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Terms of service

Bivetica Motors is operated by Jonathan Mills, sole trader trading as Bivetica, 28–30 High Street, Nettlebed, Henley-on-Thames, RG9 5DD. Your accepted package and order define the service, price, billing period and any agreed extras. Use the platform only for a business you are authorised to represent and check the vehicle, customer and financial records you enter.

The approved founding-dealer offer provides 24 months free for eligible dealers in the first 100, starting when setup is complete and the account is approved as ready. The quoted renewal rate is protected for the first paid year. Bespoke work and agreed extras are separately quoted. A separately agreed permanent free entitlement remains separate from this offer.

Where offered, Bivetica Invoice arranges payment to Bivetica through Stripe for cards or GoCardless for Direct Debit. Checkout or your order states the amount and recurring schedule before authorisation. The payment method must be available for that order; mentioning a provider here does not activate it. A one-off payment does not by itself create an automatic renewal. Cancel future renewals through the available billing control or contact hello@bivetica.com; your agreed billing period and applicable law govern the effective date and any refund. Removing a card or mandate does not itself cancel the service agreement.

We provide our service with reasonable care and skill. Contact us about incorrect charges, missing services, account access or cancellation. Nothing here excludes liability that cannot lawfully be excluded or removes statutory rights. Your dealership remains responsible for its vehicle sales, representations, buyer payments, refunds and disputes. Stripe payments to Bivetica do not create a facility for taking vehicle payments or holding buyer funds.

You own your business content and must have permission to use it. Our data processing terms describe how we handle records on your instructions; see Bivetica data processing terms. Material changes are communicated to affected account holders and do not retrospectively remove rights under an existing paid order. Contact support before closure for data export or deletion assistance.

Privacy notice

Who is responsible for your information

Jonathan Mills, trading as Bivetica, is responsible for Bivetica Motors account, billing and support data. Two different roles apply depending on the data:

• Your dealership account. When you open an account, we decide how your business name, your login details (email and a securely hashed password), your team's names and roles, your subscription status and your audit history are handled. For that information Bivetica is responsible and you come to us directly.
• The records you enter. When you record vehicles, customers, enquiries, appraisals, costs and adverts, you decide what to enter and why. For that information your dealership is responsible and Bivetica acts on your instructions. A member of the public whose enquiry or part-exchange details sit in a dealer's account should contact that dealer, not Bivetica.

What we hold

• Account and team information: business and dealership names, locations, user names, emails, hashed passwords, roles and permissions, activation tokens.
• The business records your team enters: vehicle identity and history, media, inspections, preparation, costs, adverts, and customer enquiry and reservation details including names, emails, phone numbers and messages.
• Vehicle photographs and documents you upload.
• Previously entered payroll information, where held: employee names, contact details, date of birth, National Insurance number, tax code and category, student loan plan, pension status and salary. This is sensitive identity data and is handled accordingly. Payroll is currently paused.
• Technical and security information: sign-in times, a log of actions taken in the account for audit purposes, and error logs. We do not run analytics or advertising trackers.

Where your data is held

• The application and its database run on a dedicated server in Portsmouth, United Kingdom, operated by our hosting provider Contabo.
• Uploaded vehicle photographs are stored on Backblaze B2 object storage in Amsterdam, the Netherlands (European Union), and delivered through Cloudflare's content network. Only the resized web versions and the original are kept.
• Accounting and VAT preparation are carried out by Bivetica Invoice, currently hosted in the United States (Hawk Host Inc.); a move to UK or EU hosting is planned and account holders will be told before it happens.
• Vehicle lookups are sent to DVLA and the DVSA (United Kingdom) to retrieve registration and MOT data. Payments for Bivetica subscriptions and services are separate from your vehicle sales. Where offered on the relevant order, Stripe processes cards and GoCardless processes Direct Debit through Bivetica Invoice. Your dealership’s own merchant connections require separate approval and enablement.

Stripe and payment information

For a Bivetica service payment, Invoice sends the payer identity, contact details, account/order reference, amount, currency and agreed billing terms required by the selected provider. We retain payment references, status, amounts, receipts and related subscription records. Stripe collects payment-method, device and network information on its hosted pages for payment, authentication and fraud prevention. Optional Link remembered-payment features are provided by Stripe if you choose them. We do not receive your card security code or online-banking password.

Stripe and GoCardless also process information for their own payment, fraud and regulatory purposes. See Stripe’s privacy notice and GoCardless’s payer notice. Provider processing may take place internationally under their applicable arrangements. We use these billing records to provide the agreed service, prevent misuse, answer queries, reconcile payments and meet tax/accounting duties.

Why we use it

• To provide the platform: stock management, the dealer website, adverts, enquiries, preparation and handover.
• To keep accounts secure, investigate misuse and maintain an audit trail.
• To take payment for your subscription and keep our own accounting records.
• To meet our own legal obligations, including tax and accounting record-keeping.

How long we keep it

Account and audit records are kept for the life of the account and for a period afterwards to meet legal and accounting obligations. Records you enter are kept until you delete them or close your account, after which they are removed within a reasonable period save where we must retain them by law.

Your rights

Under UK GDPR you may ask for a copy of the information we hold about you as an account holder, ask us to correct it, ask us to delete it where there is no overriding reason to keep it, object to certain processing, and complain to the Information Commissioner's Office (ico.org.uk). For records held inside a dealer's account, please ask that dealer — we will help them act on your request but the decision is theirs.

What we do not do

We do not sell your data. We do not share it for advertising. We do not use it to train artificial-intelligence models.

Cookie notice

Bivetica Motors sets a single cookie, motors_session, when you sign in. It is strictly necessary — it keeps you logged in and is removed when you sign out or it expires. It is marked HttpOnly, Secure and SameSite=Lax.

We do not set analytics, advertising or third-party tracking cookies on the platform. A published dealer website may load fonts or a map from a third party; where it does, that is disclosed on the dealer's own site.

Hosted payment cookies

Stripe checkout, billing-management and optional Link pages, and GoCardless hosted pages, use their own cookies or similar storage for payment, authentication, remembered details and fraud prevention. Read the notices and optional-feature choices on those pages, including Stripe’s cookie policy. These services do not process vehicle purchase payments through Motors.

Acceptable use

Your Bivetica Motors account is for running a genuine motor-trade business. You agree that you will:

• enter accurate vehicle, pricing and history information, and not advertise a vehicle you cannot lawfully sell;
• hold the right to use any photograph, logo or text you upload;
• keep your login credentials confidential and tell us promptly of any suspected unauthorised access;
• not attempt to access another organisation's data, probe the platform's security, or use automated means to extract data beyond your own stock feed;
• use the customer and enquiry data in the account only for your own dealership's legitimate purposes, as its data controller.

We may suspend an account that is used unlawfully, that puts other customers' data or the platform's stability at risk, or that is significantly overdue on payment, and we will explain why.

Accessibility statement

We want Bivetica Motors to be usable by as many people as possible. The admin interface aims to meet WCAG 2.1 AA: semantic headings and landmarks, labelled form controls, visible keyboard focus, and colour contrast checked against the standard. Automated accessibility checks run as part of our release process.

We know some areas fall short — a few dense data tables and one or two custom controls need work — and these are on our list. If you hit a barrier, tell us using the contact route below and we will prioritise a fix and offer a workaround in the meantime.

Contact

For any privacy, data-protection or accessibility question about the platform, contact Bivetica through the contact page. We aim to respond within five working days.

Published terms and notices · Updated 11 September 2026. Contact hello@bivetica.com or 01491 712012.