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Privacy Policy for garageghost.co.uk

Last updated: 26 July 2026

1. Introduction

This Privacy Policy explains how Garage Ghost Limited ("Garage Ghost", "we", "us", or "our") collects, uses, discloses, and protects personal data when you visit our website at www.garageghost.co.uk (the "Website"), or when you use our automated call intake, telephony, and notification platform (the "Service").

Garage Ghost is registered in England and Wales. We are committed to processing all personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

Depending on your interaction with Garage Ghost, we collect and process the following categories of information:

Garage Clients & Account Users

Information collected when garage owners, managers, or technicians sign up, configure their service, or manage their account:

  • Contact details (full name, email address, telephone number).
  • Business & garage information (garage name, address, operating hours, call forwarding rules).
  • Account credentials and security tokens.
  • Billing, subscription, and payment transaction metadata.

Inbound Callers (Garage Customers)

Information captured when vehicle owners call a subscriber garage powered by Garage Ghost call intake:

  • Telephone number (Caller ID / CLI).
  • Caller name and preferred callback details.
  • Vehicle details (Vehicle Registration Mark / VRM, make, model, year, mileage).
  • Service request description, reported vehicle symptoms, and preferred booking timeframes.
  • Audio call recordings and AI-generated speech transcripts.

Website Visitors

  • Strictly necessary session cookies used solely for authentication and state management.
  • Information submitted through contact, demo, or onboarding forms.

3. Legal Bases for Processing Data

Under Article 6 of the UK GDPR, we rely on the following lawful bases to process personal data:

  • Legitimate Interests (Art. 6(1)(f)): Processing inbound voice calls, transcribing details, and transmitting structured service request alerts to subscribing garages so they can respond to customer inquiries efficiently; securing our systems; preventing fraud.
  • Performance of a Contract (Art. 6(1)(b)): Providing account access, call routing, lead notification, and billing services under our agreement with subscribing UK garages.
  • Legal Obligation (Art. 6(1)(c)): Maintaining accounting records, tax reporting, and complying with statutory obligations under UK law.
  • Consent (Art. 6(1)(a)): Where explicit opt-in consent has been provided for optional communications or marketing.

4. How We Use Your Information

We process personal data strictly to deliver precision call intake services, specifically to:

  • Answer inbound telephone calls professionally on behalf of partner UK garages.
  • Extract structured call details (name, VRM, vehicle fault, timing preferences).
  • Deliver instant service request alerts to designated garage managers via SMS, WhatsApp, or Email.
  • Provide garage administrators with a searchable dashboard of intake records.
  • Maintain, secure, and improve platform performance.

Operational Notice: Garage Ghost operates as an intake and communication platform. Upon Client approval or system configuration, Garage Ghost dispatches SMS booking confirmations to customers on behalf of the garage. Garage Ghost does not automatically issue binding price quotes or make mechanical diagnoses without garage authorisation.

5. Data Sharing & Third-Party Processors

We do not sell, rent, or trade personal data to third parties for marketing purposes. We share personal data only with trusted service providers operating under strict data processing agreements:

  • Telephony & Speech Services: Twilio and Retell AI for PSTN call routing, voice synthesis, and automated transcription.
  • Messaging & Notification Providers: Twilio SMS, WhatsApp Business API, and email providers for dispatching instant call alerts to garages.
  • Cloud Infrastructure: Secure cloud hosting providers located within UK/EEA data centres.
  • Subscribing Garages: Call details and transcripts are transferred directly to the designated garage requested by the caller.

6. International Data Transfers

Our core databases and infrastructure are located within the UK and EEA. Where third-party sub-processors (such as global telephony infrastructure) process data internationally outside the UK or EEA, transfers are governed by UK International Data Transfer Agreements (IDTAs) or standard contractual safeguards ensuring equivalent data protection.

7. Data Retention

  • Call Intake Records & Transcripts: Retained for the duration of the subscribing garage's active subscription plus 90 days for operational review, after which records are securely archived or deleted.
  • Client Account & Billing Data: Retained while the client account is active, plus 6 years following contract termination to satisfy UK tax, legal, and accounting obligations.

8. Your Data Protection Rights

Under UK data protection law, you have statutory rights regarding your personal data:

  • Right of Access: Request a copy of personal data held about you (Subject Access Request).
  • Right to Rectification: Request correction of inaccurate or incomplete personal data.
  • Right to Erasure: Request deletion of your personal data under certain conditions ('Right to be forgotten').
  • Right to Restrict Processing: Request restriction of processing under specified circumstances.
  • Right to Data Portability: Request transfer of your data to another controller in a structured format.
  • Right to Object: Object to processing based on legitimate interests or direct marketing.

To exercise any of these rights, please contact us at team@garageghost.co.uk. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.

9. Data Security & Cookies

We employ strict technical and organisational measures to safeguard data against unauthorised access, loss, or disclosure, including TLS 1.3 transport encryption, AES-256 storage encryption, and strict role-based access controls.

For detailed information on how we manage session cookies, please refer to our Cookie Policy.

10. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact our Data Protection lead at:

Garage Ghost Limited
Email: team@garageghost.co.uk
Phone: +44 7594 891471