Motoro Dealer Privacy Policy

Last updated: 21 August 2026

1. About this privacy policy

This privacy policy explains how Motoro collects, uses, stores and shares personal information relating to motor dealers, dealer employees and other authorised business users.

It applies when you:

Apply for a Motoro dealer account
Access the Motoro dealer platform
View or claim vehicle opportunities
Communicate with vehicle sellers
Purchase a vehicle through an introduction made by Motoro
Pay Motoro fees or receive invoices
Contact Motoro for support

This policy applies to personal information about individuals. Information relating solely to a limited company or other legal entity may not be personal information, although information about its directors, owners, employees and representatives will be.

Motoro is operated by:

The Smart Motor Group Ltd trading as Motoro Unit 3 Queensberry Centre 150 London Road Copford Essex CO6 1BQ United Kingdom

Email: hello@motoro-app.com Telephone: 01206 487055

For the purposes of UK data protection law, The Smart Motor Group Ltd is the data controller responsible for the dealer personal information described in this policy.

2. Information we collect

The information we collect depends on your relationship with the dealership and how you use Motoro.

Dealer account information

We may collect:

Your name
Job title and role
Business email address
Business telephone number
Login and authentication information
Account permissions
Communication preferences
Profile information
Records of account creation and acceptance of our terms

Business information

We may collect information about the dealership, including:

Legal and trading names
Company registration number
VAT registration number
Registered and trading addresses
Website and business contact details
Franchise, group or independent status
Dealership locations
Vehicle-purchasing preferences
Areas of operation
Company directors, owners or persons with significant control
Supporting business or trading documents
Motor-trade or regulatory information
Bank or payment details where required

Some of this information may come from public sources, such as Companies House.

Identity and verification information

We may collect information necessary to verify the dealership and its authorised users, including:

Name and date of birth
Business role
Proof of identity
Proof of address
Company records
Evidence that you are authorised to act for the dealership
Results of fraud, security or compliance checks

We will only request identity documents where reasonably necessary.

Platform activity

When you use the Motoro dealer platform, we may collect:

Vehicles viewed, saved or claimed
Dealer offers and offer history
Vehicle valuations
Notes added to vehicle records
Seller communications
Accepted and rejected offers
Vehicle purchase status
Collection and handover information
Account-user activity
Dates and times of actions
Records of changes made to transactions

Transaction and invoicing information

When a vehicle transaction takes place, we may collect:

Vehicle registration and description
Seller confirmation
Dealer offer and agreed purchase price
Claim or purchase date
Buyer fee
VAT and total amount due
Invoice number and invoice date
Payment status and transaction reference
Refund, dispute, chargeback or debt-recovery information

Where payments are processed by a third party, we do not normally receive or store complete payment-card details.

Communications

We may collect records of communications between:

The dealership and Motoro
Dealer users and vehicle sellers
Different authorised users within a dealer account
Motoro support staff and dealer users

This may include emails, telephone calls, support requests, messages, complaints and transaction discussions.

Calls may be recorded where this is necessary for training, quality assurance, security or dispute resolution. We will provide an appropriate notification where calls are recorded.

Technical information

When you access Motoro, we may automatically collect:

IP address
Device type
Browser and operating system
App version
Login records
Approximate location derived from an IP address
Pages, vehicles and features accessed
Dates, times and duration of activity
Diagnostic information
Crash reports and error logs
Security and fraud-prevention information
Cookie and similar technology information

3. Information about vehicle sellers

Dealers using Motoro may receive personal information about customers who submit vehicles for sale.

This may include:

Seller name
Telephone number
Email address
Vehicle location or postcode
Vehicle registration
Vehicle photographs
Ownership and keeper information
Information contained in vehicle documents
Communications and transaction records
Collection or handover details

Some seller information may only be made available after the dealer claims a vehicle, makes an offer or is selected by the seller.

Motoro processes this information to operate the platform, facilitate dealer offers and support transactions.

Once a dealership receives seller information for its own vehicle-purchasing activities, the dealership will normally become an independent data controller for its use of that information. The dealership is responsible for complying with applicable data protection law and providing any additional privacy information required.

Seller information must not be used for unrelated marketing or other incompatible purposes without a valid lawful basis.

4. How we obtain information

We may obtain personal information:

Directly from you
From the dealership you work for or represent
From another authorised user
From vehicle sellers
From Companies House and other public registers
From identity and business-verification providers
From payment and invoicing providers
From fraud-prevention and security services
Automatically when you use Motoro
From professional advisers or debt-recovery providers
From another dealership within the same corporate group, where appropriate

If your dealership gives us information about another person, it is responsible for ensuring that it is permitted to do so and that the person receives appropriate privacy information.

5. How we use dealer information

We may use personal information to:

Review and approve dealer applications
Verify dealerships and authorised users
Create and manage dealer accounts
Assign account roles and permissions
Display suitable vehicle opportunities
Allow dealers to view, save and claim vehicles
Facilitate dealer offers
Connect dealers with vehicle sellers
Record seller acceptance or confirmation
Support vehicle purchases and collections
Calculate buyer fees
Create and issue invoices
Process and reconcile payments
Collect unpaid amounts
Provide customer and technical support
Resolve complaints and transaction disputes
Monitor performance and service quality
Prevent fraud and platform misuse
Protect Motoro, sellers and participating dealers
Maintain the security of our systems
Develop and improve Motoro
Send important account and transaction notifications
Send relevant dealer marketing where permitted
Comply with legal, accounting, tax and regulatory obligations
Establish, exercise or defend legal claims

6. Our lawful bases

We process personal information only where we have a lawful basis.

Contract

We process information where necessary to enter into or perform our agreement with you or the dealership you represent.

This includes:

Setting up a dealer account
Providing access to vehicle opportunities
Managing offers and transactions
Issuing invoices
Processing payments
Providing dealer support

Where our contract is with the dealership rather than you personally, this processing may instead be based on our legitimate interests.

Legal obligation

We process information where necessary to comply with legal obligations, including:

Tax and accounting requirements
Fraud prevention
Responding to courts, regulators and law-enforcement authorities
Maintaining legally required business records
Meeting applicable data protection obligations

Legitimate interests

We may process information where necessary for our legitimate interests or those of another party, provided those interests are not overridden by your rights.

These interests include:

Operating a secure vehicle marketplace
Verifying dealerships and authorised users
Preventing fraud and misuse
Facilitating vehicle sales
Managing dealer relationships
Recovering unpaid fees
Investigating complaints
Improving Motoro
Protecting sellers, dealers and our business
Promoting relevant Motoro services to dealerships
Establishing or defending legal claims

Consent

We rely on consent where required, including for certain electronic marketing, optional device permissions and non-essential cookies or tracking technologies.

You may withdraw consent at any time. This will not affect processing that took place before consent was withdrawn.

7. Automated processing

Motoro may use automated systems to:

Match vehicles with dealer preferences
Prioritise or display relevant vehicle opportunities
Detect unusual account or transaction activity
Produce vehicle valuations
Identify possible fraud, duplicate accounts or platform misuse

These systems may influence which vehicles are displayed or whether activity is referred for review.

Unless we explain otherwise at the relevant time, we do not use solely automated processing to make decisions about dealer users that produce legal or similarly significant effects without appropriate safeguards and human involvement.

8. Who we share information with

We may share dealer personal information with:

Vehicle sellers where necessary to facilitate a transaction
Other authorised users within the dealership
Companies within the same dealership group
Vehicle-data and valuation providers
Payment and invoicing providers
Cloud-hosting and software providers
Authentication and communications providers
Security, fraud-prevention and identity-verification providers
Accountants, insurers, lawyers and professional advisers
Debt-recovery and credit-control providers
Regulators, courts, government bodies and law-enforcement agencies
A purchaser, investor or successor involved in a sale, merger or restructuring of Motoro

We only share information where reasonably necessary and legally permitted.

Service providers processing information on our behalf must protect it and use it only for the agreed purpose.

We do not sell dealer personal information as a standalone commercial product.

9. Sharing information with vehicle sellers

Where necessary to facilitate a vehicle transaction, we may provide a seller with relevant dealer information, such as:

Dealership name
Dealer-user name
Business telephone number
Business email address
Dealership location
Offer details
Collection arrangements
Transaction status

This allows the seller to identify and communicate with the dealership making or completing the offer.

Your personal home address, personal contact details or identity documents will not ordinarily be shared with sellers unless this is necessary and legally justified.

10. Dealership responsibilities for seller information

Dealerships and their authorised users must handle seller information lawfully and securely.

Seller information obtained through Motoro should only be used for purposes such as:

Assessing the submitted vehicle
Making or managing an offer
Arranging an inspection
Completing the purchase
Collecting the vehicle
Managing transaction records
Meeting legal, accounting or regulatory obligations
Handling a genuine complaint or dispute

Seller information must not be:

Sold to another organisation
Used for unrelated marketing without a lawful basis
Shared with unauthorised staff
Downloaded or retained without a genuine business need
Used to harass or pressure a seller
Used for fraudulent or unlawful purposes

The dealership is responsible for determining its own appropriate retention period once it receives seller information as an independent controller.

11. International transfers

Some technology and service providers may process information outside the United Kingdom.

Where personal information is transferred internationally, we use safeguards required by applicable data protection law. These may include:

Transfers to countries covered by UK adequacy regulations
The UK International Data Transfer Agreement
The UK Addendum to approved contractual clauses
Additional technical and organisational protections where appropriate

You may contact us for more information about the safeguards used for international transfers.

12. How long we retain information

We keep personal information only for as long as reasonably necessary.

Our usual retention periods are:

Dealer application records: normally up to six years after the application or end of the dealer relationship
Account information: while the account remains active and normally for up to six years afterwards
Vehicle offers and transaction records: normally up to six years after the transaction or last relevant activity
Invoices, payments and accounting records: normally six years after the end of the relevant financial year
Seller and dealer communications: normally up to six years after the relevant transaction or matter is closed
Complaints and dispute records: normally up to six years after resolution
Technical and security records: for a period proportionate to the relevant security or fraud risk
Marketing records: until you unsubscribe or we determine that the information is no longer current
Identity documents: only for as long as needed for verification, fraud prevention or legal compliance

Information may be retained for longer where required by law, needed to investigate fraud or necessary to establish, exercise or defend legal claims.

Some information may remain temporarily in secure backups after deletion from active systems.

13. Marketing

We may send dealer users information about:

New Motoro features
Relevant vehicle opportunities
Dealer services
Account upgrades
Platform announcements
Related products or offers

We will send electronic marketing only where permitted by law.

You can stop marketing at any time by:

Selecting the unsubscribe option in an email
Updating your communication preferences
Contacting hello@motoro-app.com

Transaction, security, invoice and account-management messages are service communications and may still be sent where necessary.

You have an absolute right to object to the use of your personal information for direct marketing.

14. Cookies and similar technologies

Motoro may use cookies, software development kits and similar technologies to:

Keep dealer users signed in
Remember preferences
Maintain platform security
Analyse platform performance
Identify technical problems
Understand how features are used
Measure marketing performance where permitted

Where required, we will obtain consent before using non-essential technologies.

You may be able to manage these technologies through Motoro's consent controls, your browser or your device settings.

15. Security

We use appropriate technical and organisational measures designed to protect personal information against:

Unauthorised access
Accidental loss
Improproper disclosure
Alteration
Destruction
Fraudulent or unlawful use

Dealer users must:

Keep login details confidential
Use individual user accounts rather than shared credentials
Apply appropriate access permissions
Remove access when an employee leaves or changes role
Protect downloaded seller information
Notify Motoro promptly of a suspected security incident
Ensure only authorised employees can access seller information

No online service can be guaranteed to be completely secure.

16. Your data protection rights

Depending on the circumstances, you may have the right to:

Be informed about how your information is used
Request access to your personal information
Ask us to correct inaccurate or incomplete information
Ask us to erase information
Ask us to restrict processing
Object to processing based on legitimate interests
Object to direct marketing at any time
Receive certain information in a portable format
Withdraw consent
Request safeguards relating to certain automated decisions
Complain to a data protection regulator

These rights are not always absolute. We may retain or continue using information where permitted or required by law.

To exercise your rights, contact hello@motoro-app.com.

We may need to verify your identity. We will normally respond to valid requests within one month.

If your request concerns information controlled independently by your dealership, you may need to direct the request to the dealership.

17. Complaints

If you are concerned about how Motoro uses your personal information, please contact us first so we can investigate.

You also have the right to complain to:

Information Commissioner's Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF

Telephone: 0303 123 1113 Website: www.ico.org.uk

18. Leaving a dealership

If you stop working for or representing a dealership, the dealership should remove your access promptly.

You may also contact us if you believe you should no longer have access to a dealer account.

We may retain records of your previous account activity where necessary for security, transaction history, accounting, dispute resolution or legal compliance.

19. Third-party services

Motoro may contain links to or integrations with third-party services. Those organisations may process personal information under their own privacy policies.

We are not responsible for the privacy practices of an independent third party.

20. Changes to this policy

We may update this privacy policy to reflect changes to our services, suppliers, business practices or legal obligations.

The latest version will be published through the Motoro website or dealer platform.

Where a change materially affects how we use personal information, we will provide an appropriate additional notification.

21. Contact us

For questions, requests or complaints relating to personal information, contact:

The Smart Motor Group Ltd trading as Motoro Unit 3 Queensberry Centre 150 London Road Copford Essex CO6 1BQ United Kingdom

Email: hello@motoro-app.com Telephone: 01206 487055