Privacy Policy

1. Who We Are

VanBuild OS is operated by ROBURN GROUP LTD (“we”, “us”, or “our”), a company registered in England and Wales under company number 17152025, with registered office at 93 Cherry Tree Road, Axminster, United Kingdom, EX13 5GG.

For the purposes of the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018, ROBURN GROUP LTD is the Data Controller for personal data collected through our website, workshop accounts, and customer portals.

If you have any questions about this policy or your personal data, please contact us at [email protected].

2. What Information We Collect

We only collect the information necessary to provide and operate our services:

• Account details: your name, email address, password hash (managed securely via encrypted authentication), and role within a workshop or customer build.
• Vehicle & project data: vehicle registration marks (VRN), conversion specifications, build photos, task updates, internal notes, and labour time logs.
• Enquiries, prospective client & appointment data: contact names, email addresses, telephone numbers, build requirements, scheduled workshop visits, phone/video consultations, discussion notes, and vehicle conversion briefs logged by workshops to manage inbound leads.
• Billing details: subscription plan selections, payment status, and invoices. Payment card numbers are processed directly by our secure payment partner (Stripe); we never store raw payment card data on our servers.
• Communications: messages sent via the customer portal chat, task comments, enquiry correspondence, consultation notes, and support emails.
• Technical logs: IP addresses, browser types, and standard access timestamps needed for system security and fault diagnosis.

3. Why We Use Your Information

Under Article 6 of the UK GDPR, we process your personal data on the following lawful grounds:

• Contractual necessity & pre-contractual steps: to set up and administer your account, process and respond to build enquiries, schedule and conduct prospective customer consultations, run workshop task boards, host customer portals, record change orders, and handle subscriptions.
• Legitimate interests: to maintain service reliability, manage inbound prospective client leads, prevent fraud, secure our infrastructure, and communicate essential system notices.
• Legal compliance: to fulfil statutory financial, tax, and accounting obligations (such as HMRC record-keeping).

4. Data Sharing & Processors

We do not sell your personal data. We share information only with vetted third-party service providers that enable our application to run:

• Stripe Payments Europe, Ltd. – subscription billing, invoice management, and PCI-DSS compliant payment processing.
• Dedicated UK/EU Cloud Hosting & Infrastructure (Coolify) – dedicated PostgreSQL database hosting and private encrypted object storage (MinIO S3).
• Cloudflare, Inc. – content delivery network, DNS management, and reverse proxy security.

All third-party processors are bound by data processing terms providing UK GDPR-equivalent safeguards.

5. Cookies & Consent Management

In compliance with the UK Privacy and Electronic Communications Regulations (“PECR”), the UK GDPR, and the EU ePrivacy Directive (Directive 2002/58/EC), we provide clear information regarding the cookies and local storage items we use on VanBuild OS:

• Strictly Necessary Cookies: Essential for platform security, user authentication, session persistence, load balancing, CSRF protection, and recording your cookie consent preferences. Under PECR Regulation 6(4), these essential cookies do not require prior consent and cannot be disabled.
• Functional & Preference Cookies: Optional cookies that remember your dashboard filter settings, project table view states, and customer portal display preferences.
• Performance & Analytics Cookies: Optional cookies that collect aggregated, anonymous telemetry regarding system responsiveness, build stage navigation, and feature usage to help us diagnose performance bottlenecks and improve workshop tooling.

We do not use third-party behavioural advertising, retargeting, or data-brokerage cookies. Non-essential cookies are disabled by default and are only activated if you provide affirmative consent via our cookie banner.

6. Data Retention & Non-Destructive Archiving

To protect workshops and vehicle owners against accidental loss and to maintain an immutable audit trail for vehicle safety, warranty, and conversion histories, items deleted within the interface (including projects, tasks, attachments, time logs, and change orders) are archived using non-destructive soft deletes rather than immediately purged.

We retain account and workshop data for as long as your account remains active. If you close your account or submit a statutory erasure request, we will permanently purge or anonymise your personal data, except where statutory requirements (such as HMRC six-year tax and accounting record rules, or vehicle safety obligations) mandate continued retention.

7. Your Rights Under UK GDPR

Under United Kingdom data protection legislation, you have the right to:

• Request a copy of the personal data we hold about you (Subject Access Request).
• Request correction of inaccurate or incomplete personal information.
• Request deletion of your personal data where there is no legal reason for us to retain it.
• Object to or restrict the processing of your data in certain circumstances.
• Request transfer of your data to another provider in a structured format.

To exercise any of these rights free of charge, please email [email protected]. We respond within one calendar month.

8. Complaints

If you have a concern about how your data is handled, please contact us first so we can address it. You also have the right to lodge a complaint with the UK supervisory authority:

9. Changes to This Policy

We may update this policy occasionally to reflect changes in our services or legal obligations. Updated versions will be published on this page with an updated revision date.