Privacy Policy

1. Who we are

Future Awaits Ltd, trading as MotorAxis ("we", "us", "our"), is a company registered in England and Wales under company number 15604141. This Privacy Policy explains what personal data we collect through MotorAxis, why we collect it, and what rights you have over it.

MotorAxis is used by businesses — dealers, garages, bodyshops, and warranty providers — to manage cases involving their own customers' vehicles. For account-level information about a business's own staff, and for how we operate the Service itself, we act as the data controller. For personal data a business submits about its customers or other case participants — for example a customer's name, contact details, and messages about their vehicle — the business is the data controller and we act as its data processor, handling that information only on its instructions and as needed to provide the Service. If you're a customer or guest and have questions about how your data was collected or used, the business that added you to the case can also help.

2. Information we collect

• Identity and contact details — name, email address, and phone number.
• Account credentials — your password, which we store hashed and never in plain text.
• Business details — for business accounts, your organisation's name, the type of business you operate, and staff roles.
• Case and vehicle information — vehicle details such as make, model, VIN, or registration, descriptions of a reported problem, diagnoses, estimates, and repair or claim outcomes.
• Communications — messages exchanged with other case participants through the Service.
• Documents and evidence — files uploaded to a case, such as photos, invoices, or reports.
• Technical data — IP address, browser and device type, and log data, collected automatically to operate and secure the Service.

We don't currently collect card or bank details through MotorAxis itself. Where a business subscription fee applies, billing is arranged and invoiced directly rather than through the Service.

3. How we collect it

We collect information directly from you when you register, fill in a form, upload a document, or send a message. We also receive information from businesses that add you to a case — for example, a dealer creating a case adds your name and contact details as their customer, or invites another business to participate as a guest. Some technical data is collected automatically as you use the Service, as described in our cookies section below.

4. How we use your information

Where we're the data controller, we rely on the following lawful bases under UK GDPR:

• Performance of a contract — to create and operate your account, and to provide the features of the Service you or your business have signed up for.
• Legitimate interests — to keep you informed about activity on a case, maintain the security of the Service, prevent fraud and abuse, and understand how MotorAxis is used so we can improve it. We only rely on this basis where it doesn't override your own rights and interests.
• Legal obligation — to meet our accounting, tax, and other regulatory obligations.

We may occasionally contact business account holders about product updates relevant to their use of the Service. You can opt out of non-essential communications at any time by contacting us at the address below.

5. Who we share information with

• Other case participants — only the businesses and individuals that you or your dealer have added to a specific case, and only what that case's sharing settings say they should see.
• Service providers — we use trusted third-party processors to host our database (Supabase) and deliver transactional email (Resend). They're contractually required to protect your information and only process it on our instructions.
• Our own authorised staff — a small number of MotorAxis staff can access account and case data where necessary to provide customer support, investigate and fix technical issues, demonstrate the Service to a prospective business customer using test or consented data, or maintain the security of the Service. Access is limited to what's needed for that purpose, and staff remain bound by the same confidentiality and data-protection obligations this policy describes.
• Professional advisers and regulators — such as our lawyers or accountants, or a regulator, where necessary.
• A buyer or successor — in the event of a merger, acquisition, or reorganisation of Future Awaits Ltd (trading as MotorAxis).
• Law enforcement or other parties — where we're required to by law, or need to in order to protect the rights, property, or safety of MotorAxis, our users, or others.

We don't sell your personal data.

6. International data transfers

Some of our service providers may store or process data outside the UK. Where this happens, we make sure appropriate safeguards are in place — such as the UK's International Data Transfer Addendum or an applicable adequacy decision — to protect your information to a standard consistent with UK data protection law.

7. Data retention

We keep account and case data for as long as your account is active, and typically for up to 6 years afterwards, to meet our legal, accounting, and dispute-resolution obligations — unless a shorter period applies under law, or you ask us to delete your data sooner and we're able to.

8. Your rights

Under UK data protection law, you have the right to:

• ask us for a copy of the personal data we hold about you;
• ask us to correct inaccurate or incomplete data;
• ask us to delete your data, or restrict how we use it, in certain circumstances;
• ask us to provide your data in a portable format, or transfer it to another provider;
• object to processing based on our legitimate interests, including direct marketing; and
• withdraw consent at any time, where we're relying on it.

We don't yet offer a self-service way to export or delete your data from within MotorAxis. Until we do, contact us at the address below and we'll handle your request personally, normally within one month as required by law. If your data was submitted to MotorAxis by a business rather than by you directly, you can also exercise these rights with that business, since it's often the data controller for that information — see "Who we are" above.

You also have the right to complain to the UK Information Commissioner's Office (ico.org.uk) if you believe we haven't handled your personal data properly — though we'd appreciate the chance to put things right directly first.

9. Cookies

We use a small number of strictly necessary cookies to keep you signed in and to remember which organisation you're currently working as. We don't use third-party advertising or tracking cookies. Because these cookies are essential to the Service working, we don't need separate consent to use them.

10. Children

MotorAxis is intended for business use and for adult vehicle owners. We don't knowingly collect personal data from children under 13.

11. Security

We use appropriate technical and organisational measures to protect your information, including encryption of data in transit and at rest, and database-level access controls that restrict case data to only the people and businesses who should see it. No system can be guaranteed completely secure, but we work to keep MotorAxis as safe as we reasonably can.

12. Changes to this policy

We may update this Privacy Policy from time to time. We'll update the date at the top of this page, and for material changes, take reasonable steps to let business account holders know.

13. Contact us

If you have any questions about this Privacy Policy or how we handle your data, contact:

Future Awaits Ltd, trading as MotorAxis.
Registered in England and Wales, company number 15604141.
Email: John@motoraxis.co.uk

We aim to respond to all privacy-related queries within one month.