Who we are
WorkshopEase is a product of AutoEase AI Limited (Company No. 17398976), a company registered in England and Wales. Registered Office: Newstead House, Pelham Road, Nottingham, NG5 1AP.
We are the data controller for marketing data collected on this website, and the data processor for workshop and customer data you store inside the WorkshopEase platform.
For platform data (vehicles, customers, jobs, invoices, etc.) you are the data controller. We process that data on your instructions only, in accordance with this policy and any Data Processing Agreement we hold with you.
WorkshopEase is a sister product of FleetEase, also operated by AutoEase AI Limited.
What we collect
From this website
- Name, email, phone number, company name and workshop size — when you submit a contact, demo request or trial sign-up form.
- Anonymous analytics — page views, referrer, device type. No tracking cookies, no third-party advertising pixels.
From the WorkshopEase platform
- Workshop data — job cards, service history, MOT records, vehicle details (registration, make, model, mileage).
- Customer data — names, addresses, contact details, vehicle ownership records.
- Technician data — names, job assignments, time records, utilisation data.
- Financial data — invoices, parts costs, labour charges, payment records. Card data is handled entirely by Stripe — it never touches our servers.
- Parts & inventory data — stock levels, supplier orders, pricing records.
- Audit data — who created or changed what, and when. Held for compliance and dispute resolution.
Why we collect it
Lawful bases under UK GDPR Article 6:
- Contract — to deliver the WorkshopEase service you have signed up for, including job management, invoicing, scheduling, and reporting.
- Legitimate interest — to operate and secure the platform, respond to support requests, and improve the product based on usage patterns.
- Legal obligation — where statute (HMRC, DVSA, VAT records) requires we retain certain records on your behalf.
- Consent — for marketing emails and product update communications. You can withdraw consent at any time using the unsubscribe link in any email we send.
Where it's hosted
WorkshopEase platform data is hosted with Render and Neon — trusted providers operating within the UK and EU. Backups are encrypted. We do not transfer your data outside the UK without your explicit consent.
All third-party sub-processors are contractually required to protect your data in line with UK GDPR and hold appropriate certifications.
In short: UK GDPR-compliant, AES-256 encryption at rest, TLS 1.3 in transit. A full Data Processing Agreement is available on request — email privacy@workshopease.co.uk.
How long we keep it
- Active platform data — retained for the lifetime of your subscription, plus 30 days after cancellation during which you can export everything. After 30 days, all personal data is permanently deleted.
- Invoice and financial records — 6 years from the end of the relevant tax year. Required by HMRC.
- Audit logs — 6 years. Required for HMRC and DVSA compliance queries.
- Marketing contacts — until you unsubscribe, or 24 months without engagement (whichever comes first), after which we delete your contact record.
- Backups — rolling 7-day window. Older backups are permanently destroyed on schedule.
Your rights
Under UK GDPR you have the following rights. To exercise any of them, email privacy@workshopease.co.uk. We respond within 30 days, usually faster.
Access
Export your data at any time using the built-in reports within the WorkshopEase platform — jobs, customers, vehicles, invoices.
Rectification
Correct your records directly in the platform. All changes are logged in the audit trail.
Erasure
Request deletion of your data. Subject to our audit-log and financial-record retention obligations as noted above.
Restriction
Pause processing of your data while a dispute or objection is being resolved.
Object
Object to processing carried out on legitimate interest grounds, including direct marketing.
Portability
Export your data in standard formats (CSV, PDF) using the built-in reports, available throughout your subscription and during the 30-day post-cancellation window.
Cookies
We use one cookie — a session cookie — to keep you logged in to the WorkshopEase platform. It is strictly necessary, expires when you log out, and contains no personal data beyond a session identifier.
This marketing website uses no third-party cookies. No Google Analytics. No Hotjar. No Meta pixel. We use server-side, anonymised page counts to understand traffic — nothing that identifies you or follows you across the web.
Contact & complaints
For privacy questions, data subject requests, or to raise a concern about how we handle your data:
- Email — privacy@workshopease.co.uk
- Post — Data Protection Officer, AutoEase AI Limited, Newstead House, Pelham Road, Nottingham, NG5 1AP
If you are not satisfied with our response, you have the right to complain to the UK Information Commissioner's Office (ICO) at ico.org.uk. Our ICO registration reference is ZC222576.
We take privacy seriously. If something in this policy isn't clear, or you're unsure about anything relating to your data, please just ask — we'd rather answer a question than leave you uncertain.