MotorFile Privacy Policy

Who we are

MotorFile is operated by BSAPH Limited (Company No. 17532433), registered office 71-75 Shelton Street, Covent Garden, London WC2H 9JQ. BSAPH Limited is the data controller. This page covers what is specific to the MotorFile app and website; it sits alongside the full BSAPH Privacy Policy, which applies to all BSAPH platforms and is written under UK GDPR and the Data Protection Act 2018. MotorFile is not affiliated with the DVLA or DVSA.

What MotorFile uses

• Location. If you tap the location button on the fuel prices screen, the app asks for your location while you are using it, to show fuel stations near you. It is never collected in the background. The coordinates are sent to our server with that request so it can return nearby stations. You can decline and enter a postcode instead.
• Camera and photos. The camera scans a number plate for a lookup (the text is read on your device), and photographs your V5C logbook if you claim a vehicle. Photos you choose from your library are used the same way. A V5C photo you submit is uploaded to our server and reviewed by our team to confirm you are the keeper.
• Vehicle search history. Plates you look up are remembered on your device so you can find them again. If you are signed in, the list is also saved to your account so it follows you between the app and the website.
• Account and saved vehicles. If you create a BSAPH account, your name, email address and sign-in method (email, Google or Apple), plus the vehicles, reminders and reports on your account. Lookups work without an account.
• Push notifications. If you turn on MOT or tax reminders on your phone, a device notification token is registered with our server so we can send them.
• Payments. Paid reports are bought per vehicle, never as a subscription. On the website card payments are handled by Stripe, and we do not see or store your full card number. In the iOS app the purchase is made through Apple In-App Purchase. The Android app is lookup-only and sells nothing. We keep a record of each purchase (what, when, how much) as UK tax law requires.
• Analytics. In the app, usage events (screens opened, plates searched, reports and fuel prices viewed; the registration searched can be part of the event, never your name, email or location) are sent to our own servers with a random identifier created for your installation. It is not linked to your account and is not sent to any third party. On mymotorfile.com we use Google Analytics (GA4), which loads only if you choose “Accept all” in the cookie banner; you can withdraw that at any time from Cookie settings in the footer.

What we do not do

• We do not sell your personal data.
• We do not track you across other companies' apps or websites.
• We do not show third-party advertising in the MotorFile app.

Vehicle data

Vehicle records (MOT, tax, specifications and, in paid reports, history) come from DVLA and DVSA open data and a licensed data provider. MotorFile is not affiliated with, or endorsed by, the DVLA or DVSA.

Why we process it

To provide the service you asked for (contract), to keep it secure and prevent abuse (legitimate interests), to meet legal obligations such as tax records, and for optional features you switch on, such as location, notifications and website analytics (consent). The full list of legal bases and processors is in the BSAPH Privacy Policy.

How long we keep it

Account data, saved vehicles, reminders and search history are kept until you delete your account. After deletion your personal details are erased within 30 days. We keep only the record that a purchase happened, detached from you, because UK tax law requires us to retain sales records. On-device search history is removed when you uninstall the app.

Deleting your account

In the app open Profile and choose Delete Account; you are asked to confirm and there is no undo. If you have already removed the app, email [email protected] from the address you signed up with and we will do it for you. One BSAPH account is shared across BSAPH apps, so deleting it removes it for all of them. More on the support page.

Your rights

Under UK GDPR you can ask for access to, correction of, or erasure of your data, object to or restrict processing, and ask for a portable copy. Email [email protected]; we respond within 30 days. You can also complain to the Information Commissioner's Office.

Contact

Privacy questions: [email protected]. App help: [email protected].