Who we are
GoGarageFlow is a workshop management platform for independent garages and service workshops. References to we, us and our mean Robert-Iulian Kerszka trading as Smart Flow Systems. GoGarageFlow is the software product, not a separate legal entity.
Controller and processor roles
For platform account, billing, support and website enquiry data, Smart Flow Systems may act as a controller. When a garage uses GoGarageFlow to manage its own customers, bookings, vehicles, invoices and messages, the garage is normally the controller and Smart Flow Systems acts as a processor on that garage's behalf.
Data we may process
Depending on how GoGarageFlow is used, the platform may process:
- account details such as name, email address, role, sign-in status and workspace access;
- garage profile information such as business name, address, telephone number, opening hours and settings;
- customer and vehicle records, including names, contact details, registration numbers, mileage and booking notes;
- jobs, booking requests, invoices, reminders, messages and service history records;
- support requests, troubleshooting notes and files shared with us for assistance;
- billing identifiers, subscription status and payment-related records from payment providers; and
- technical information such as browser/device details, security logs, audit history and service diagnostics.
How we use data
We use personal data where reasonably necessary to:
- provide, operate and secure the platform;
- create and manage garage workspaces and staff access;
- support bookings, jobs, invoices, reminders, intake forms and customer communication tools;
- respond to support, billing, onboarding and sales enquiries;
- monitor reliability, prevent misuse and protect the platform;
- process subscriptions, payments, receipts and billing support; and
- comply with legal, regulatory, tax, accounting and contractual requirements.
Lawful bases
Depending on the activity, we may rely on:
- contract, where processing is needed to provide the platform or related services;
- legitimate interests, where processing is needed to run, protect and improve the service responsibly;
- legal obligation, where records must be kept or disclosed under applicable law; and
- consent, where a specific optional activity requires consent.
Sharing data
We may share data with trusted providers that help us operate GoGarageFlow, such as hosting, authentication, storage, payment processing, email, support and security providers. We do not sell garage or customer data.
Third-party service providers
We use carefully selected service providers to operate the website and platform. These providers may process limited personal data only where needed for their services, such as hosting, authentication, database storage, secure payments, customer support, email delivery, file storage, security monitoring and operational troubleshooting.
Examples of provider categories include cloud infrastructure, authentication, database, payment, communication, support and security providers. Where a provider processes personal data for us, we aim to use appropriate contractual controls and limit access to what is reasonably necessary.
Public subprocessors
A public subprocessor list is available at /subprocessors. This list summarises the main supplier categories used to run GoGarageFlow. It may be updated as the platform evolves, suppliers change or new product features are introduced.
International suppliers
Some suppliers may process or access data outside the UK. This can happen where cloud, payment, support or security providers operate internationally. Where international transfers are required, we aim to use appropriate safeguards such as adequacy decisions, approved contractual clauses, transfer risk checks or equivalent protections required by applicable UK data protection law.
Retention
Data is kept only for as long as reasonably necessary for the purpose it was collected, including platform operation, support, security, billing, accounting, legal obligations and dispute handling. Retention periods can vary by data type and by the garage's own operational requirements.
| Data type | Typical retention approach | Reason |
|---|---|---|
| Website enquiries | Kept while the enquiry is active, then for a reasonable business follow-up period. | Sales, support and audit continuity. |
| Garage account and staff access data | Kept while the workspace is active and for a reasonable period after closure. | Account operation, security, support and dispute handling. |
| Customer, vehicle, booking and job records | Controlled by the garage's operational and legal requirements, subject to the platform agreement. | Workshop records, invoicing, service history and customer support. |
| Billing and payment records | Kept as required for accounting, tax, payment support and legal obligations. | Financial records and subscription administration. |
| Security, audit and diagnostic logs | Kept for a limited period appropriate to security, troubleshooting and abuse prevention. | Platform protection and reliability. |
Security
We use reasonable technical and organisational measures designed to protect data, including access controls, role-based permissions, authentication, logging, backups, secure infrastructure choices and operational maintenance. No internet-based system can guarantee absolute security, but data protection is treated as a core platform responsibility.
Your rights
Depending on the circumstances, individuals may have rights to access, correct, delete, restrict or object to certain processing of personal data, and to request portability where the law applies. Where GoGarageFlow processes data on behalf of a garage, the request may need to be handled first by that garage as controller.
Children's privacy
GoGarageFlow is a business-to-business workshop platform and is not intended for children. We do not knowingly target children or invite children to create platform accounts. If you believe a child has provided personal data directly to us, please contact us so we can review the position.
Automated decision making
GoGarageFlow does not currently make decisions about individuals that are based solely on automated processing and that produce legal or similarly significant effects. The platform may display operational statuses, reminders, alerts, counters or workflow suggestions, but these are intended to support human garage staff rather than replace human decision making.
Complaints
If you have a privacy concern, please contact us first so we can investigate. You may also have the right to complain to the UK Information Commissioner's Office. More information is available from the ICO at ico.org.uk.
Contact
Privacy and platform administration enquiries: admin@gogarageflow.com. Support enquiries: support@gogarageflow.com.