Privacy Policy

Last updated: October 24, 2026

This Privacy Notice for DetailBook ('we', 'us', or 'our'), describes how and why we might access, collect, store, use, and/or share ('process') your personal information when you use our services ('Services'), including when you:

• Visit our website at https://detailbook.co.uk or any website of ours that links to this Privacy Notice
• Use DetailBook. DetailBook is a booking management platform designed for mobile car detailers. It allows detailing businesses to accept online bookings, manage their schedule, process payments, and communicate with customers through automated email notifications.
• Engage with us in other related ways, including any marketing or events

Questions or concerns? Reading this Privacy Notice will help you understand your privacy rights and choices. We are responsible for making decisions about how your personal information is processed. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at support@detailbook.co.uk.

1. What Information Do We Collect?

Our role under data protection law. DetailBook acts as a data controller for its own users (the detailers and business operators who sign up for an account). DetailBook acts as a data processor on behalf of those business users in relation to the personal data of their customers that they input into the platform (for example, customer names, contact details, vehicle details and booking information).

Importing customers from another system. A detailer moving to DetailBook can upload a file of their existing customers from inside their DetailBook account and ask us to import it. We act as that detailer's processor for this: we use the file only to import those customers and their vehicles into that detailer's account, access to it is restricted to authorised DetailBook personnel, and we delete the file as soon as the import is done, or 14 days after upload if it has not been imported. The detailer confirms they are entitled to share the file with us for this purpose.

Personal information you disclose to us

In Short: We collect personal information that you provide to us.

We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.

Personal Information Provided by You. The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect may include the following:

• Names
• Phone numbers
• Email addresses
• Mailing addresses
• Passwords

Sensitive Information. We do not process sensitive information.

Payment Data. Payments are processed by Stripe. DetailBook does not store full card details on its own servers. Card information you enter at checkout is handled and stored by Stripe directly. You may find their privacy notice here: https://stripe.com/privacy.

Photos and uploaded content. When using DetailBook, you or your customers may upload photos (for example, vehicle images submitted as part of a quote request or booking). These images are stored securely on our infrastructure and are only shared with the relevant business operator (detailer) responsible for the booking. Uploaded photos are not made publicly accessible and are not used for any purpose other than fulfilling the booking request they relate to.

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.

Information automatically collected

In Short: Some information — such as your Internet Protocol (IP) address and/or browser and device characteristics — is collected automatically when you visit our Services.

We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.

Like many businesses, we also collect information through cookies and similar technologies.

The information we collect includes:

• Log and Usage Data. Log and usage data is service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use our Services and which we record in log files. Depending on how you interact with us, this log data may include your IP address, device information, browser type, and settings and information about your activity in the Services (such as the date/time stamps associated with your usage, pages and files viewed, searches, and other actions you take such as which features you use), device event information (such as system activity, error reports (sometimes called 'crash dumps'), and hardware settings).
• Device Data. We collect device data such as information about your computer, phone, tablet, or other device you use to access the Services. Depending on the device used, this device data may include information such as your IP address (or proxy server), device and application identification numbers, location, browser type, hardware model, Internet service provider and/or mobile carrier, operating system, and system configuration information.

2. How Do We Process Your Information?

In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.

We process your personal information for a variety of reasons, depending on how you interact with our Services, including:

• To facilitate account creation and authentication and otherwise manage user accounts. We may process your information so you can create and log in to your account, as well as keep your account in working order.
• To deliver and facilitate delivery of services to the user. We may process your information to provide you with the requested service.
• To respond to user inquiries/offer support to users. We may process your information to respond to your inquiries and solve any potential issues you might have with the requested service.
• To send administrative information to you. We may process your information to send you details about our products and services, changes to our terms and policies, and other similar information.
• To send you marketing emails about DetailBook and follow up on your trial. See Marketing emails from DetailBook below, including how to opt out.
• To fulfil and manage your orders. We may process your information to fulfil and manage your orders, payments, returns, and exchanges made through the Services.
• To enable user-to-user communications. We may process your information if you choose to use any of our offerings that allow for communication with another user.
• To save or protect an individual's vital interest. We may process your information when necessary to save or protect an individual's vital interest, such as to prevent harm.

3. What Legal Bases Do We Rely On To Process Your Personal Information?

In Short: We only process your personal information when we believe it is necessary and we have a valid legal reason (i.e. legal basis) to do so under applicable law, like with your consent, to comply with laws, to provide you with services to enter into or fulfil our contractual obligations, to protect your rights, or to fulfil our legitimate business interests.

The General Data Protection Regulation (GDPR) and UK GDPR require us to explain the valid legal bases we rely on in order to process your personal information. As such, we may rely on the following legal bases to process your personal information:

• Consent. We may process your information if you have given us permission (i.e. consent) to use your personal information for a specific purpose. You can withdraw your consent at any time.
• Performance of a Contract. We may process your personal information when we believe it is necessary to fulfil our contractual obligations to you, including providing our Services or at your request prior to entering into a contract with you.
• Legal Obligations. We may process your information where we believe it is necessary for compliance with our legal obligations, such as to cooperate with a law enforcement body or regulatory agency, exercise or defend our legal rights, or disclose your information as evidence in litigation in which we are involved.
• Vital Interests. We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party, such as situations involving potential threats to the safety of any person.
• Legitimate Interests. We may process your information where it is reasonably necessary for our legitimate business interests and those interests are not outweighed by your interests and rights. We rely on this to send marketing emails to business account holders under the rules described below, and to keep internal notes of our conversations with you about your trial or subscription, including a short contact record for 2 years after an unpaid account is deleted.

Marketing emails from DetailBook

When you sign up for a DetailBook free trial, we may email you from time to time with helpful tips, product updates and offers relating to DetailBook. This includes personal follow-ups about your trial, for example to ask how it went and whether we can help if it ends without you subscribing. We only email about DetailBook's own service, never other companies' products.

Under the Privacy and Electronic Communications Regulations this is called the "soft opt-in". You can refuse these emails when you sign up by ticking the box under the signup form. You can also unsubscribe at any time using the link in any marketing email, or by emailing support@detailbook.co.uk.

We keep a record of the choice you made when you signed up (the date and time and the version of the notice you were shown) and of any unsubscribe or request not to be contacted. Once you unsubscribe or ask us not to contact you, we keep your email address on a list of people we must not email, even after your account is deleted, so that we don't email you again by mistake.

Unsubscribing from marketing doesn't stop the emails we need to send to run your account, such as security messages, invoices, payment problems and notices about your trial ending.

4. When and With Whom Do We Share Your Personal Information?

In Short: We may share information in specific situations described in this section and/or with the following third parties.

Vendors, Consultants, and Other Third-Party Service Providers. We may share your data with third-party vendors, service providers, contractors, or agents ('third parties') who perform services for us or on our behalf and require access to such information to do that work. We have contracts in place with our third parties, which are designed to help safeguard your personal information. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will also not share your personal information with any organisation apart from us. They also commit to protect the data they hold on our behalf and to retain it for the period we instruct.

The third parties we may share personal information with are as follows:

We also may need to share your personal information in the following situations:

• Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

5. Do We Use Cookies and Other Tracking Technologies?

In Short: We may use cookies and other tracking technologies to collect and store your information.

We may use cookies and similar tracking technologies (like web beacons and pixels) to gather information when you interact with our Services. Some online tracking technologies help us maintain the security of our Services and your account, prevent crashes, fix bugs, save your preferences, and assist with basic site functions.

We also permit third parties and service providers to use online tracking technologies on our Services for analytics and advertising, including to help manage and display advertisements, to tailor advertisements to your interests, or to send abandoned shopping cart reminders (depending on your communication preferences). The third parties and service providers use their technology to provide advertising about products and services tailored to your interests which may appear either on our Services or on other websites.

This applies to both our website and our mobile application, which uses a secure WebView that may store cookies required for authentication and to keep you signed in between sessions.

Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Notice.

6. Is Your Information Transferred Internationally?

In Short: We may transfer, store, and process your information in countries other than your own.

Our servers are located in the United States. Regardless of your location, please be aware that your information may be transferred to, stored by, and processed by us in our facilities and in the facilities of the third parties with whom we may share your personal information (see 'WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?' above), including facilities in the United States, and other countries.

If you are a resident in the European Economic Area (EEA), United Kingdom (UK), or Switzerland, then these countries may not necessarily have data protection laws or other similar laws as comprehensive as those in your country. However, we will take all necessary measures to protect your personal information in accordance with this Privacy Notice and applicable law.

7. How Long Do We Keep Your Information?

In Short: We keep your information for as long as necessary to fulfil the purposes outlined in this Privacy Notice unless otherwise required by law.

We retain personal data only for as long as necessary to provide our services and meet our legal obligations.

Date requests. When you send a date request, we collect your name, contact details, vehicle information and the details of your request so we can make the request available to the business you're contacting. The request is deleted from DetailBook 90 days after it is sent.

Business accounts that stop paying. If a DetailBook subscription or free trial ends and the account stays suspended, we delete the account and all its data, apart from the short contact record described under Sales notes below, 6 months after it was suspended, or 90 days after for a free trial that was never paid for. We email the account owner 30 days and 7 days before, and until then they can restart their subscription or download a copy of their data.

Sales notes. When we delete an account because its subscription or free trial ended unpaid, as described above, or because its signup was never finished, we keep a short record so that we can get back in touch about DetailBook: the owner's name, business name, email address and phone number, when the account started and stopped, its plan, whether it ever paid, and our notes of conversations with the owner. It contains none of the business's customers, bookings or other data. We delete this record 2 years after our last contact with the owner, or sooner if they ask us to. If an owner deletes their account themselves, or asks us to delete it, this record is deleted with it. If someone contacts us before signing up, we note their details only while we are in touch with them and delete them when we no longer need them. The email addresses of people who have unsubscribed or asked not to be contacted are kept, as explained under Marketing emails from DetailBook.

Routine records. Records of sign-in attempts are kept for 90 days, email and text delivery logs for 13 months, and closed support conversations for 2 years. Expired or used sign-in and password-reset links are deleted after a day.

Customers of a business. Each business chooses how long its customers' details are kept: names and contact details are removed from old completed bookings after the period it sets (12 months unless it changes it), and it can also choose to have customers it hasn't dealt with for 2, 3 or 5 years cleared automatically. Invoices are kept for the business's tax records.

Closing your account. If a business owner deletes their account in DetailBook, the account and all its data are deleted straight away. If they ask us by email, we do it within 30 days. Copies in backups go within 30 days after that.

After an account is deleted. We keep an anonymous, rounded record for our business statistics: the quarter it signed up and was deleted, its plan, how it found us in broad terms, ranges for its bookings, customers and value of work, which features it used, and its postcode area (for example "S"). It contains no account number, names, contact details, address or customer information, and cannot identify the business. If you tell us why you are leaving, we keep that answer and any comment you type, separately and without your name, email or account number. Please do not put personal details in the comment.

Proof of warnings. When we delete an account because it stopped paying, we keep a record linked to that old account of the dates we emailed the owner beforehand. We keep it for 6 years, the time limit for most contract claims, so we can show the warnings were sent.

Customer import files. A customer file a detailer uploads for us to import is deleted as soon as it has been imported or the detailer deletes it, and in any case 14 days after upload if it has not been imported. The list of any rows we could not import is kept in the detailer's account for 30 days after the import, then deleted. Deleted data may remain in our backups until those backups expire, which is within 30 days.

We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). No purpose in this notice will require us keeping your personal information for longer than the period of time in which users have an account with us, except where a longer period is required or permitted by law or is necessary for the purposes described in this notice.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

8. How Do We Keep Your Information Safe?

In Short: We aim to protect your personal information through a system of organisational and technical security measures.

We implement appropriate technical and organisational measures to protect your data against unauthorised access, alteration, disclosure, or destruction.

We have implemented appropriate and reasonable technical and organisational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorised third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.

9. Do We Collect Information From Minors?

In Short: We do not knowingly collect data from or market to children under 18 years of age.

We do not knowingly collect, solicit data from, or market to children under 18 years of age, nor do we knowingly sell such personal information. By using the Services, you represent that you are at least 18 or that you are the parent or guardian of such a minor and consent to such minor dependent's use of the Services. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us at support@detailbook.co.uk.

10. What Are Your Privacy Rights?

In Short: In some regions, such as the European Economic Area (EEA), United Kingdom (UK), and Switzerland, you have rights that allow you greater access to and control over your personal information. You may review, change, or terminate your account at any time, depending on your country, province, or state of residence.

In some regions (like the EEA, UK, and Switzerland), you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; (iv) if applicable, to data portability; and (v) not to be subject to automated decision-making. In certain circumstances, you may also have the right to object to the processing of your personal information. You can make such a request by contacting us by using the contact details provided in the section 'HOW CAN YOU CONTACT US ABOUT THIS NOTICE?' below.

We will consider and act upon any request in accordance with applicable data protection laws.

If you are located in the EEA or UK and you believe we are unlawfully processing your personal information, you also have the right to complain to your Member State data protection authority or UK data protection authority.

If you are located in Switzerland, you may contact the Federal Data Protection and Information Commissioner.

Withdrawing your consent

If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us by using the contact details provided in the section 'HOW CAN YOU CONTACT US ABOUT THIS NOTICE?' below.

However, please note that this will not affect the lawfulness of the processing before its withdrawal nor, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.

Account Information

If you would at any time like to review or change the information in your account or terminate your account, you can:

• Contact us using the contact information provided.

Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms and/or comply with applicable legal requirements.

Cookies and similar technologies: Most Web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Services.

If you have questions or comments about your privacy rights, you may email us at support@detailbook.co.uk.

11. Google API Services — Calendar Integration

In Short: DetailBook's use of Google Calendar data is limited to blocking your availability and keeping your bookings on your calendar. It is never used for advertising or shared with third parties.

DetailBook offers an optional Google Calendar integration that allows business operators (detailers) to connect their personal Google Calendar account. When connected, DetailBook reads calendar event data solely to identify busy time periods and block those times from customer bookings. This prevents customers from booking appointments at times when the operator is already occupied.

What data we access: We request access to read your Google Calendar events (calendar.readonly scope), to add, update and remove the events DetailBook creates for your bookings (calendar.events scope), and the connected Google account's email address (userinfo.email scope). We do not access, read, or store the full content of calendar events beyond what is necessary to determine busy time windows (event title and start/end times).

How we use this data:

• Calendar event data is used to block unavailable time slots in the DetailBook booking system.
• If you turn on booking sync, DetailBook adds each booking to your calendar (service, vehicle, customer name and contact details, and the job address for mobile bookings) and updates or removes that event when the booking changes or is cancelled.
• Event data is stored temporarily as blocked time entries and is automatically replaced each time a sync occurs.
• We do not use Google Calendar data for advertising, marketing, or any purpose unrelated to availability management.
• We do not share Google Calendar data with any third parties.

Data retention: Google Calendar data (blocked times derived from calendar events) is retained only as long as the integration remains connected. When a user disconnects their Google Calendar, all associated blocked time entries are immediately deleted.

Revoking access: You may disconnect the Google Calendar integration at any time from your DetailBook settings page, which will immediately revoke our access and delete all synced data. You may also revoke access directly from your Google Account at myaccount.google.com/permissions.

DetailBook's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

12. Mobile Application and Push Notifications

In Short: The DetailBook mobile apps for Android and iPhone show our web app inside a native shell and use Firebase Cloud Messaging (and, on iPhone, Apple's push service) to deliver push notifications. We collect a device token to route notifications to your device — nothing more.

DetailBook offers mobile applications for Android and for iOS (iPhone) that provide business operators with a native shell around our web platform. The apps load the same DetailBook web experience available at app.detailbook.co.uk, with the addition of native push notifications and, on iPhone, the device's share sheet, vibration feedback and an offline screen when there is no connection. The apps do not track you or show advertising.

What data the mobile app collects or processes:

• Firebase Cloud Messaging (FCM) device token. When you log into the DetailBook app on your device, the app generates a unique device token via Google Firebase which may be associated with your account to enable delivery of push notifications. On iPhone, Apple's Push Notification service first gives the app a token, which Firebase exchanges for its own. The token is used solely to deliver push notifications to your specific device. It is not used for tracking, advertising, or shared with any third party other than Google's Firebase service, which is the delivery mechanism.
• Notification permission. On Android 13 and above, and on iPhone, the app asks permission to display push notifications. You may grant or deny this permission at any time via your device settings.
• Camera and photos. The app uses your device's camera or photo library only when you choose to take or attach a photo (for example, vehicle photos for a condition report or a job), and the photo is uploaded to your DetailBook account. You can deny camera or photo access in your device settings. The app does not request or access any other device permissions — including contacts, precise location, microphone, or tracking.
• What push notifications are used for. Push notifications sent by DetailBook are operational in nature and may include booking confirmations, booking reminders, quote acceptances, payment updates, and other operational messages relating to your use of the service. We do not send marketing or promotional push notifications.
• Authentication cookies. The app stores your DetailBook login session locally on your device using standard browser cookies inside the app's WebView. These cookies are not shared with any third party.
• No additional personal data is collected by the app itself. All other data collection is handled by the same web platform described elsewhere in this Privacy Notice.

Disabling push notifications: You may disable push notifications at any time by toggling the notification permission for the DetailBook app in your device's system settings, or by uninstalling the app. When you log out of the DetailBook iPhone app, notifications to that device stop and its device token is removed from our records; the Android app does the same from version 1.0.2. If you uninstall the app, its device token stops working, and we delete it from our records the next time Firebase tells us it is no longer valid.

Firebase and Apple privacy: Push notification delivery is handled by Google's Firebase Cloud Messaging service and, for iPhone, Apple's Push Notification service. Google's privacy practices for Firebase are described at firebase.google.com/support/privacy, and Apple's at apple.com/legal/privacy.

13. Controls for Do-Not-Track Features

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track ('DNT') feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognising and implementing DNT signals has been finalised. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this Privacy Notice.

14. Do We Make Updates To This Notice?

In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.

We may update this Privacy Notice from time to time. The updated version will be indicated by an updated 'Revised' date at the top of this Privacy Notice. If we make material changes to this Privacy Notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this Privacy Notice frequently to be informed of how we are protecting your information.

15. How Can You Contact Us About This Notice?

If you have questions or comments about this notice, you may email us at support@detailbook.co.uk or contact us by post at:

16. How Can You Review, Update, or Delete The Data We Collect From You?

Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law. To request to review, update, or delete your personal information, please email support@detailbook.co.uk. If you are a customer of a detailing business that uses DetailBook, please contact that business first: it is in control of your information, and we will help it respond.