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MotorSage · Documents

MotorSage Privacy Policy

DraftNot yet in force: it is awaiting review by a lawyer.

Version of 12 November 2026

This privacy policy explains what personal data the MotorSage app processes, why, who it shares them with and what rights you have. It applies to the app on iPhone, iPad, Android and Mac, to the invitation request and to the web pages linked to the app. You do not have to accept it: it is information. What you accept is the Terms of Use and App Licence.

1. Who processes your data

Data controller: Andrea Ceccon (a private individual; when the business is set up, the business will become the controller and we will tell you in the app).

Email for privacy matters: privacy@p3lab.it

No Data Protection Officer (DPO) has been appointed, because one is not required for this service. For any question, write to the email address above.

2. What data we process

Account data

  • email address: to sign in, we send a 6-digit code there, valid for a few minutes;
  • the app's language when you created the account, so that we can write emails to you in your language;
  • the app's preferences (language, country, units of measurement, date and time formats), also saved with the account so that you find them on another device. The country, which you choose the first time you open the app, decides which rules, units and formats the app suggests;
  • if you created the account with an earlier version of the app, also the password you chose then, stored only in encrypted, irreversible form (nobody can read it). Today's app no longer asks for it;
  • an internal account identifier, the date of creation and the date of last access.

Data you enter about your vehicles

  • number plate (optional), make, model and version, country and region of registration, date of registration, technical data, colour, photo of the vehicle, notes;
  • name of the registered keeper, if you enter it or if it appears on the registration certificate;
  • mileage, dates and prices of purchase and sale;
  • expenses (amount, date, supplier, mileage, fuel, payment method described in words), deadlines, reminders, maintenance plan;
  • the year (or years) for which you indicated the vehicle as the exempt one for a tax that applies to only one vehicle per person, such as the 2027 vehicle tax. You indicate it yourself: the app does not know who owns each vehicle.

Vehicle catalogue

Make, model and version are chosen from a list, the vehicle catalogue. The catalogue is the same for everyone and contains no personal data: your vehicle stores only the link to the model and version you chose.

Documents you upload

Photos and PDFs of receipts, invoices, registration certificates and screenshots of charging apps. These files may contain other personal data about you or other people: name, address, tax code or VAT number on an invoice, part of a payment card number on a receipt. We keep them exactly as you upload them, so that you can open them again.

Location

When you record an expense from a photo, the app can attach a place to it:

  • the one written into the photo by the camera, if present;
  • or the phone's location at that moment, only if you have given location permission.

The location is read only at that moment, not in the background, and saved as the coordinates of the expense. You can refuse or withdraw the permission in the phone's settings: the app works just the same.

Profile (all optional)

  • profile photo, saved at full size and as a thumbnail, without the hidden camera data (place, date, phone model);
  • nickname, display name, gender, year of birth, year you got your driving licence;
  • country and region, chosen from a list (for 30 countries; the international code of the region, ISO 3166-2, is saved), and locality, which you type yourself (town or city, never the address);
  • driving style (sporty, touring, relaxed) and where you drive most (in town, out of town, on the motorway, off-road, a bit of everything);
  • kilometres per year, interests (picked from a list or written by you: please don't put personal data about yourself or others in them), a short introduction, your usernames on social media (just the name: the app builds the link);
  • for each item, your choice of whether to make it visible to other users (region and locality each have their own); for each vehicle, whether to show it to other users and whether to use it for the consumption statistics;
  • the “Regional greetings” switch: from the region, the app works out a greeting in the local dialect, when there is one in the app's language. Only the switch, on or off, is saved: the dialect is not saved.

Today no other user sees these data: the visibility choices are saved and will apply when we open the community and the statistics, and we will tell you in the app beforehand. Gender is used only to address you in the masculine or feminine form: until you give it, the app uses neutral forms.

Nickname history

For each nickname you use, we keep the period during which you used it, so that we can find out who was using it if a report of abuse comes in. The history is not visible to any user.

Choices about tips and offers (consents)

We ask you for three separate consents, all optional and off by default (section 3, “Tips and offers”). For each one we keep every choice you make, yes or no, with the date, time and version of the text you saw: it is the proof of your consent. Choices are only ever added: a change is a new row, and the previous one is not modified.

Acceptance of the Terms of Use

When you accept the Terms of Use and App Licence, we record your account, the document, the version and language of the text accepted, the date and the time (set by our server, not by the phone) and where you accepted it (at sign-up or in the app). The same checkbox confirms that you are at least 18.

Deletion of the account

If you ask to delete your account, we record when you asked, the date on which it will be deleted, the language in which to write to you and when we sent you the reminder.

Invitation request (if you don't have an account yet)

Email, a message (optional) and an encrypted fingerprint of your IP address that is used only to block abuse of the form (it does not allow the address to be traced without other data). Earlier versions of the app also asked for first name, surname and phone number: if you gave them, we keep them with the request. We also keep the app's language, so that we can reply in your language, your acceptance of the Terms of Use and your choices about consents: they are saved with the request, because the account does not exist yet. If we accept the request, we use your email to create your account and send you the invitation email; your acceptance and choices pass to the account, together with your first name if you gave it, and the request is deleted by itself over the following nights (see below, under data retention). If you ask for an invitation with an email that already has an account, the request stays closed for a couple of days, with the email and the fingerprint of the address, only for the limits against abuse of the form, then it is deleted.

Corrections to the shared technical data sheet

If you suggest a correction to a technical figure for a model, we keep the suggestion, your identifier and your email, so that we can review it and, if necessary, contact you. Once accepted, the corrected technical figure is visible to all users, without your name.

Technical data

When the app communicates with our servers, the providers temporarily record technical data such as IP address, date and time and type of request, for security and to solve problems. We also keep a daily count of the automatic translations made by each account, to keep their costs under control.

What we don't process

No advertising without your consent, no usage statistics, no tracking across apps or websites, no sale of data. We don't ask you for health data or other special categories of data: we ask you not to upload documents that contain them (for example medical certificates or documents for disability-related exemptions).

3. Why we process them and on what legal basis

For each purpose, the legal basis (GDPR Article 6):

  • Creating and managing your account, storing vehicles (including the exemption you indicate), expenses, documents and deadlines, sending you reminders: performance of the contract (the Terms of Use and App Licence) – point (b).
  • Filling in make, model, version and technical data sheet from the vehicle catalogue: performance of the contract – point (b).
  • Automatically reading documents and photos, searching for technical data sheets and maintenance intervals, translating texts, when you ask for it: performance of the contract – point (b).
  • Attaching a place to an expense using the phone's location: consent, given through the operating system's permission and revocable at any time – point (a).
  • Assessing an invitation request and replying to you: pre-contractual steps taken at your request – point (b).
  • Reviewing corrections to the shared technical data sheet: performance of the contract – point (b).
  • Profile, personalised greetings and visibility choices: performance of the contract – point (b) (you enter the data yourself, when you wish, and can remove them at any time).
  • We count the entries you write yourself in your interests anonymously (how many people wrote the same entry, never who), to decide which ones to add to the list: it is our legitimate interest to improve the app – point (f).
  • Nickname history, to establish who used a nickname in case of abuse: legitimate interest in the safety of users and of the service – point (f).
  • Choosing which tips and offers to show you based on your vehicle and profile data (profiling): consent, separate and revocable at any time – point (a).
  • Sending you MotorSage offers: consent, separate and revocable at any time – point (a) (and Article 130 of the Italian Privacy Code).
  • Sending you selected offers from partners, without giving your data to the partners: consent, separate and revocable at any time – point (a) (and Article 130 of the Italian Privacy Code).
  • Keeping proof of consents: obligation to be able to demonstrate consent (GDPR Article 7(1)) – point (c).
  • Recording acceptance of the Terms of Use and keeping proof of it: performance of the contract – point (b), while you have the account.
  • Closing the account when you ask to delete it, keeping it aside for 30 days so that you can change your mind, notifying you by email and then deleting it: performance of the contract – point (b).
  • Protecting the service from abuse and attacks, keeping technical logs: legitimate interest in the security of the service – point (f).
  • Keeping down the costs of the automatic features (daily limits): legitimate interest in keeping the service free and sustainable – point (f).
  • Complying with legal obligations and responding to the authorities: legal obligation – point (c).
  • Defending our rights in the event of disputes: legitimate interest – point (f).

You can object to processing based on legitimate interest (see section 9). The assessment we carried out is available on request.

Tips and offers: three separate consents

We ask you for three consents, one for each use. They are separate, optional and off by default: you can use the app without giving any of them.

  1. Tips and offers tailored to you (profiling). We use the data about your vehicles (mileage, expenses, deadlines) and your profile to choose which tips and offers to show you. Without this consent, offers, if you want them, are the same for everyone. The reminders and tips that are already part of the app (deadlines, maintenance) do not depend on this consent.
  2. MotorSage offers: our offers on parts, accessories and services for your vehicles.
  3. Offers from our partners: offers from garages, insurers and other partners chosen by us. We send them to you ourselves: we don't give your data to the partners, not even your name or email. If one day we wanted to do so, we would first ask you for a new, separate consent.

How they work:

  • We ask for them when you sign up, in the “Choose what you receive” box, and you can change them whenever you like in Settings → Privacy and consent. Withdrawing a consent is as easy as giving it: just turn off the switch.
  • For each choice we keep the date, time and version of the text you saw (currently version 2026-11-01).
  • Today we send no offers and do no profiling. Before we start, we will tell you in the app and update this privacy policy with the channels we will use.
  • Profiling only chooses which tips and offers you see: it does not take decisions that have legal or similarly significant effects on you (GDPR Article 22).
  • We follow the guidance of the Italian Data Protection Authority (Garante per la protezione dei dati personali): one consent for profiling and one for each type of marketing, never a single box for everything, never pre-ticked, never required to use the service (GDPR Article 7; Italian Privacy Code Article 130; the Garante's Guidelines on promotional activities and combating spam of 4 July 2013).
  • You can always object to marketing, including the profiling it relies on (GDPR Article 21(2) and (3)): turn off the switches or write to us.

4. Artificial intelligence

Some features use Claude, an artificial intelligence system made by Anthropic:

  • reading documents and photos: the file you choose is sent to Anthropic to extract the data from it (amount, litres, date, registration certificate data…);
  • searching for technical data sheets and maintenance intervals: only the vehicle's make, model, year and technical data are sent, not your personal data. When the version you chose already has the data in the vehicle catalogue, the technical data sheet is created from there, without calling the artificial intelligence; the search only fills in the data that are missing;
  • suggesting the trade names of models;
  • translating the texts you write (notes, descriptions) into the app's language.

Data are sent only when you use one of these features. The results of the artificial intelligence may contain errors: the app shows them to you before saving them, and you can always correct them. No decision that produces legal or similarly significant effects on you is taken automatically (GDPR Article 22).

Under Anthropic's commercial terms, data sent through its API are not used to train its models and are deleted within 30 days (longer only if flagged for a prohibited use, or if required by law). Source: Anthropic's official page, checked on 29 October 2026.

5. Other people's data

If you upload documents or enter data about other people (for example the registered keeper of a vehicle who is not you), it is up to you to make sure you are allowed to do so and, where necessary, to inform them. Use the app for your own vehicles and for those you manage with the owner's consent.

6. Who we share the data with

Data are not sold or transferred for commercial purposes: even if you accept partner offers or tailored tips, your data do not reach the partners. They are processed on our behalf and according to our written instructions by these providers (processors, GDPR Article 28):

  • Supabase Inc.: servers, database, file storage, account sign-in. Where: data in the EU, in Frankfurt (Germany); company in the USA.
  • Anthropic PBC: artificial intelligence (section 4). Where: USA.
  • Resend (Plus Five Five Inc.): sending service emails (invitations, codes to sign in and to confirm the deletion of the account, notices about the deletion of the account, corrections; for anyone still using an earlier version of the app, also password recovery), from the address noreply@p3lab.it. Where: sent from the EU (Ireland); company in the USA.

Other parties that receive data as independent controllers, under their own privacy policies:

  • Apple and Google, for distributing the app and, on iPhone, for updates through TestFlight or the App Store;
  • GitHub (Microsoft), which hosts the updates for Android and Mac and the web pages linked to the app: when the app checks for or downloads an update, GitHub receives the device's IP address;
  • OpenStreetMap Foundation, which provides the map for choosing the place of an expense: when the map opens, it receives the IP address and the area displayed;
  • public authorities, only if the law requires it.

Deadline reminders are scheduled on your device: they do not go through notification servers.

7. Transfers outside the European Union

Anthropic and Resend are located in the USA, and Supabase is a US company. Transfers take place with the safeguards provided for by the GDPR:

  • the provider's participation in the EU-U.S. Data Privacy Framework, where applicable (adequacy decision of the European Commission of 10 July 2023);
  • in any case, the standard contractual clauses approved by the European Commission (Decision 2021/914), included in the contracts with the providers.

You can ask for a copy of the safeguards by writing to the address in section 1.

8. How long we keep the data

  • Account, vehicles, expenses, deadlines, documents: as long as you have the account. If you delete it, the account is closed straight away: for 30 days the data are kept but blocked, they are no longer visible in the app, and you can still cancel the deletion by signing back in with your email; after that we permanently delete everything. The provider's current plan does not keep backup copies beyond this period.
  • Record of the deletion request: until the permanent deletion, or until you cancel the deletion.
  • Invitation requests: if accepted, the request is deleted when the account is created (the data, the acceptance of the Terms and the choices about consents pass to the account); if refused, 30 days after the reply, together with the acceptance and the choices saved with it.
  • Corrections to the technical data sheet: as long as you have the account; the accepted technical figure stays in the shared data sheet with no reference to you.
  • Providers' technical logs: a few days, according to the provider's plan.
  • Data sent to Anthropic: the limited period stated in section 4.
  • Translation count: as long as you have the account.
  • App preferences: as long as you have the account.
  • Profile and profile photo: as long as you have the account, or until you remove them.
  • Nickname history: as long as you have the account.
  • Choices about consents: as long as you have the account.
  • Acceptances of the Terms of Use: as long as you have the account.

If the data are needed to defend ourselves in a dispute or for a legal obligation, they may be kept for the time strictly necessary.

9. Your rights

You can ask at any time to:

  • access your data and get a copy;
  • correct them (you can also do this directly in the app);
  • erase them: you can delete your account from Settings → Delete account; after 30 days this also deletes vehicles, expenses, deadlines and files;
  • restrict their processing;
  • receive them in a format that can be read by another application (portability);
  • object to processing based on legitimate interest and, at any time and without giving reasons, to marketing and the profiling it relies on;
  • withdraw your consent to location, in the phone's settings, and to tailored tips and offers, in Settings → Privacy and consent, without affecting processing already carried out.

Write to the address in section 1: we reply within one month (which may be extended by two months in complex cases, in which case we will let you know). We may ask you to confirm your identity, for example by writing from the account's email address.

You also have the right to lodge a complaint with the supervisory authority: in Italy, the Garante per la protezione dei dati personali (www.garanteprivacy.it), or the one in the country where you live or work.

10. Security

Data travel encrypted between the app and the servers. Each account sees only its own data, thanks to rules enforced by the database itself. Signing in, and deleting the account, require a code sent to your email, valid for a few minutes. App updates are signed, and the app installs only those with the right signature. No system is one hundred per cent secure: if a breach occurred that put you at risk, we would notify you as required by law.

11. Minors

MotorSage is reserved for people aged at least 18: you confirm this when you sign up, in the same checkbox with which you accept the Terms of Use. We do not knowingly collect data from anyone under 18: if you think a minor has given us data, write to us and we will delete it.

12. Device storage

The app stores on the device only what it needs to work: the sign-in session, preferences (language, country, theme, units of measurement), the confirmation of language and country given the first time you open the app, scheduled reminders, the choice to use fingerprint or face unlock, and the latest version of the Terms of Use accepted with that account (so that you can get in even without a network connection).

Fingerprint or face unlock. If you turn it on, recognition is done by your device's system (Face ID, Touch ID or Android fingerprint): the app receives only the result, successful or not, and neither sees nor stores fingerprints or images of your face. We therefore do not collect biometric data. When you sign out with “Sign out”, the sign-in stays saved on the device, protected by the unlock, so that you can get back in without asking for a new code. To remove it completely, choose “Use another account” on the unlock screen, or turn off unlocking in Settings before signing out: without unlocking, “Sign out” really ends the session.

Switching accounts. If you sign in with another account on the same device, the app forgets the data it had read for the previous account (vehicles, expenses, deadlines, documents, profile and photos): whoever signs in sees only their own.

On the device the app uses no cookies or profiling or advertising tools, so no consent is needed for device storage (Italian Privacy Code Article 122). Profiling under section 3, if you accept it, takes place on our servers. The app's web pages do not use cookies of their own.

13. Changes

This privacy policy is not accepted: it is read. If we change it significantly, we will tell you in the app before the changes apply. If a change requires a new consent, we will ask you for it separately. The version is shown at the top.