PitLane ("PitLane", "we", "us", or "our") is a software-as-a-service platform operated by PitLane App, having its registered office at GROUND FLOOR, CC.45/1947 A1, BHARKA APARTMENT, Labour Colony Road, Thammanam, Kochi, Ernakulam, Kerala 682032.
This Privacy Policy explains how we collect, use, store, disclose, and protect personal data when businesses and their authorised users access the PitLane website, web application, mobile or progressive web application, and related services (collectively, the "Services"). By accessing or using the Services, you acknowledge the practices described in this Privacy Policy.
1. Scope
PitLane provides business-management tools primarily for car washes, vehicle-detailing centres, workshops, and related automotive service businesses. A subscribing business may use PitLane to manage its customers, vehicles, projects or jobs, leads, inventory, employees, finances, reports, and other operational information.
This Policy applies to business owners who subscribe to PitLane; managers, employees, contractors, and other authorised users; website visitors and people who contact us; customers and other individuals whose information is entered by a subscribing business; and recipients of reports, alerts, invoices, or other communications generated through PitLane.
2. Our role in processing personal data
For account registration, billing, platform administration, security, support, website analytics, advertising, and our own operations, PitLane generally determines why and how personal data is processed.
When a subscribing business enters or uploads information about its customers, employees, vehicles, suppliers, or other individuals, that business determines the purpose for which the information is used. PitLane processes such information to provide the Services on the business's instructions.
Each subscribing business is responsible for having a lawful basis or valid permission to collect and use information entered into PitLane; providing required notices; keeping information accurate and relevant; obtaining required permission to send reports or messages; maintaining current recipient details; and responding to requests concerning information under its control.
3. Information we collect
3.1 Account and identity information
This may include name, organisation name, role, email address, mobile number, profile photograph, account identifiers, and authentication or security information. We do not store account passwords in readable form.
3.2 Business information
This may include business and branch details, address, GSTIN and billing information, services and pricing, inventory, employee and team information, leads, sales, expenses, operational records, and business-performance reports.
3.3 Customer and vehicle information
Information uploaded by a subscribing business may include customer names and contact details; vehicle registration number, manufacturer, model, variant, and colour; vehicle and inspection photographs; service history and job information; quotations, invoices, payment records, notes, communications, and other information reasonably required to manage automotive services.
3.4 Employee and authorised-user information
A subscribing business may enter names and contact details, branch, team, designation, role, attendance, assignments, work activity, sales or performance information, platform permissions, and activity history concerning its managers, employees, or contractors.
3.5 Reports and communications
PitLane may generate and send reports, alerts, reminders, summaries, invoices, and other operational communications to phone numbers and email addresses selected by an authorised user. We may process recipient names, phone numbers, email addresses, communication preferences, report contents, delivery status, delivery time, failed-delivery information, and replies or support communications where applicable.
Where WhatsApp messaging is enabled, we may also process a recipient's WhatsApp-enabled mobile number; the date, time, source, scope, and status of the recipient's opt-in or opt-out; approved message-template details; message content and attachments; message identifiers and timestamps; delivery, read, and failure status; replies; and block, stop, or unsubscribe requests. We process only the information reasonably necessary to operate, secure, document, and support the messaging service.
3.6 Payments
Payments may be processed by third-party payment gateways. We may receive billing details, GST and invoice information, transaction references, plan, amount, payment status, payment-method type, and limited card or bank details supplied by the provider, such as the last four digits. PitLane does not ordinarily receive or store complete card numbers, CVV numbers, UPI PINs, or online-banking passwords.
3.7 Device, usage, advertising, and tracking information
We may automatically collect IP address, browser and device type, operating system, login time, pages and features accessed, errors and diagnostic logs, application performance, approximate location derived from IP address, and cookies or similar identifiers.
Subject to cookie-consent choices, we may use Google Analytics, Google Ads conversion tracking and remarketing, Meta Pixel, Meta Conversions API, and other cookies, pixels, tags, SDKs, or similar technologies. These tools may collect or receive pages viewed, referring sources or campaigns, links or advertisements clicked, dates and times, advertising identifiers, registration or subscription events, and interactions with PitLane advertisements.
4. How we use information
We may use information to:
- Create, authenticate, and administer accounts and permissions.
- Provide, maintain, secure, support, and improve the Services.
- Process subscriptions, payments, invoices, and accounting records.
- Manage customers, vehicles, leads, jobs, inventory, teams, and finances.
- Generate reports, operational insights, and AI-assisted suggestions.
- Deliver reports and alerts by email, WhatsApp, SMS, in-app notifications, or other enabled channels.
- Record communication permissions and maintain opt-out or suppression records so that messaging choices can be respected.
- Diagnose problems, prevent fraud or misuse, maintain backups, and protect legal rights.
- Comply with legal, tax, accounting, and regulatory obligations.
- Measure website and advertising performance, attribute conversions, create advertising audiences, and show relevant advertisements to previous visitors, subject to applicable choices.
- Send product announcements, feature updates, educational content, marketplace recommendations, offers, discounts, surveys, event invitations, and other promotional communications by email, WhatsApp, SMS, in-app notification, or another selected channel where permitted and subject to the recipient's applicable consent and opt-out choices.
We will not use phone numbers or email addresses uploaded by a subscribing business for unrelated promotions directed at that business's customers unless we have an independent lawful basis and provide any required notice or choice. Information obtained through the WhatsApp Business Platform about a recipient is used only as reasonably necessary to support, secure, and document the WhatsApp messaging relationship with that recipient and is not used to build unrelated advertising audiences, sold as a sales lead, or combined with tenant inventory data for independent profiling.
5. Reports and WhatsApp communications
5.1 Reports sent to authorised recipients
An authorised administrator may configure PitLane to send end-of-day or end-of-month reports, sales and financial summaries, project or lead updates, inventory alerts, team or branch reports, billing notices, security alerts, and other selected business information to owners, managers, employees, or other authorised recipients.
Reports may contain confidential business information and limited personal data. The subscribing business is responsible for ensuring that every recipient is authorised, each phone number and email address is correct, and any required consent has been obtained.
Recipients should notify the relevant business or PitLane if they receive a report in error. We may suspend delivery to an incorrect, disputed, or unauthorised contact. Eligible preferences may be managed within PitLane or by contacting [email protected]. A recipient's choice to stop one communication channel does not necessarily stop essential account, security, billing, or service notices through another lawful and available channel.
When a person requests signup verification or password recovery, PitLane may send a short-lived security code to the supplied phone number through WhatsApp. These user-initiated authentication messages are used only to verify control of the number or recover account access. PitLane stores protected digests rather than the code or raw rate-limit identifiers and limits code lifetime, resends, and verification attempts.
5.2 WhatsApp opt-in and recipient choices
PitLane and a subscribing business may contact a person through WhatsApp only where the person has provided the relevant mobile number and has affirmatively agreed to receive subsequent WhatsApp messages from the identified business or sender. The opt-in notice should clearly identify the business and describe the types of messages the person is agreeing to receive. Permission to use another channel is not treated by itself as permission to use WhatsApp.
Where the subscribing business controls the recipient relationship, it is responsible for obtaining a valid opt-in, providing legally required notices, and retaining evidence of the permission. PitLane may store or otherwise process evidence of opt-in on the business's instructions and may require the business to demonstrate that permission before messaging is enabled or continued.
We and subscribing businesses must honour requests made within or outside WhatsApp to block, stop, or unsubscribe from WhatsApp communications. A recipient may reply with a recognised opt-out instruction, use WhatsApp's block or report controls, contact the subscribing business, or contact PitLane at [email protected]. After an opt-out is recorded, future WhatsApp messages to that recipient will be suppressed unless the recipient later provides a new valid opt-in. Where appropriate, an essential notice may instead be delivered through another lawful channel.
Business-initiated WhatsApp messages will be sent only using message templates or service-window communications permitted by the WhatsApp Business Platform and only for the purpose for which the recipient opted in. PitLane does not permit WhatsApp to be used for spam, misleading communications, unauthorised bulk messaging, purchased contact lists, or prohibited goods, services, or content.
5.3 Meta and WhatsApp service providers
PitLane uses the WhatsApp Business Platform provided by Meta and may use an authorised WhatsApp Business Solution Provider or another communications service provider. To deliver and manage a WhatsApp message, we may transmit to Meta and any such provider the recipient's mobile number, business identity, message-template information, message content and attachments, message identifiers, timestamps, and delivery or interaction events.
Recipients use WhatsApp under WhatsApp's own terms and privacy policy. Meta and any authorised provider may process messaging and technical information to transmit messages, operate and secure the platform, provide delivery information, prevent spam and misuse, enforce platform rules, and comply with law. Their processing and retention practices are governed by their respective terms and privacy notices.
PitLane does not send tenant customer records, vehicle photographs, inventory records, or financial reports to Meta for advertising, audience creation, or ad personalisation merely because Meta provides the WhatsApp Business Platform. WhatsApp messaging data is kept separate from Meta Pixel, Meta Conversions API, and other advertising-data flows.
Recipients should not send complete payment-card numbers, CVV numbers, UPI PINs, online-banking passwords, complete financial-account numbers, government-issued identification numbers, or other highly sensitive credentials through WhatsApp. PitLane and subscribing businesses should not request such information through WhatsApp.
5.4 Marketing and feature-update communications
Where a person has provided the relevant contact information and made the applicable choice, PitLane may use the person's mobile number or email address to send:
- Promotional WhatsApp messages using the applicable approved marketing templates.
- Promotional or marketing emails.
- Promotional or commercial SMS messages sent through registered sender identities, headers, and content templates where required.
- Product and feature announcements, new-feature education, tips, webinars, surveys, events, discounts, subscription offers, and upgrade opportunities.
- PitLane marketplace launches, product recommendations, replenishment reminders, sponsored offers, and related commercial communications.
Consent to one channel does not automatically constitute consent to another channel. Where required, PitLane will maintain separate choices for WhatsApp, email, SMS, and other marketing channels and for materially different message categories. The recipient may withdraw a marketing choice at any time through the unsubscribe link in an email, a recognised WhatsApp opt-out instruction, applicable SMS opt-out instructions, account communication settings, or by contacting [email protected]. We will apply the request to the selected channel or category and retain a limited suppression record as necessary to honour it.
Marketing choices are optional and refusing or withdrawing them will not prevent access to core PitLane Services. However, PitLane may continue to send non-promotional messages that are reasonably necessary for account administration, security, billing, subscription changes, service delivery, legal notices, downtime or maintenance, or material changes to a feature the recipient already uses, through a lawful and available channel. A message that primarily promotes a new product, upgrade, marketplace item, discount, or commercial opportunity will be treated as marketing even if it also describes a feature.
Where a subscribing business uses PitLane to promote its own services or offers to its customers, employees, or other contacts, that business controls the campaign and remains responsible for valid consent, message classification, sender registration, templates, recipient preferences, and compliance with applicable WhatsApp, email, SMS, telecom, advertising, and anti-spam requirements.
6. Inventory insights and marketplace recommendations
PitLane may analyse inventory, purchasing, consumption, and replenishment information to understand which products a subscribing business uses or purchases regularly. This may include product names, categories, brands, variants, quantities, stock remaining, purchase or replenishment frequency, supplier and pricing information, branch-level consumption, and related trends.
We may use these insights to provide low-stock and replenishment reminders; predict reorder timing; recommend relevant products, quantities, bundles, or alternatives; personalise the upcoming PitLane marketplace; enable quicker reordering; improve marketplace categories, availability, demand forecasting, and inventory tools; and create aggregated or de-identified market insights.
Recommendations may be commercial. PitLane or a marketplace seller may receive revenue, commission, fees, or another benefit when a business views or purchases a recommended product. Sponsored or promoted recommendations will be identified where appropriate.
Unless the subscribing business separately authorises it, PitLane will not disclose its identifiable inventory records, negotiated supplier prices, customer information, financial records, or detailed purchasing history to marketplace sellers for their independent marketing or sales purposes.
We may share information necessary to complete a marketplace enquiry, order, delivery, payment, return, refund, or support request initiated by the business; a product requirement the business chooses to submit; and aggregated or de-identified demand information that does not reasonably identify a particular business.
Account administrators may manage eligible marketplace-personalisation preferences through the Services or by contacting [email protected]. Turning off personalised recommendations does not prevent PitLane from using inventory information for core inventory-management functions.
7. AI-assisted and automated features
PitLane may use artificial intelligence, optical character recognition, or automated processing to extract or suggest information from vehicle photographs, documents, or other submitted material, including vehicle manufacturer, model, colour, registration number, or visible condition and attributes.
Automated results may be incomplete or inaccurate. Users must review and correct them before relying on them. Relevant content may be transmitted to external technology providers solely to operate the requested feature, subject to applicable contractual, security, and confidentiality controls. We do not use customer-uploaded content to train publicly available AI models unless clearly disclosed and separately authorised.
8. Legal grounds and permitted purposes
We process personal data only for lawful purposes, which may include providing requested Services under our agreement; processing information voluntarily provided for a stated purpose; obtaining consent where required; complying with law; protecting security and integrity; and other uses permitted by applicable law.
Where processing is based on consent, consent may be withdrawn through available controls or by contacting us. Withdrawal does not affect earlier processing. Some information may still be retained or processed to complete a transaction, comply with law, resolve a dispute, or protect legal rights.
9. How we share information
We may share information with service providers supporting cloud hosting, storage, communications, payments, authentication, analytics, advertising, AI processing, support, monitoring, backup, disaster recovery, legal, accounting, or security services. These providers receive information reasonably required to perform their functions.
When WhatsApp is selected as a communication channel, the recipient information and messaging data described in Section 5 may be disclosed to Meta and any authorised WhatsApp Business Solution Provider or communications provider used to transmit, route, secure, monitor, and report on the message. We do not authorise those providers to use tenant confidential information for their independent sales activities.
Information may also be available to the subscribing business and its authorised users according to configured permissions; disclosed to authorities where reasonably necessary to comply with law, investigate misuse, protect rights or safety, or handle legal claims; or transferred as part of a merger, acquisition, financing, restructuring, or business sale.
Subject to applicable consent choices, website and advertising-event information may be disclosed to providers such as Google and Meta for measurement, attribution, audience creation, remarketing, and personalised advertising. These providers may combine information with data they hold and may process it under their own terms and privacy policies.
We do not intend to send customer records, vehicle details or photographs, tenant inventory records, financial reports, or other confidential Customer Data to advertising platforms. We take reasonable steps to prevent advertising tags from operating on authenticated pages containing such information. PitLane does not sell personal data for monetary consideration.
10. Cookies and advertising choices
Essential cookies may be used to keep users signed in, maintain security, remember preferences, and support core functions. Where required, non-essential analytics and advertising technologies will not activate until a visitor makes a selection through our cookie banner.
Visitors may accept, reject, or manage applicable cookie categories and later change their selection through the cookie-settings control. Google, Meta, browser, and device controls may offer additional ways to manage personalised advertising. Rejecting advertising cookies will not prevent access to core PitLane Services, although advertisements may be less relevant.
11. International processing
Some providers, including Meta and an authorised WhatsApp Business Solution Provider, may store or process information outside India. Where this occurs, we will take reasonable steps to use providers with appropriate security and confidentiality safeguards and comply with restrictions prescribed under applicable Indian law.
12. Data retention
We retain information only as long as reasonably necessary to provide the Services; maintain an active subscription; fulfil the collection purpose; maintain security, audit, and backup records; resolve disputes; enforce agreements; and meet legal, accounting, or tax obligations.
After termination, account data may be retained for a limited period to permit recovery or export, unless a longer period is legally required or contractually agreed. Backup copies may remain until securely overwritten in the ordinary backup cycle. The subscribing business should export required information before deletion.
WhatsApp message content, attachments, and delivery records are retained by PitLane only for as long as reasonably necessary for the configured messaging feature, support, security, dispute resolution, legal compliance, or the subscribing business's documented instructions. Opt-in, opt-out, and suppression records may be retained for longer where reasonably necessary to demonstrate permission and ensure that a person's messaging choice continues to be respected. Meta and any authorised provider retain information according to their own applicable terms and policies.
13. Data security
We use reasonable administrative, technical, and organisational measures designed to protect information, which may include access controls, role-based permissions, encryption in transit, secure hosting, authentication, monitoring, logging, backups, and incident management.
No online platform can guarantee absolute security. Users must protect credentials and devices, assign permissions carefully, and promptly report suspected unauthorised access. We will take appropriate remedial steps and provide notices where required following a personal-data breach.
14. Privacy rights and grievances
Subject to applicable law and our role, individuals may request information about personal data processed about them; access; correction, completion, or updating; erasure where no longer required; withdrawal of consent; and grievance redressal.
If a car wash, detailing centre, workshop, or another subscribing business entered your information, contact that business first. We may refer your request to it because it controls the relevant records. We may verify identity before acting, and certain information may be retained where legally required or necessary for legitimate legal purposes.
Requests can be sent to [email protected]. A request to delete information should identify the relevant PitLane account or subscribing business and the phone number or email address associated with the request. WhatsApp recipients may also use the controls described in Section 5.2 to stop future WhatsApp messages. We may retain a minimal suppression record after an opt-out or deletion request so that we do not contact the person again through that channel without a new valid opt-in.
15. Account administrators and user access
The subscribing business controls users and permissions. Administrators are responsible for adding and removing users, maintaining accurate roles, disabling access when a person leaves, monitoring authorised activity, and ensuring confidentiality. PitLane is not responsible for access granted by an administrator to an incorrect or unauthorised person.
16. Children’s privacy
PitLane is a business service and is not intended for individuals under 18. Users must not knowingly enter a child's personal data unless legally authorised and all applicable consent requirements have been met. If we learn that a child's information was collected contrary to law, we may delete or restrict it.
17. Third-party services and links
The Services may connect to third-party platforms, payment gateways, communication providers, or websites. Those parties may process information under their own policies. PitLane is not responsible for their independent privacy practices.
Information about WhatsApp's practices is available in the WhatsApp Privacy Policy at https://www.whatsapp.com/legal/privacy-policy and the WhatsApp Business Messaging Policy at https://business.whatsapp.com/policy. Those policies may be updated independently by WhatsApp or Meta.
18. Changes to this Policy
We may update this Policy to reflect changes in the Services, technology, or law. Material changes may be communicated through the platform, by email, or by another reasonable method. The updated version takes effect on the date stated above.
19. Privacy and grievance contact
Privacy and Grievance Contact
Name/Designation: Privacy Officer
Legal entity: PitLane App
Address: GROUND FLOOR, CC.45/1947 A1, BHARKA APARTMENT,
Labour Colony Road, Thammanam, Kochi, Ernakulam, Kerala,
682032
Email: [email protected]
Phone: +91 871 451 6660
We will acknowledge and address privacy grievances within the period required under applicable law.