Privacy Policy

Motorspace Privacy Notice

Last Updated: 23rd June 2026

1. Introduction

This Privacy Policy explains how Motorspace Ltd ("Motorspace", "we", "our", "us") collects, uses, stores, shares and protects personal information when you use our website, mobile applications and related services (collectively referred to as the "Platform").

Motorspace is a business-to-business vehicle trading platform that enables motor dealerships and motor traders to buy and sell vehicles throughout the United Kingdom.

By accessing or using the Platform, you acknowledge that you have read and understood this Privacy Policy.

2. Who We Are

Motorspace Ltd operates a business-to-business vehicle trading platform throughout:

• England
• Wales
• Scotland
• Northern Ireland

The Platform is intended solely for use by UK-based motor dealerships and traders. Users may access the Platform whilst temporarily travelling outside the United Kingdom, provided they continue to act on behalf of a UK-based business.

For the purposes of the UK General Data Protection Regulation ("UK GDPR") and the Data Protection Act 2018, Motorspace Ltd is the Data Controller of personal information processed in connection with operating the Platform.

Contact Details

Motorspace Ltd

Unit 1 + 2, Studio 1

Waterside Court

Centrum 100

Burton upon Trent

Staffordshire

DE14 2WQ

Email: info@motor-space.co.uk

3. Who Can Use Motorspace

The Platform is intended solely for business users and is not designed for consumers or individuals acting in a personal capacity.

To use Motorspace, users must:

• Be at least 18 years old;
• Be authorised to act on behalf of a motor dealership or motor trade business;
• Provide accurate and up-to-date information;
• Comply with all applicable laws and regulations.

Business accounts may contain multiple users with varying permission levels and access rights.

4. Information We Collect

Personal Information

We may collect:

• First name and surname
• Email address
• Telephone number
• Secondary telephone number (optional)
• Profile photograph (optional)
• Biography or information about you and your business (optional)

Business Information

For Lead Trader accounts we may collect:

• Business or dealership name
• Company registration number
• VAT number
• VAT registration status
• Account type (main dealer, independent dealer or trader)
• Position within the company
• Whether the business primarily buys, sells or both

Business Address Information

We may collect:

• Main business address
• Collection address
• Collection contact name
• Collection contact telephone number
• Invoice address
• Invoice contact details

Verification Information

We may collect:

• Proof of address documentation
• Business verification documentation
• Information necessary to verify account legitimacy and prevent fraud

Vehicle Transaction Information

We may collect:

• Vehicle make, model and specifications
• Vehicle registration information
• Mileage
• Fuel type
• Vehicle condition reports
• Damage reports
• Vehicle images
• Offer amounts
• Negotiation history
• Purchase prices
• Transaction records
• Transaction status
• Transaction timestamps

Vehicle Documentation

Users may upload:

• V5 registration documents
• Service history documentation
• Inspection reports
• Invoices
• Vehicle photographs
• Other supporting documentation

These documents may occasionally contain personal information relating to third parties, including

previous keepers of vehicles.

Account Information

We collect:

• Account status
• Last active dates and times
• Audit logs
• Record creation history
• Record modification history
• Acceptance of Terms and Conditions

Device Information

For website and mobile app users, we may collect:

• Device identifiers
• Device push notification tokens
• Mobile operating system information
• Browser information
• IP address
• Date and time of access
• Error logs
• Security logs
• Usage information

Authentication Information

We collect:

• Encrypted and hashed passwords
• Email verification status
• Login activity
• Password reset activity
• One-time password usage information

One-time passwords are not retained following successful use or expiry.

Team Member Information

Where businesses add employees to their account, we collect:

• Full name
• Email address
• Telephone number
• Role and permission level
• Business locations assigned to that user
  

5. How We Use Your Information

We use personal information to:

• Create and manage accounts
• Verify businesses and users
• Operate and maintain the Platform
• Facilitate vehicle transactions
• Enable communication between buyers and sellers
• Display contact details between trading parties
• Generate invoices and administer accounts
• Monitor overdue balances
• Suspend accounts where invoices remain unpaid
• Prevent fraud and misuse
• Maintain security and system integrity
• Provide customer support
• Send service notifications
• Improve our services and user experience
• Comply with legal and regulatory obligations
• Establish, exercise or defend legal claims
  

6. Legal Basis for Processing

We process personal information under one or more of the following lawful bases:

Performance of a Contract

To provide access to the Platform and facilitate transactions.

Legitimate Interests

To operate and improve the Platform, prevent fraud, protect our business and provide customer support.

Legal Obligations

Where processing is necessary to comply with applicable laws and regulations.

Consent

Where required by law, including certain marketing communications and optional services.

7. Sharing Information

With Other Platform Users

To facilitate transactions, participating buyers and sellers may see:

• Names
• Business names
• Business addresses
• Contact information
• Vehicle transaction information

Within Your Organisation

Different users within the same business account may access information according to their assigned

permissions.

With Motorspace Personnel

Authorised account managers, employees and super administrators may access information where

necessary for:

• Customer support
• Account administration
• Security monitoring
• Fraud prevention
• Legal and regulatory compliance

Access is restricted to those with a legitimate business need.

With Service Providers

We may share information with carefully selected providers, including:

• Cloud hosting providers
• Data storage providers
• Customer support providers
• Analytics providers
• Security providers
• Push notification providers
• Communication providers, including Microsoft 365 for business email communications and administration

These providers are required to implement appropriate security measures and comply with applicable data protection legislation.



Legal Requirements

We may disclose information where required:

• By law
• By court order
• By regulators
• To law enforcement agencies
• To protect our legal rights and interests
• To prevent fraud or criminal activity
  

8. Vehicle Transactions and Uploaded Documents

Motorspace provides a business-to-business marketplace enabling registered dealerships and traders to advertise, buy and sell vehicles.

Motorspace is not a party to any vehicle sale or purchase agreement entered into between users of the Platform.

Responsibility for:

• Inspecting vehicles;
• Conducting due diligence;
• Verifying vehicle documentation;
• Making and receiving payments;
• Complying with applicable laws and regulations;

rests solely with the trading parties involved.

Users may upload vehicle-related documents which may occasionally contain personal information relating to third parties, including previous keepers of vehicles.

Users are solely responsible for ensuring they have an appropriate legal basis for uploading, storing and sharing any personal information contained within uploaded documents and should remove or redact unnecessary personal information wherever possible.

Motorspace does not routinely review or verify the legality, completeness or accuracy of information uploaded by users and accepts no responsibility for information uploaded by Platform users.

9. Payments and Invoicing

Motorspace charges fees to buyers and sellers using the Platform.

Fees are invoiced through the Platform and are payable separately by bank transfer.



We may:

• Generate invoices;
• Record payment status;
• Monitor overdue balances;
• Suspend accounts where invoices remain unpaid.

Vehicle purchase payments are arranged directly between buyers and sellers and are not processed by Motorspace.

Motorspace does not hold client money and accepts no responsibility or liability for payment disputes, losses, defaults or other issues arising from transactions conducted between users.

10. International Transfers

Your information is generally stored within the United Kingdom or countries recognised as providing adequate protection under UK data protection legislation.

Some service providers may process information outside the United Kingdom. Where this occurs, we implement appropriate safeguards as required by law.

11. Data Retention

We retain information only for as long as reasonably necessary.

Typical retention periods include:



• Account records: up to 6 years after account closure
• Transaction records and invoices: up to 6 years
• Verification documentation: up to 6 years after account closure
• Security and audit logs: typically between 12 and 24 months

Where legal proceedings, investigations or disputes arise, information may be retained for longer

where reasonably necessary.

12. Security

We implement appropriate technical and organisational measures to protect information, including:

• Password encryption and hashing
• Role-based permissions
• Access controls
• Secure hosting environments
• Authentication controls
• Audit logging
• Monitoring and security procedures

No method of electronic transmission or storage can be guaranteed to be completely secure. Whilst

we take reasonable steps to protect information, we cannot guarantee absolute security.

13. Your Rights

Subject to applicable law, individuals may have rights to:

• Access personal information;
• Correct inaccurate information;
• Request deletion of information;
• Restrict processing;
• Object to processing;
• Request data portability;
• Withdraw consent where processing relies on consent;
• Lodge complaints with the Information Commissioner's Office (ICO).

Information about your rights can be found at the ICO website.

14. Cookies and Similar Technologies

The Platform uses cookies and similar technologies for:

• Essential functionality
• User authentication
• Security
• Performance monitoring
• Analytics
• User preferences

Further information is available in our Cookie Policy.

15. Marketing Communications

We may send service-related communications necessary for operating the Platform

Marketing communications will only be sent where permitted by law or where consent has been obtained.

Users may unsubscribe from marketing communications at any time.

16. Children

The Platform is intended solely for business users aged 18 years or over and is not directed at children.

17. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. Where changes are material, we may notify users through the Platform, by email or by other appropriate means. The latest version will always be available through our website and mobile applications.

18. Contact Us

For questions regarding this Privacy Policy or data protection matters, please contact:

Motorspace Ltd

Unit 1 + 2, Studio 1

Waterside Court

Centrum 100

Burton upon Trent

Staffordshire

DE14 2WQ

Email: info@motor-space.co.uk

If you are dissatisfied with our handling of your personal information, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).