Privacy notice

1. Who we are

Motor X Cover is a trading name of Motor X Ltd, company number 16618093, registered office 78a Upper Aughton Road, Southport, England, PR8 5NJ. ICO registration ZC280666.

Motor X Cover is a warranty support service. It handles claims administration; it does not provide or underwrite warranties and never pays claims. Warranty provided by the selling dealer.

Motor X Ltd (trading as Motor X Cover), company number 16618093, registered in England and Wales, registered office 78a Upper Aughton Road, Southport, England, PR8 5NJ. We provide a warranty administration service: car dealers provide warranties to their buyers, and we administer them for the dealer. We are the controller of the personal data described in this notice.

• Contact: email warranty@motorxcover.co.uk, with "Privacy" in the subject line. We do not have a phone line. If you can't use email, you can ask your dealer to pass a request to us.
• ICO registration number: ZC280666
• Data Protection Officer: we have not appointed one.

2. What we collect

From buyers (warranty holders and private transferees):

• name, email address, phone number, postal address/postcode;
• vehicle registration, VIN, make/model, mileage at sale and at claim;
• sale date, warranty reference and warranty terms;
• claim details (symptoms, dates, decisions);
• photos, videos and documents you send us, such as service invoices;
• emails between you and us;
• complaint records.

From dealers and their staff: company name, number and status; staff names and work contact details; automatic check results (Companies House lookup including whether the person signing up is a listed officer, email verification, and confirmation that a payment method is set up). We do not collect ID documents from dealers. We also keep the dealer agreement and invoicing records.

Dealer warranty repair spend

A dealer may give an optional estimate of their usual monthly spend on warranty repairs, excluding VAT. On each claim we record the amount the dealer paid for the repair, excluding VAT, and any goodwill payment, excluding VAT. Goodwill is kept separate from the repair amount. These are business figures about the dealer's own spend.

We hold them so the dealer can see their own estimate next to the amounts recorded on their claims. We do not use these figures in any public wording, and we do not publish them.

From repairers: diagnosis reports, estimates, invoices, and contact names at the garage.

We do not collect special category data on purpose. Please do not send health information unless it is needed (for example, a vulnerability you want us to take into account).

Website forms

If you use a form on this website, we collect what you enter:

• Dealer sign-up: business name, contact name, email, phone, business address and message (optional).
• Warranty registration (for dealers): dealer name or dealer ID, customer name, customer email, vehicle registration, make and model, mileage at sale, sale date, cover start date, cover level and notes (optional).

We use these details to set up the dealer account or the warranty record. Vercel (Vercel Inc.) hosts this website and processes form submissions for us, with Supabase hosting the database in London (United Kingdom).

Your Motor X Cover

Motor X Ltd (trading as Motor X Cover, ICO registration ZC280666) lets a warranty customer open Your Motor X Cover at /my-cover. Access is by a one-time link sent to the email address stored on a registered warranty. We store a hash of that link, not the link itself. The link works once and expires after 15 minutes. If that email is not on a warranty, we do not send a link. The screen shows the same message either way, so the page does not reveal whether an address is on file.

While the customer is signed in, Your Motor X Cover shows the warranties registered to that email: registration, make and model, dealer name, cover start and end, length, and a download of the customer terms already held for that warranty. It also shows claims and enquiries linked to those warranties, as a short progress line and dates. It does not show internal notes, staff or automated summaries, costs, quotes, amounts, decline reasons, dealer plans or credits, or provider and garage email addresses. A customer cannot open another customer's warranty or claim.

The sign-in uses a cookie for the session. The cookie is httpOnly. On the production site it is marked Secure. It is limited to Your Motor X Cover pages. It lasts for 30 minutes of inactivity and is cleared when the customer signs out. It is not used for advertising.

We keep an audit record when a sign-in is requested, when a customer signs in, and when a customer opens a warranty or claim page (including a terms download). That record is for security and administration.

Contact stays by email at warranty@motorxcover.co.uk. There is no telephone line.

3. Where your data comes from

• From you.
• From the dealer that sold you the vehicle, when it registers your warranty with us. If your warranty was issued before we started administering it, we will point you to this notice when you first contact us about a claim.
• From the dealer, if you phone the dealer to make a claim because you can't use email: the dealer passes your claim details to us by email.
• From repairers handling a claim.
• From public sources (Companies House) about dealers.

4. Why we use your data, and our lawful basis

We do not use your data for marketing and we do not sell it.

How decisions are made. An automated assistant helps us by running checks and drafting claim responses. A person (Matthew Simpson or an authorised colleague) reviews and approves every claim decision before it is sent. No decision about you is made by automated means alone.

5. Who we share it with

• The selling dealer, which provides and funds your warranty.
• The repairer handling your claim.
• Independent engineers, where an inspection is needed.
• Our service providers, acting on our instructions:
  • Google (Gmail / Google Workspace) for email;
  • ClickUp (work-management tool where we keep the warranty register and claim records);
  • an AI assistant service that helps us handle claims emails, used under contract;
  • Vercel (Vercel Inc.), which hosts this website and processes website form submissions, with Supabase hosting the database in London (United Kingdom);
  • our bookkeeping system (QuickBooks), for dealer invoicing only (no buyer data).
• Professional advisers, and authorities where the law requires it.

Who can see dealer warranty repair spend. The dealer owner and that dealer's staff can see their own estimate and the amounts recorded on their claims, and they can download a CSV of those amounts. Only the dealer owner can add or change the estimate. Motor X Cover staff who administer claims can see and record the amount paid excluding VAT and any goodwill amount on a claim, and can see the estimate held for that dealer. Warranty customers are not shown these figures. They are not published on this website.

6. International transfers

Some of our providers may process data outside the UK. Where they do, we rely on UK adequacy regulations or the UK International Data Transfer Agreement/Addendum.

7. How long we keep it

• Warranty and claim records: 6 years after the later of the warranty end date or the closure of the last claim.
• Dealer check and agreement records: 6 years after the dealer leaves.
• Emails and attachments that do not match any warranty: 12 months.
• Invoicing records: as the law requires.
• The dealer estimate of usual monthly warranty repair spend is kept for 6 years after the dealer leaves, with the other dealer account records. The amount paid excluding VAT and any goodwill amount on a claim are kept for 6 years after the later of the warranty end date or the closure of the last claim, with the other claim records.

8. Your rights

You have the right to access your data; have it corrected; have it deleted; restrict its use; object (including to processing based on legitimate interests); data portability where it applies; and not to be subject to decisions made by automated means alone.

To use any of these, email warranty@motorxcover.co.uk with "Privacy" in the subject line. We reply within one month. If you object, we may not be able to administer your warranty; your Consumer Rights Act rights against the dealer are not affected.

9. Security

Access is restricted to authorised people and protected by strong passwords and security controls; we do not use personal email accounts for warranty work.

10. Complaints

Please contact us first. You can also complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint, or 0303 123 1113.

11. Changes

We will update this notice when our processing changes. Version: 0.4. Published: 29 October 2026.