MotorCommandAI Terms of Service

Last updated: 31 October 2026

These terms are an agreement between CommandStack Technologies Ltd, 124 City Road, London, EC1V 2NX ("we", "us") and the business that subscribes to MotorCommandAI (the "dealership").
Company number: 17550104. Registered in England and Wales; the address above is our registered office.
Contact for notices: info@commandstacktechnologies.co.uk.

The service

MotorCommandAI is business software for motor dealers and vehicle service businesses. It includes the iPhone app, the web account service and the customer links they create. It is sold only to businesses, for use by their staff. It is not sold to consumers.

Accounts and access

• The dealership's account owner invites staff and sets their roles and sites. The dealership is responsible for who it invites and for what its staff do in the service.
• Staff must keep their sign-in details and phones secure, and must use a passcode and automatic locking.
• We may suspend access that puts the service, other dealerships or customers at risk. We will tell the dealership why, where we lawfully can.

Plans and payment

• Plans, prices, the agreement's term and notice periods are agreed directly between us and the dealership in an order form or written agreement, outside the app, and invoiced to the dealership.
• No purchases can be made in the app.
• If a plan ends, records already on the dealership's phones stay usable, but online features (customer links, sign-in for new staff, MCAI and lookups) may stop. Hosted data is then exported or deleted under clause 7 of the Data Processing Terms.

The dealership's records

• The dealership owns its records and is the controller of the personal data in them. It must have a lawful basis to record and share its customers' data, and it must tell its customers how it uses that data, including that it uses MotorCommandAI for customer links and enquiries and, if it allows MCAI, OpenAI.
• The dealership must not use the service for special category data (such as health information) or criminal-offence data.
• The dealership's operational records are stored on its phones. The dealership is responsible for keeping its phones and backups, and for keeping its own copies of documents it must retain, exporting anything it needs before the end of any export period.
• We act as the dealership's processor under the Data Processing Terms below. The dealership confirms that its instructions to us are lawful.
• Quotation, order, invoice and other document templates are provided for convenience. The dealership is responsible for the contracts it makes with its customers, including the information and cancellation rights consumer law requires.

MCAI, the assistant

• MCAI suggests actions from what staff type or say. It can make mistakes.
• MCAI never changes records without a member of staff approving the proposed change. Staff must check every proposal, price, date and document before approving or sending it.
• MCAI's OpenAI setting is switched on, phone by phone, by the staff member using it. The dealership decides whether its staff may use MCAI and must authorise them before they switch it on.

Confidentiality and intellectual property

• Each side keeps the other's confidential information confidential and uses it only for this agreement.
• We own the service and grant the dealership a non-exclusive, non-transferable right for its staff to use it during the agreement. The dealership owns its records.

Acceptable use

The dealership must not use the service:

• to break the law;
• to send unsolicited marketing, or messages its customers have not agreed to where the law (including the Privacy and Electronic Communications Regulations) requires their agreement;
• to upload content it has no right to share;
• to attempt to access other dealerships' data;
• to disrupt or reverse-engineer the service.

Availability and changes

• We aim to keep the service available and secure, but it is provided as it is and may sometimes be unavailable. Records on the phone stay usable without a connection.
• We may change the service to improve it. We will give reasonable notice of changes that materially reduce what the dealership has paid for.

Liability

• Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.
• We are not liable for:
  • loss of profit, revenue, business or goodwill;
  • indirect loss;
  • decisions made on the basis of MCAI suggestions that staff approved.
• Otherwise, each side's total liability in any 12 months is limited to the greater of the fees the dealership paid us in that period and £5,000. For breaches of the Data Processing Terms, the limit is the greater of three times those fees and £10,000.

Ending the agreement

• Either side may end the agreement as set out in the dealership's order form or written agreement.
• On ending, the dealership's hosted data is exported or deleted as set out in clause 7 of the Data Processing Terms. Records on the dealership's phones remain under the dealership's control.
• We may transfer this agreement to a company we own or control that takes over the service, on written notice to the dealership given in advance.

Apple

The iPhone app is distributed through the App Store. Apple is not responsible for the app or its support. Apple's Licensed Application End User Agreement applies to the app alongside these terms. Where they conflict, these terms apply between us and the dealership.

Data Processing Terms

These terms apply when we process personal data on the dealership's behalf (UK GDPR Article 28).

1. Instructions. We process the dealership's personal data only on its documented instructions (these terms, its order form and its use of the service), including on transfers outside the UK. Where UK law requires otherwise, we will tell the dealership first, unless the law forbids that. We will tell the dealership promptly if we think an instruction breaks data protection law.

2. Confidentiality and security. Everyone we authorise to process the data is bound by confidentiality. We apply the measures in Schedule 2.

3. Sub-processors. The dealership authorises the sub-processors in Schedule 3. We will give 30 days' written notice before adding or replacing one. If the dealership reasonably objects on data protection grounds and we cannot resolve the objection, it may end the affected service without penalty. We impose data protection terms on each sub-processor that give an equivalent level of protection, and we remain responsible to the dealership for their performance.

4. International transfers. Where a sub-processor processes data outside the UK, we rely on UK adequacy regulations (such as the UK–US data bridge, for certified US providers) or the International Data Transfer Agreement or Addendum in its data processing terms.

5. Assistance. We will pass any request we receive from the dealership's customers to the dealership within 2 working days. We will give the reasonable help it needs to respond within its legal deadline, normally within 10 working days of its request. We will help it meet its duties on security, breach notification, impact assessments and consultation with the Information Commissioner's Office, taking into account the information available to us.

6. Breaches. We will notify the dealership without undue delay, and in any event within 48 hours, after becoming aware of a personal data breach affecting its data. We will tell it what we know, what we are doing and who to contact, and update it as we learn more.

7. Return and deletion. When the services end, or on the written instruction of the dealership's account owner (whichever is earlier), we will do either or both of the following, at the dealership's choice:

• provide an export of its hosted records in a common format (CSV or JSON, with its documents and photos);
• delete them.

The export period is 30 days from the day the services end or the instruction is received. If the dealership says it does not need an export, the period ends on the day it says so. Sending the export does not change these dates. Deletion is carried out manually by our team within 30 days after the export period ends, and covers the hosted systems listed in Schedule 1. Copies in sub-processors' recovery and abuse-monitoring systems expire within the periods stated in Schedule 3. They are not restored except to recover the service, and if they are, we re-apply the deletion before the service is used. We will confirm completion in writing. We keep data only where UK law requires it, and we will tell the dealership what, why and for how long.

8. Information and audits. We will make available the information needed to demonstrate compliance with these terms. We will allow for and contribute to audits, including inspections, by the dealership or an auditor it appoints:

• on 30 days' notice;
• normally by written questions;
• no more than once in 12 months.

The notice, written-questions and frequency limits do not apply after a personal data breach affecting the dealership's data, or where a supervisory authority requires an audit. Each side bears its own costs, except that we bear the reasonable cost of an audit that finds we have materially failed to meet these terms.

Schedule 1: Processing details

• Subject matter and duration: providing MotorCommandAI's hosted features to the dealership for the term of its agreement, and until return or deletion under clause 7.
• Nature and purpose: storing and publishing customer links and recording responses; receiving transport enquiries; keeping a copy of transport jobs and office notes for the Transport Office; storing documents, photos, listings, part-exchange uploads and tracker positions; storing encrypted backups; passing requests to MCAI when its setting is on; looking up vehicle details.
• Types of personal data: customer identity and contact details; addresses; vehicle, price and finance details; signatures and typed names; the IP address and browser details recorded with a customer's response; photos; the dealership's bank details on invoices; enquiry notes; tracker positions.
• Data subjects: the dealership's customers, prospective customers, enquirers and staff.
• Hosted systems in scope: our service's databases, key-value storage and file storage (customer-link copies and responses, transport enquiries, Transport Office job copies and notes, documents and photos, listings, part-exchange uploads, tracker positions and encrypted backups), and staff sign-in identities with our login provider.

Schedule 2: Security measures

• All traffic between the app, customers' browsers and our service is encrypted (HTTPS).
• On the phone, records are kept in iOS-encrypted storage, and staff sessions are kept in the Keychain.
• Each workspace session is signed and bound to the phones approved for it; requests from other installations are refused.
• Customer links use long random tokens and stop opening when they expire.
• Backups are encrypted on the phone with the dealership's key before upload.
• Request rates are limited to prevent abuse. Before an error is logged, values that could identify a person (link addresses, emails, phone numbers, registrations and IP addresses) are removed from it.
• Staff sign-in is handled by our login provider; we do not store passwords.

Schedule 3: Sub-processors

• Cloudflare: hosting, databases, storage and security for our service. Its database recovery copies expire within 30 days.
• Amazon Web Services (Amazon Cognito): staff sign-in.
• OpenAI: the MCAI assistant, only when its setting is on. Requests ask OpenAI not to store them for later use; it may keep each request for up to 30 days to check for abuse.
• Microsoft (Microsoft 365, supplied through GoDaddy): our email, when the dealership sends us its data for support.

Law

These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction.

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