MOTOWARE LEGAL
Privacy Notice
Last updated: 12 October 2026
1. Who we are
Stackware Ltd is the controller of the personal data described in this notice. This means we decide how and why that data is used. You can contact us about privacy at [email protected].
2. Information we collect
We collect information you give us, including your name, email address, account credentials, business and workspace details, vehicle and transaction records, customer or supplier details, and documents or images you upload. Receipt images and PDFs, voice recordings, voice transcripts and information submitted for an AI purchase brief may contain personal data. We also collect technical information needed to operate and secure the Service, such as device, browser, IP address, usage and security logs.
3. How we use your information
We use personal data to create and manage accounts, provide and secure Motoware, process subscriptions and payments, respond to support requests, communicate important service information, prevent fraud or misuse, improve the Service and meet legal obligations. We do not sell personal information or use it for third-party advertising.
4. Our legal bases
We process personal data when it is necessary to perform our contract with you, comply with legal obligations, protect legitimate interests such as security, service improvement and fraud prevention, or where you have given consent. You can withdraw consent at any time where we rely on it, but this will not affect processing already carried out.
5. Service providers
We use Stripe to process subscriptions and payments, Namecheap-hosted email services to send account and service messages, OpenAI to generate the AI purchase brief, and Cloudflare Turnstile to protect account creation from automated abuse. Account, workspace and file data is held on Stackware-managed PostgreSQL and private MinIO storage. These providers receive only the information needed for their service. We may also disclose information where required by law, to protect rights and safety, or in connection with a business transfer.
6. Receipt and voice processing
Receipt images and PDFs are processed within Stackware’s service using local Tesseract OCR. The original receipt file is stored in private MinIO object storage so it can remain attached to the relevant record. Voice recordings are transcribed within Stackware’s service using a locally hosted Whisper model and the audio is discarded after transcription. The transcript, extracted fields and any confirmed cost record are stored in the workspace. Receipt files and voice recordings are not sent to OpenAI for these features.
7. AI purchase briefs
When you request an AI purchase brief, the vehicle, MOT, valuation and deal information needed to create the brief is sent to OpenAI. Do not include personal information that is not needed for the analysis. AI-generated content may be inaccurate and must be checked before it is used.
8. International processing
Stripe, Namecheap, OpenAI and Cloudflare may process relevant information outside the United Kingdom, including in the United States or other countries where they operate. When personal data is transferred internationally, we use safeguards required by applicable data-protection law, such as an applicable adequacy regulation or approved contractual protections. Receipt OCR and voice transcription are performed within Stackware’s own service rather than being sent to an external AI provider.
9. Retention and cancellation
Cancelling a paid subscription does not delete your workspace. It returns to the Free plan and its existing records remain available subject to Free-plan limits until the workspace owner deletes the account. When an owner requests account deletion, active workspace records and stored files are removed from the Service. We may retain limited billing, accounting, security or legal records for as long as required for those purposes. Data that is no longer required is deleted or anonymised where appropriate.
10. Cookies and device storage
Motoware does not currently use analytics, advertising or marketing cookies. The application uses necessary browser or device storage for authentication, workspace selection, interface preferences and local drafts. Cloudflare Turnstile processes security signals during account creation. Please read our Cookie Notice for more information.
11. Security
We use reasonable technical and organisational measures designed to protect personal data. No online service can guarantee complete security, so please keep your account credentials confidential and contact us promptly if you suspect unauthorised access.
12. Your rights
Depending on applicable law, you may have the right to request access to, correction of, deletion of or restriction of your personal data, to object to certain processing, to request data portability, and to withdraw consent. To exercise a right, contact us at [email protected]. You may also complain to the UK Information Commissioner’s Office (ICO) if you are unhappy with how we handle your data.
13. Children
Motoware is intended for business users and is not directed at children. We do not knowingly collect personal data from children.
14. Changes to this notice
We may update this Privacy Notice from time to time. We will post the current version here and update the last updated date. Where changes are material, we will take reasonable steps to let you know.
Questions? Contact us at [email protected].