Privacy notice

Version 1.0, 16/10/2026

Who runs this app

KW Diagnostics is a free workshop tool built and run by Kristopher Williams in his own time. Kris owns the app. Fords of Winsford (the "Company") owns the job data its staff put into it. Questions or requests: kris.williams2007@hotmail.co.uk.

What we store

• Your account: your login email (this can be a made-up address), your first name or display name, your role and whether you're a manager.
• Job data: car registrations, make and model, job status, assigned technician and advisor, issue, notes and parts dates.
• Job card history: earlier wording of a job's Issue and Notes, with who changed it and when.
• Cars archive: after a car is collected, its reg, model, original issue, date on site, collected date, notes and the preventable flag (no staff details).
• Chat: your chatbot messages and a daily count of how many you've sent.
• Agreement record: the date you agreed to these terms and which version you agreed to.
• Your browser: your settings, such as your theme and notification choices, are saved in your own browser.
• Display settings: your notification switches, pinned quick views, layout and theme are also saved with your login email, and deleted when you are removed.

We never store customer names, addresses, phone numbers or payment details. Please don't type them into notes or chat.

Why

To organise workshop jobs, let colleagues see what's on site, find TSBs, and give managers simple stats on repeat and preventable work. The legal basis is the Company's legitimate interest in running the workshop efficiently.

How long we keep it

• Job cards and their edit history are deleted from the live list as soon as the car is marked Collected.
• The cars archive and monthly stats are kept on a rolling 2 years, then deleted.
• Saved chats are deleted automatically 30 days after your last message.
• Your account is deleted when a manager removes you.

Who else handles it

These services provide the hosting. They only process the data to run the app:

• Auth0 (Okta), for logins.
• Google Firebase, for the database and photo storage.
• Render, for web hosting.
• xAI or Google Gemini, for chatbot answers. This is a paid AI service. Only your question and the TSB text are sent. Regs, VINs, email addresses and phone numbers are removed first. Neither provider uses our requests to train its AI, and both keep them only for a short time to check for misuse before deleting them.

Some of these services may process data outside the UK under their standard data protection terms.

Your rights

You can ask to see, correct or delete your data, or object to how it's used, by contacting kris.williams2007@hotmail.co.uk or a manager. You can also complain to the Information Commissioner's Office (ico.org.uk).

Changes

If this notice changes, you'll be asked to read and agree to it again.