Privacy Policy

Who we are

Auto Converse Limited (company number 14298469) is the data controller for personal data collected through our marketing website and account administration. Our registered office is 1 Cedar Barn, Hatton Technology Park, Hatton, Warwick, England, CV35 8XB. For personal data that dealerships and other customers process through our platform (for example, end-customer chat conversations and WhatsApp messages), the customer is typically the controller and Auto Converse Limited acts as a processor under a Data Processing Agreement.

Contact for privacy enquiries: privacy@autoconverse.com.

Personal data we collect

Depending on how you interact with us, we may collect:

• Identity and contact data — name, job title, company, email address, phone number, and similar details you submit in forms (for example demo requests or contact forms).
• Account data — login identifiers, role or permission information, and settings associated with your workspace.
• Usage and device data — IP address, browser type, device information, pages viewed, referring URLs, and approximate location derived from IP, collected via cookies and similar technologies.
• Communication data — messages you send us by email or through support channels, and records of those conversations.
• Customer content — content submitted to or generated by the Services on behalf of our customers. This includes website chat transcripts and, where a dealership uses our WhatsApp service, messages sent to its WhatsApp account, sender phone numbers, message times, and information people choose to include in those messages. We process this content under our customer agreements and Data Processing Agreement.
• Billing data — billing contact details and payment-related information processed by our payment providers (we do not store full card numbers).

How we use personal data

We use personal data to:

• Provide, operate, secure, and improve the Services.
• On behalf of participating dealerships, receive customer WhatsApp messages, use automated AI systems to help generate replies, send those replies through WhatsApp, and provide the dealership with conversation records and customer enquiries.
• Respond to enquiries, schedule demos, and deliver customer support.
• Create and manage accounts, workspaces, and access controls.
• Send service-related notices (for example security, billing, or product changes).
• Send marketing communications where permitted (you can opt out at any time).
• Analyse website and product usage to improve performance and user experience.
• Detect, prevent, and investigate fraud, abuse, or security incidents.
• Comply with legal obligations and enforce our agreements.

Legal bases for processing

For customer-controlled content processed on behalf of a dealership (including WhatsApp messages), the dealership determines the applicable legal basis and we process the data on its instructions under our Data Processing Agreement.

Where UK/EU data protection law applies, we rely on one or more of the following bases:

• Contract — processing necessary to perform a contract with you or to take steps at your request before entering a contract (for example providing the Services or responding to a demo request).
• Legitimate interests — operating and improving our business, securing the Services, understanding product usage, and B2B marketing where those interests are not overridden by your rights.
• Consent — where we ask for consent (for example certain cookies or optional marketing). You may withdraw consent at any time.
• Legal obligation — where we must process data to comply with law.

Cookies and similar technologies

We use cookies and similar technologies to run the website, remember preferences, and understand how visitors use our site. Essential cookies are required for basic functionality. Analytics and similar non-essential cookies are used only where permitted.

For more detail, see our Cookie Policy.

How we share personal data

We do not sell personal data. We may share personal data with:

• Service providers and sub-processors who help us host, operate, secure, analyse, communicate, or support the Services, including Meta Platforms (WhatsApp) as our messaging platform provider and AI processing providers, under appropriate contractual safeguards.
• Professional advisers (for example lawyers, auditors, or insurers) where needed.
• Authorities or other parties when required by law, legal process, or to protect rights, safety, and security.
• A buyer or successor in connection with a merger, acquisition, financing, or sale of assets, subject to appropriate confidentiality protections.
• Other parties at your direction or with your consent.

International transfers

We may process and store personal data in the United Kingdom, the European Economic Area, the United States, and other countries where we or our service providers operate. Where we transfer personal data from the UK/EEA to a country that is not subject to an adequacy decision, we use appropriate safeguards such as the UK International Data Transfer Agreement / Addendum and/or EU Standard Contractual Clauses, together with supplementary measures where required.

Data retention

We keep personal data only for as long as needed for the purposes described in this policy, including to provide the Services, meet legal, accounting, or reporting requirements, resolve disputes, and enforce agreements.

Retention periods vary by data type and context. For customer-controlled content processed as a processor, we follow the customer’s instructions and our DPA (including deletion or return at the end of the engagement, subject to legal holds).

Security

We implement appropriate technical and organisational measures designed to protect personal data against unauthorised access, loss, misuse, or alteration. No method of transmission or storage is completely secure; we continuously improve our controls and ask customers to protect account credentials and configure access appropriately.

Your rights

Subject to applicable law, you may have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate or incomplete data.
• Request deletion of your personal data.
• Restrict or object to certain processing.
• Request portability of personal data you provided to us.
• Withdraw consent where processing is based on consent.
• Lodge a complaint with a supervisory authority. In the UK this is the Information Commissioner’s Office (ICO).

How to exercise your rights

To exercise privacy rights, contact privacy@autoconverse.com. We may need to verify your identity before fulfilling a request.

If your data was collected by one of our customers through the Auto Converse Limited platform (for example a dealership website chat or WhatsApp conversation), please contact that organisation directly. We will support our customers in responding to requests as required under our DPA.

Data deletion requests

You can ask us to delete personal data we hold about you, including WhatsApp message data we process on behalf of a dealership. Email privacy@autoconverse.com with the dealership name and the WhatsApp phone number you used, or contact the dealership directly. Where the dealership is the controller, we will refer your request to the dealership and support it under our Data Processing Agreement. We may need to verify your identity before actioning a request.

This route is available to anyone whose data is processed through the WhatsApp service, including people who message a dealership and dealership staff. You can share or bookmark this section directly at https://www.autoconverse.com/legal/privacy-policy#data-deletion.

Children

The Services are directed at businesses and are not intended for children. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, contact privacy@autoconverse.com and we will take appropriate steps.

Third-party links and services

Our website and Services may link to third-party sites or integrate third-party tools. Those providers process data under their own privacy policies. We are not responsible for their practices and encourage you to review their terms. For example, when you message a dealership through WhatsApp, Meta Platforms processes that message under its own privacy policy and terms.

Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated version on this page and revise the “Last updated” date. If changes are material, we may provide additional notice (for example by email or an in-product message).

Contact

Questions about this Privacy Policy or our data practices:

Auto Converse Limited Registered office: 1 Cedar Barn, Hatton Technology Park, Hatton, Warwick, England, CV35 8XB Email: privacy@autoconverse.com Registered in England & Wales. Company Number 14298469.