Privacy Notice

Last updated: 14 October 2026

Effective from: 14 October 2026

1. About this notice

This privacy notice explains how FiscalNode Ltd ("FiscalNode", "we", "us" or "our") collects, uses, stores and protects personal information when you:

• visit a FiscalNode or DealerOS website;
• use DealerOS or a dealership's DealerOS customer portal (a "Hub");
• create or use a customer account;
• book an MOT, service, repair or other appointment;
• enquire about a vehicle, dealership service or booking;
• communicate with a participating dealership through DealerOS; or
• sign in using Google, Microsoft, Apple or Facebook.

DealerOS is a multi-tenant dealer management system for independent UK motor traders, garages and workshops. It supports functions such as vehicle stock, sales, workshop activity, MOT bookings, customer enquiries, messages and account services.

This notice is intended to be read alongside any privacy information provided by the dealership whose Hub or services you use. It does not replace a garage's vehicle sale Terms & Conditions. Sale conditions remain on that garage's hub Terms page (/terms).

This notice is published as HTML on a dedicated /privacy web page (not a PDF or iframe). The same text may also appear on vanity dealer hosts and /s/{slug}/privacy so hub links do not break; Google Console should use the APP_URL absolute URL below.

Application name: FiscalNode DealerOS / DealerOS

Organisation: FiscalNode Ltd

Homepage: https://dos.fiscalnode.co.uk/

Canonical Privacy Policy URL (Google OAuth consent screen): https://dos.fiscalnode.co.uk/privacy

Links to this notice appear on the FiscalNode DealerOS public homepage and in the hub interface (footer and Account next to Google sign-in) so users can find it without logging in.

2. Who is responsible for your information

FiscalNode

FiscalNode Ltd provides and operates DealerOS. Depending on the activity, FiscalNode may act as:

• a data controller, where FiscalNode determines why and how personal information is processed; or
• a data processor, where FiscalNode processes information on behalf of a participating dealership under its instructions.

Participating dealerships

The dealership operating the Hub will normally be responsible for the customer information it collects and uses for its own purposes, including sales, bookings, workshop services, MOT reminders and customer communications. The dealership may therefore act as a separate data controller.

Questions about a dealership's use of your information should normally be directed to that dealership. FiscalNode can assist in identifying the relevant dealership where necessary.

3. Our contact details

FiscalNode Ltd

Registered office: 11 Andrew Terrace, Abertillery, Blaenau Gwent, NP13 2JL

Company number: 17443846

Privacy email: [email protected]

Security email: [email protected]

Website: https://dos.fiscalnode.co.uk/

If FiscalNode appoints a Data Protection Officer or UK data protection representative, their current contact details will be published here.

4. Information we may collect

The information collected depends on how you use DealerOS and which features a dealership has enabled.

Information you provide

This may include:

• name;
• email address;
• telephone number;
• postal or billing address;
• account preferences where the product offers them;
• vehicle registration and related vehicle information you or the dealership enter (a dealership may also hold make, model, mileage and workshop details in DealerOS);
• MOT, service, repair and workshop booking details;
• vehicle sales, purchase, part-exchange or enquiry information;
• messages, enquiries, notes and attachments you submit;
• payment or transaction references, where applicable; and
• information you provide when requesting support or exercising a data protection right.

Please do not submit special-category information, criminal-offence information or other highly sensitive information unless it is genuinely necessary and you have been specifically asked to provide it through an appropriate channel.

Information collected automatically

This may include:

• IP address;
• browser and device information;
• operating system;
• approximate location derived from an IP address;
• pages or features used;
• dates and times of access;
• authentication, session and login records;
• security events, diagnostics and audit logs.

Information received from dealerships and other sources

A participating dealership may add or update customer, vehicle, booking, enquiry or transaction information in DealerOS. We may also receive information from identity providers, service providers, public vehicle-information sources and integrations enabled by a dealership.

Where information is not obtained directly from you, the relevant dealership or source should provide appropriate privacy information where required.

5. How we use personal information

We may use personal information to:

• create, secure and administer accounts;
• authenticate users and link sign-in identities;
• match a customer account with dealership records using identifiers such as a verified email address;
• provide customer portals and account features;
• process MOT, workshop, service and repair bookings;
• handle vehicle, stock and sales enquiries;
• enable communications between customers and dealerships;
• provide reminders or service communications;
• operate vehicle stock, sales, workshop and dealership-management functions;
• provide customer support and investigate faults;
• prevent fraud, misuse and unauthorised access;
• maintain audit, security and diagnostic records;
• administer subscriptions and business relationships;
• comply with legal, tax, accounting and regulatory duties;
• establish, exercise or defend legal claims; and
• improve DealerOS using appropriately controlled service and product information.

We will not use information obtained from an identity provider for unrelated advertising or sell it as personal data.

6. Lawful bases

Depending on the processing and whether FiscalNode or a dealership is the controller, personal information may be processed because:

• Contract: processing is necessary to provide a requested account, booking, service or contractual feature.
• Legal obligation: processing is necessary to comply with applicable law, accounting, tax, consumer, vehicle-trade or regulatory requirements.
• Legitimate interests: processing is necessary for interests such as operating and securing DealerOS, supporting dealerships, preventing fraud, maintaining records and improving services, provided those interests are not overridden by your rights.
• Consent: you have made a clear choice, for example for an optional feature where the product relies on consent. You may withdraw consent at any time, without affecting processing already undertaken lawfully.
• Legal claims or substantial public interest: where applicable to a specific and lawful activity.

The applicable lawful basis depends on the particular purpose. FiscalNode and participating dealerships should determine and record the correct basis before processing begins.

7. Optional third-party sign-in

DealerOS may allow customers to sign in using Google, Microsoft, Apple or Facebook. These options are provided for authentication and account management. Availability depends on the participating dealership and DealerOS configuration.

The sign-in provider authenticates you and sends DealerOS approved account information. DealerOS then uses that information to create or link an account, recognise returning users and protect account access.

Signing in through a provider does not give DealerOS access to everything held in that provider account. DealerOS requests only the permissions needed for the disclosed feature. If we later require materially different information or permissions, we will update this notice and obtain any consent required before using them.

You may disconnect or revoke a provider's access through that provider's account controls. Disconnecting a provider does not necessarily delete the corresponding DealerOS account or records. See Account closure and deletion below.

8. Google Sign-In disclosure

DealerOS may offer optional Sign in with Google.

Google information requested

DealerOS requests only these OpenID Connect scopes:

• openid — verify your identity through OpenID Connect and receive a stable Google account identifier (subject);
• email — obtain your verified email address associated with that Google account; and
• profile — obtain basic profile information such as display name when Google supplies it.

Depending on the information available in your Google account, DealerOS may receive:

• a provider-specific account identifier (Google's stable OpenID subject);
• your email address;
• your display name; and
• provider label google, so DealerOS knows which identity provider created the account link.

After a successful Google sign-in, the subject, email and display name are stored in this install's application database as a CustomerIdentity record and linked to the customer authentication guard/session used on public hubs. During OAuth we may hold ephemeral values in the server session or short-lived tickets (authorization state, PKCE code verifier, post-login return/handoff). Those are not kept as a long-term Google token store. Short-lived OAuth authorization codes and tokens are used only to complete the sign-in exchange; DealerOS does not keep a standing Google API connection to read your mailbox, files, or other Google content.

Why it is used

Google information is used solely to:

• authenticate you through OpenID Connect;
• create or link your DealerOS customer account (CustomerIdentity);
• match your verified email address with relevant dealership customer records (MOT bookings, workshop appointments, vehicle/sales enquiries, and dealership communications);
• display basic account information and booking history while you are signed in;
• help prevent duplicate or unauthorised accounts;
• operate, secure, and troubleshoot the sign-in flow (including short-lived OAuth state, PKCE verifier, and handoff tickets when returning from the APP_URL callback to a vanity hub host); and
• prevent abuse and keep auditability of sign-in-related platform events where the product records them.

Google user data is used only for authentication, account creation, account linking, and customer portal personalisation within DealerOS — not for any purpose unrelated to authentication and account management.

What DealerOS does not request through basic Google Sign-In

DealerOS does not request access through this sign-in feature to the contents of Gmail, Google Drive, Google Contacts, Google Calendar, Google Photos, Google Workspace data, or other Google user content. We do not receive your Google password.

Google API Limited Use disclosure

DealerOS's use and transfer to any other application of information received from Google APIs will comply with the Google API Services User Data Policy, including its Limited Use requirements.

Because DealerOS requests only the basic Sign-In scopes openid, email, and profile, we do not request Google sensitive or restricted scopes (such as Gmail, Drive, or Calendar). Use of Google user data obtained through this integration is limited to providing and improving the user-facing authentication and Customer Portal Account features described in this notice and on the FiscalNode DealerOS homepage.

We do not use Google Workspace APIs to develop, improve, or train non-personalized AI and/or ML models.

Uses we do not make of Google user data

FiscalNode / DealerOS does not use Google user data obtained through this OAuth integration for any of the following:

• targeted advertising, user advertisements, personalized advertisements, retargeted advertisements, or interest-based advertisements;
• selling Google user data to data brokers or providing it to information resellers;
• determining credit-worthiness or lending purposes;
• creating databases of Google user data for sale or unrelated marketing; or
• developing, improving, or training non-personalized AI and/or ML models (including generalized machine-learning or artificial intelligence models) using Google user data from this sign-in.

Google Sign-In data is not used for personalised advertising, advertising audiences or the sale of personal information.

You can revoke DealerOS's access to your Google account from your Google Account permissions settings. After revocation you will need to sign in again to use Google on the hub; existing CustomerIdentity and hub records are handled under retention and rights in this notice (see Account closure and deletion).

9. Microsoft Sign-In disclosure

DealerOS may offer optional customer sign-in using the Microsoft identity platform. This is separate from staff sign-in to the dealership desk, which uses FiscalNode's Microsoft Entra ID app configuration. Customer Microsoft sign-in may include personal Microsoft accounts used for Outlook.com, Hotmail.com or Live.com, and, where enabled by configuration, organisational Microsoft accounts.

Microsoft information requested

DealerOS intends to request only the OpenID Connect and basic profile permissions required for sign-in. Depending on the account and permissions presented at sign-in, DealerOS may receive:

• a provider-specific account identifier;
• display name;
• email address or username;
• email verification or account information made available by Microsoft;
• profile image, only if separately requested and available; and
• tenant identifier for an organisational account, where applicable.

Why it is used

Microsoft information is used to authenticate you, create or link your DealerOS account, identify the relevant account or tenant and provide secure access.

What DealerOS does not request through basic Microsoft Sign-In

Basic Microsoft Sign-In does not give DealerOS access to the contents of Outlook or Hotmail email, OneDrive files, Teams chats, contacts or calendars. If a future integration needs an additional Microsoft permission, it will be disclosed separately before access is requested.

Microsoft account holders can review and manage permissions through Microsoft's account or organisational consent controls.

10. Sign in with Apple disclosure

DealerOS may offer optional Sign in with Apple.

Apple information received

Depending on your choices and the information Apple makes available, DealerOS may receive:

• a provider-specific account identifier;
• your name, generally when first authorised; and
• your email address or an Apple private relay email address if you select Hide My Email.

Why it is used

Apple information is used to authenticate you, create or link a DealerOS account and provide secure account access.

Hide My Email

If you use Hide My Email, DealerOS will receive and use the private relay address supplied by Apple rather than your personal email address. This can affect automatic matching with an existing dealership record held under a different email address. We may ask you to verify additional account information before linking records.

Sign in with Apple does not give DealerOS access to iCloud Drive, iCloud Mail, photos, messages, contacts, notes or device contents.

You can manage Sign in with Apple from your Apple account settings. Further information is available in Apple's Sign in with Apple and Privacy notice.

11. Facebook Login disclosure

DealerOS may offer optional sign-in using Facebook Login, provided by Meta.

Facebook information requested

DealerOS intends to request only the permissions necessary for sign-in, such as the public profile and email address where available and authorised. Depending on your account and choices, DealerOS may receive:

• a provider-specific account identifier;
• name; and
• email address.

Why it is used

Facebook information is used to authenticate you, create or link your DealerOS account and personalise basic account details.

What DealerOS does not request through basic Facebook Login

Basic Facebook Login does not give DealerOS access to private messages, friend lists, posts, private photos, Pages, advertising accounts or unrelated Facebook activity.

Facebook Login information is not used by DealerOS for advertising audiences, behavioural advertising or social-media targeting. If a future Meta integration requires additional permissions, it will be separately disclosed before access is requested.

12. Guest access and alternative sign-in

Where a participating dealership enables it, customers may be able to make an enquiry or booking without using a third-party identity provider. Some account-only features may require authentication so that DealerOS can protect personal information and confirm account ownership.

13. Cookies and similar technologies

DealerOS uses cookies and similar technologies required to run the service, including:

• an encrypted session cookie so you can stay signed in on a hub or staff host; and
• a CSRF / XSRF cookie used to protect forms against cross-site request forgery.

Cloudflare or the hosting edge may also set strictly necessary cookies for availability and security in front of the application.

14. Marketing and service communications

Operational messages about an account, booking, security issue, enquiry or requested service are not marketing. DealerOS and participating dealerships use the platform for those operational and service communications. Dealerships are responsible for ensuring that their own marketing activities comply with applicable data protection and electronic marketing rules. You can raise a concern with the relevant dealership or [email protected].

15. Sharing personal information

Personal information may be shared with:

• the participating dealership whose Hub or services you use;
• FiscalNode personnel and authorised contractors who need access to provide or secure DealerOS;
• cloud hosting, identity, communications, customer-support, monitoring, backup and security providers;
• payment or accounting providers where a relevant feature is used;
• professional advisers, insurers and auditors;
• prospective purchasers or investors during a properly controlled business transaction;
• regulators, law-enforcement bodies, courts or other authorities where required or permitted by law; and
• other parties where you direct or authorise the disclosure.

Service providers are expected to process personal information only for authorised purposes and under appropriate contractual and security controls.

FiscalNode does not sell personal information. We do not transfer or disclose Google user data to data brokers or information resellers, and we do not transfer Google user data to third parties for targeted advertising, personalized/retargeted/interest-based ads, credit-worthiness, lending, or training generalized AI/ML models.

16. International transfers

Some identity, cloud, communications or support providers may process information outside the United Kingdom.

Where UK personal information is transferred internationally, the responsible controller will use an applicable safeguard, such as:

• UK adequacy regulations;
• the UK International Data Transfer Agreement;
• the UK Addendum to approved standard contractual clauses; or
• another lawful transfer mechanism,

and will carry out any required transfer risk assessment.

Information about a specific provider or safeguard may be requested using the contact details in this notice, subject to legitimate confidentiality and security restrictions.

17. Retention

Personal information is kept only for as long as reasonably necessary for the purpose for which it was collected, including legal, tax, accounting, dispute, security and contractual requirements.

Retention periods vary by record type and whether FiscalNode or a participating dealership controls the record. Factors include:

• the length of the account or dealership relationship;
• whether a booking, enquiry, sale or workshop job remains active;
• statutory and tax record-keeping duties;
• limitation periods for legal claims;
• fraud-prevention and security requirements; and
• backup and disaster-recovery cycles.

Specifically for Google sign-in data: CustomerIdentity (Google account identifier, email, display name) is kept while you may reasonably continue to use Account on this install, and for as long as needed afterwards for security, dispute handling, backup rotation, or legal record-keeping. Bookings, enquiries, messages, and sale-related records held by a dealership follow that garage's operational retention and legal duties. Ephemeral OAuth session values expire when the sign-in flow completes or the session/ticket TTL ends.

When information is no longer required, it will be deleted, anonymised or placed beyond routine use in accordance with the applicable retention schedule. A dealership may need to retain transactional or workshop records after a customer account has been closed.

18. Security

FiscalNode uses proportionate technical and organisational measures designed to protect personal information. These may include:

• encrypted network connections (HTTPS/TLS for public hub and APP_URL traffic, including the OAuth callback);
• access controls and authentication safeguards (OAuth uses short-lived authorization codes, state, and PKCE where configured; Google passwords are never stored in DealerOS);
• tenant separation and authorisation controls;
• security, audit and diagnostic logging;
• backup and recovery controls;
• vulnerability and dependency management;
• supplier due diligence;
• encryption at rest where configured for the deployment (including CustomerIdentity); and
• incident response procedures.

No internet service can guarantee absolute security. You are responsible for protecting access to your email and identity-provider accounts and for promptly reporting suspected unauthorised access.

If you believe your account or personal information has been compromised, contact [email protected] and, where relevant, the participating dealership.

19. Automated decision-making and profiling

DealerOS does not currently make decisions about customers that produce legal or similarly significant effects solely through automated processing.

If that changes, the responsible controller will provide specific information about the logic involved, the significance and likely consequences, and any rights to obtain human intervention or challenge the decision before such processing begins.

20. Children's information

DealerOS is intended for vehicle traders, garages and their customers and is not designed as a service directed at children.

A person must meet the age and legal-capacity requirements applicable to the relevant account, booking, transaction or identity provider. We do not knowingly invite children to create customer accounts independently. Do not use Google sign-in for this service if you are under 13 (or the higher age required in your country for this type of service). If personal information relating to a child has been provided improperly, contact the relevant dealership or FiscalNode so the circumstances can be reviewed.

21. Your data protection rights

Subject to applicable law and exemptions, you may have rights to:

• be informed about the use of your information;
• request access to your personal information;
• correct inaccurate or incomplete information;
• request deletion of information;
• restrict processing;
• object to processing based on legitimate interests or to direct marketing;
• request portability of information you supplied where the legal conditions apply;
• withdraw consent where processing relies on consent; and
• raise concerns about automated decision-making where applicable.

Exercising a right does not normally involve a fee. We may need to verify your identity and clarify the information or processing covered by your request.

Where a dealership is the relevant controller, the request should be directed to that dealership. If you contact FiscalNode about dealership-controlled information, we may refer or transmit the request to the dealership where appropriate.

22. Account closure, deletion and unlinking

Signing out ends your session; it does not delete your records. To request closure or deletion of your DealerOS customer account (including the linked CustomerIdentity), contact the participating dealership or email [email protected]. We may need to verify your identity before acting.

Dedicated data deletion instructions (Meta / Facebook Login): https://dos.fiscalnode.co.uk/account-deletion — how to request deletion, what is deleted or retained, and the usual timeline. There is no in-product self-service delete button yet; requests are handled by email or via the dealership.

Closing an account will not always require immediate deletion of every associated record. Information may be retained where necessary to meet legal, accounting, tax, fraud-prevention, security, vehicle-trade, contractual or legal-claims requirements.

Revoking Google, Microsoft, Apple or Facebook access stops future authentication through that provider but may not automatically close or delete the DealerOS account. Use the identity provider's own permission controls as well as a deletion request to FiscalNode or the dealership.

23. Complaints

Please first contact the relevant dealership or FiscalNode so the concern can be investigated.

You also have the right to complain to the UK Information Commissioner's Office. Information about raising a concern is available from the Information Commissioner's Office.

24. Third-party sites and services

DealerOS may link to dealership websites, vehicle listings, payment providers, identity providers or other third-party services. Those organisations control their own services and privacy practices. You should review their notices before providing information directly to them.

25. Changes to this notice

We may update this notice to reflect changes in DealerOS, provider requirements, business operations or applicable law. The current version will be published on the FiscalNode or DealerOS website with its updated date. The version published at https://dos.fiscalnode.co.uk/privacy is the current one.

If a change materially affects how we use information already collected, we will provide additional notice or obtain consent where required before the new use begins.

If we change how DealerOS accesses, uses, stores, or shares Google user data, we will update this notice at that URL before the change takes effect for users, and we will notify users of material Google-data-use changes by updating this page and, where practicable, by a notice on the hub Account / sign-in experience or via [email protected].

26. Provider and regulatory information

For further information, see:

• ICO guidance on what a privacy notice should contain
• Google API Services User Data Policy
• Microsoft identity platform documentation
• Apple's Sign in with Apple and Privacy notice