Each version is numbered and dated, and earlier versions stay available on this page. For material changes we will tell account holders by email before the change takes effect.

13. Contact us

For any privacy questions or to exercise your rights, contact us at:
Email: info@totalsoft.co.uk
Address: Totalsoft IT Solutions Ltd, 41 Redwood Close, Colchester, CO4 3PA