Privacy Policy

Effective As Of and Last Updated November 24th, 2025

We respect your privacy and are committed to protecting your personal data.

This Privacy Policy explains how we collect, use, share, and safeguard your information when you use our AI-powered vehicle maintenance and history tracking services.

By using Voxcar, you agree to the collection and use of information in accordance with this policy. If you do not agree with our practices, please do not use our services.

1. Information We Collect

1.1 Information You Provide Directly

When you use Voxcar, you may provide us with:

• Account Information: Name, email address, username, password, and contact details
• Vehicle Information: Make, model, year, VIN (Vehicle Identification Number), mileage, modifications, purchase details, and vehicle photos
• Maintenance Records: Service history, repair records, parts information, receipts, service dates, costs, and notes
• Voice-to-Text Data: Voice transcriptions when using voice-to-text input features
• Community Content: Posts, comments, reviews, questions, and interactions with other users
• Payment Information: Billing details, payment method information (processed securely through third-party payment processors)
• Support Communications: Messages, feedback, and correspondence with our support team

1.2 Information We Collect Automatically

When you access and use Voxcar, we automatically collect:

• Usage Data: Features accessed, pages viewed, actions taken, time spent, session duration, and interaction patterns
• Device Information: IP address, browser type and version, device type, operating system, unique device identifiers
• Location Data: General location information (if you grant permission) for service localization and nearby service provider recommendations
• Performance Data: App crashes, error logs, load times, system diagnostics, and performance metrics
• Cookies and Tracking Technologies: Session cookies, preference cookies, analytics cookies, and similar tracking technologies (see Section 8)

1.3 Information From Third Parties

We may receive information from:

• Integration Partners: Parts suppliers, service providers, and automotive data providers you choose to connect with
• Public Databases: Vehicle recall information, manufacturer service bulletins, vehicle specifications, and safety notices
• Analytics Providers: Aggregated usage statistics and performance metrics
• Social Media: Profile information if you connect your social media accounts (optional)

2. How We Use Your Information

2.1 Service Provision

We use your data to:

• Provide AI-powered maintenance recommendations and predictive insights
• Track and organize your vehicle maintenance history and service records
• Enable voice-to-text transcription for convenient data entry
• Facilitate community discussions and knowledge sharing among users
• Generate personalized maintenance schedules and reminders
• Connect you with parts suppliers and service providers
• Process payments and manage subscriptions
• Provide customer support and respond to your inquiries

2.2 Service Improvement and AI Training

We analyze aggregated and anonymized data to:

• Improve AI recommendation accuracy and relevance
• Develop new features and enhance existing functionality
• Optimize user experience and interface design
• Train and refine our machine learning models
• Identify and fix technical issues
• Conduct research and analytics on automotive maintenance trends

Important: We use aggregated, anonymized data for AI model training. Your specific personal information is not shared with external AI training systems without your explicit consent.

2.3 Communication

We may contact you to:

• Send transactional emails (account updates, service notifications, password resets)
• Provide maintenance reminders and alerts
• Notify you of important service or policy changes
• Respond to your support requests
• Send marketing communications (only if you opt in—you can unsubscribe anytime)

2.4 Legal Compliance and Safety

We process data to:

• Comply with legal obligations and regulatory requirements
• Respond to law enforcement requests and court orders
• Protect our rights, property, and safety
• Prevent fraud, abuse, and security threats
• Enforce our Terms of Service

3. Legal Basis for Processing (GDPR)

For users in the European Economic Area (EEA), UK, and other GDPR-applicable regions, we process your personal data based on the following lawful grounds:

3.1 Contract Performance

We process your data to provide Voxcar services as outlined in our Terms of Service, including AI recommendations, maintenance tracking, community features, and account management.

3.2 Legitimate Interest

We process data for business operations, service improvement, fraud prevention, security, system administration, and customer support based on our legitimate business interests, balanced against your privacy rights.

3.3 Consent

For marketing communications, optional features (like voice recordings retention), data sharing with integration partners, and non-essential cookies, we rely on your explicit consent, which you may withdraw at any time through your account settings.

3.4 Legal Obligation

We process data to comply with tax requirements, regulatory obligations, law enforcement requests, and other legal mandates.

4. How We Share Your Information

4.1 Service Providers

We share data with trusted third-party service providers who assist us in operating our services:

• Cloud Hosting: AWS, Google Cloud, or similar providers for data storage and infrastructure
• Analytics: Google Analytics, Mixpanel, or similar tools for usage analysis
• Payment Processing: Stripe, PayPal, or similar processors for secure payment handling
• Email Services: Mailchimp, or similar platforms for transactional and marketing emails
• AI Services: OpenAI, Anthropic, Google, or other AI providers for generating maintenance insights

These providers are contractually obligated to protect your data and use it only for the services they provide to us.

4.2 Integration Partners (With Your Consent)

When you choose to connect with:

• Parts Suppliers: To check availability, pricing, and place orders
• Service Providers: To book appointments and share relevant vehicle information
• Automotive Databases: To access vehicle specifications and recall information

You explicitly authorize these data sharing connections, which you can revoke anytime.

4.3 Community Features

Information you post in community forums, comments, or public profiles is visible to other Voxcar users. Please do not share sensitive personal information publicly.

4.4 Legal Requirements

We may disclose your information when required by law or in response to:

• Valid legal processes (subpoenas, court orders, warrants)
• Requests from government agencies or law enforcement
• Protection of our legal rights and property
• Prevention of fraud or security threats
• Protection of user safety

4.5 Business Transfers

If Voxcar is involved in a merger, acquisition, asset sale, or bankruptcy, your personal data may be transferred to the successor entity. We will notify you of any such change and your rights regarding your data.

4.6 Aggregated Data

We may share anonymized, aggregated data that cannot identify you with:

• Research partners for automotive industry insights
• Marketing partners for trend analysis
• Public reports and statistics

5. Data Retention

5.1 Retention Periods

We retain your data for the following periods:

• Account Data: While your account is active, plus 3 years after account closure (for legal and accounting purposes)
• Vehicle and Maintenance Data: While your account is active, plus 7 years after account closure (for historical automotive records)
• Voice Recordings: Deleted immediately after transcription unless you opt to save them; saved recordings retained while account is active
• Analytics Data: Aggregated and anonymized after 24 months
• Payment Records: 7 years as required by tax and financial regulations
• Support Communications: 3 years after resolution

5.2 Extended Retention

We may retain data longer when:

• Required by law or regulatory obligations
• Necessary for ongoing legal proceedings or disputes
• Needed to enforce our Terms of Service
• With your explicit consent

5.3 Secure Deletion

When retention periods expire, we securely delete or anonymize your data using industry-standard methods.

6. Your Privacy Rights

6.1 GDPR Rights (EEA, UK Users)

Under GDPR, you have the right to:

• Access: Request a copy of all personal data we hold about you
• Rectification: Correct inaccurate or incomplete data
• Erasure ("Right to be Forgotten"): Request deletion of your personal data
• Restrict Processing: Limit how we process your data
• Data Portability: Receive your data in a machine-readable format for transfer to another service
• Object: Object to processing based on legitimate interests or for direct marketing
• Withdraw Consent: Withdraw consent for processing that relies on your consent
• Automated Decision-Making: Request human review of AI-generated recommendations that significantly affect you

6.2 CCPA Rights (California Residents)

California residents have the right to:

• Know what personal information is collected, used, shared, or sold
• Request deletion of personal information
• Opt-out of the sale of personal information (Note: Voxcar does not sell personal information)
• Non-discrimination for exercising your privacy rights

6.3 Exercising Your Rights

To exercise any of these rights:

• Account Settings: Manage preferences, download data, or delete your account directly in-app
• Email Request: Contact us at privacy@voxcar.com
• Support Form: Submit a request through our Contact Us page

We will respond to verified requests within 30 days (GDPR) or 45 days (CCPA).

7. Data Security

7.1 Security Measures

We implement industry-standard security measures to protect your data:

• Encryption: Data encrypted in transit (TLS/SSL) and at rest (AES-256)
• Access Controls: Role-based access, multi-factor authentication, and principle of least privilege
• Security Monitoring: Continuous monitoring, intrusion detection, and regular security audits
• Secure Infrastructure: SOC 2 compliant cloud hosting with redundant backups
• Employee Training: Regular security and privacy training for all team members
• Incident Response: Documented procedures for detecting and responding to security incidents

7.2 Your Responsibilities

You are responsible for:

• Maintaining the confidentiality of your account password
• Using strong, unique passwords
• Enabling two-factor authentication (if available)
• Notifying us immediately of any unauthorized access

7.3 No Absolute Security

While we use reasonable security measures, no system is 100% secure. We cannot guarantee absolute security of data transmitted over the internet.

8. Cookies and Tracking Technologies

8.1 What We Use

We use cookies and similar tracking technologies for:

• Essential Cookies: Required for basic site functionality (authentication, security)
• Preference Cookies: Remember your settings and preferences
• Analytics Cookies: Understand how users interact with our services
• Marketing Cookies: Deliver relevant advertising (only with your consent)

8.2 Your Cookie Choices

You can control cookies through:

• Browser Settings: Most browsers allow you to refuse cookies or alert you when cookies are being sent
• Cookie Consent Manager: Our cookie banner allows you to customize cookie preferences
• Opt-Out Tools: Industry opt-out tools like Digital Advertising Alliance

Note: Disabling essential cookies may affect service functionality.

9. International Data Transfers

9.1 Data Location

Voxcar operates globally. Your data may be transferred to and processed in countries outside your residence, including the United States, which may have different data protection laws.

9.2 Transfer Safeguards

For transfers from the EEA/UK to other countries, we use:

• Standard Contractual Clauses (SCCs): EU-approved model contracts
• Adequacy Decisions: Transfers to countries deemed adequate by the European Commission
• Your Consent: For transfers with your explicit agreement

9.3 Data Protection

Regardless of location, we maintain the same high standards of data protection described in this policy.

10. Children's Privacy

Voxcar is not intended for users under 18 years of age. We do not knowingly collect personal information from children under 18. If you are under 18, do not use Voxcar or provide any information to us.

If we discover we have collected information from a child under 18, we will delete it immediately. Parents or guardians who believe their child has provided us with information should contact us at privacy@voxcar.com.

11. Third-Party Links and Services

Voxcar may contain links to third-party websites, apps, or services (e.g., parts suppliers, service providers). This Privacy Policy does not apply to those third parties. We are not responsible for their privacy practices.

We encourage you to review the privacy policies of any third-party services you access through Voxcar.

12. AI-Specific Privacy Considerations

12.1 AI Recommendations Disclaimer

Our AI-generated maintenance recommendations are based on:

• General automotive knowledge and best practices
• Patterns from aggregated vehicle data
• Your specific vehicle information and maintenance history

Important: AI recommendations are provided "as is" without warranties of accuracy, completeness, or suitability for your specific vehicle. Always consult qualified mechanics for professional automotive advice.

12.2 AI Training and Your Data

• We use aggregated, anonymized data to improve AI model accuracy
• Individual user data is not shared with external AI training systems without explicit consent
• You can opt-out of having your anonymized data used for AI training through your account settings

12.3 Human Review Option

For significant AI-generated recommendations (e.g., urgent repairs, high-cost maintenance), you can request human review by our automotive experts through customer support.

13. Changes to This Privacy Policy

13.1 Policy Updates

We may update this Privacy Policy from time to time to reflect:

• Changes in our services or business practices
• New legal or regulatory requirements
• Improvements in data protection measures
• User feedback and best practices

13.2 Notification of Changes

Material Changes: We will notify you via:

• Email to your registered address
• Prominent in-app notification
• Banner on our website

Minor Changes: We will update the "Last Updated" date at the top of this policy.

13.3 Continued Use

Your continued use of Voxcar after changes take effect constitutes acceptance of the updated Privacy Policy. If you do not agree with changes, please discontinue use and contact us to delete your account.

14. Contact Us

14.1 Privacy Questions

For questions, concerns, or requests regarding this Privacy Policy or our data practices:

Email: privacy@voxcar.com

Support Form: Contact Us Page

14.2 Data Protection Officer

For GDPR-related inquiries: privacy@voxcar.com

14.3 Supervisory Authority

If you are located in the EEA or UK and believe we have not adequately addressed your privacy concerns, you have the right to lodge a complaint with your local data protection supervisory authority.

15. California "Do Not Sell My Personal Information"

Voxcar does not sell your personal information.

We do not sell, rent, or trade personal information to third parties for monetary or other valuable consideration. We share data only as described in Section 4 of this policy for service provision, legal compliance, and with your explicit consent.

California residents can verify this by reviewing our data sharing practices or contacting us at privacy@voxcar.com.

At Voxcar, we're committed to earning and maintaining your trust. We believe in transparency, user control, and responsible data stewardship. Your vehicle data is yours—we're here to help you manage it securely and effectively.

Thank you for trusting Voxcar with your automotive information.