Privacy Policy

1. Introduction and Scope

KNOX AUTOWURX LLC respects the privacy of every person who visits our website, contacts our team or uses the software systems we design and operate. This Privacy Policy explains what personal information we collect, why we collect it, how we use it, how long we keep it and the choices you have over it. It applies to our public website, to enquiries you send us, to the client relationships we maintain with vehicle workshops and fleet operators, and to the integrated software platforms we build and support on behalf of those clients.

This policy is written to be read by ordinary people as well as by legal and compliance teams. Where a term has a specific technical meaning we explain it in plain language the first time it appears. If you have a question about anything in this document, you are welcome to contact us using the details in the final section and we will answer it directly.

This policy does not cover the independent privacy practices of third parties, including suppliers, telematics providers or the workshops and fleet operators that use our systems. Those organizations maintain their own privacy notices, and we encourage you to review them.

2. Who We Are

KNOX AUTOWURX LLC is a computer systems design practice. We build the software backbone of the modern workshop, including scheduling systems, diagnostic integrations, parts and inventory platforms, fleet telematics dashboards and the migration and support services that keep those systems healthy. Our registered organization details are as follows.

KNOX AUTOWURX LLC
1421 S 1710 E, Washington - 84780-3891, United States (US)
Email: service@knoxautowurx.autos
Phone: +12832072099

For the purposes of applicable data protection law, KNOX AUTOWURX LLC is the controller of personal information that we collect through our own website and business operations. Where we operate a software platform on behalf of a workshop or fleet client, that client is generally the controller of the operational data within the platform and we act as its processor, handling information only on its documented instructions.

3. Information We Collect

We collect information in three broad ways: information you give us directly, information collected automatically when you use our website, and information that passes through the software platforms we operate on behalf of clients. The categories below describe each of these in turn.

The amount and type of information we hold depends on your relationship with us. A visitor who reads a page and leaves provides very little. A workshop that engages us for a full integration provides considerably more, because running a connected workshop naturally involves records about vehicles, jobs and the people who own them. We collect only what is necessary for the purpose at hand and we try to keep that principle visible in every design decision we make.

4. Information You Provide Directly

When you contact us through our website, by email or by telephone, you may provide your name, your email address, your telephone number, the name of your organization, the subject of your enquiry and the content of your message. If you ask to attend one of our fleet integration clinics we may also collect your role and any dietary or access requirements you choose to share so that we can host you appropriately.

If you become a client, we collect the information needed to operate the engagement: contract details, billing contacts, technical contacts, project notes and the documentation produced during discovery and delivery. We do not ask for payment card details through our public website. Where fees are payable, we use established billing arrangements with the appropriate safeguards.

If you apply to work with us, we collect the information you include in your application, such as your employment history, qualifications and references. We use that information only to assess your application and to communicate with you about it.

5. Information Collected Automatically

When you visit our website, our hosting infrastructure may record technical information such as the type of browser you use, the operating system of your device, the pages you request and the approximate time of your visit. This information is used to keep the website secure, to understand how it is used in aggregate and to diagnose faults. It is not used to build a personal profile of you.

We keep our collection of automatic data deliberately modest. We do not operate advertising networks, we do not sell audience data and we do not attempt to identify individual visitors from technical logs except where it is necessary to investigate a security incident or to respond to a lawful request. Server logs are retained for a limited period and then deleted or aggregated.

6. Information From Workshop and Fleet Systems

Our core work involves integrating systems that already hold operational data. When we connect a diagnostic tool, a telematics unit, a parts catalog or an accounting package to a workshop platform, information flows through the integration under the direction of the client that owns the system. That information may include vehicle identifiers, mileage, engine hours, fault codes, service history, parts movements and the contact details of the people who own or operate the vehicles.

We treat this operational information as confidential client data. We access it only to design, build, test, migrate or support the platform, and only where an authorized client representative has asked us to do so. We do not mine client operational data for our own commercial purposes, and we do not use it to contact vehicle owners on our own behalf.

Where a client asks us to migrate historical records from a legacy system, we do so under a written migration plan. The plan sets out what will be extracted, how it will be validated and how the source system will be archived once the migration is complete and accepted.

7. How We Use Information

We use personal information for the following purposes: to respond to enquiries and provide the information you request; to prepare proposals and deliver the services you engage us for; to operate, secure and improve our website; to maintain and support the software platforms our clients rely on; to send service and administrative messages that are necessary for a relationship you have with us; to meet our legal, accounting and record keeping obligations; and to protect the rights, property and safety of KNOX AUTOWURX LLC, our clients and the public.

Where we would like to send you marketing communications about our services, events or publications, we will do so only where we have a lawful basis and, where required, your consent. Every marketing message we send includes a straightforward way to opt out, and opting out of marketing does not affect service or administrative messages that are necessary to a contract.

We do not use personal information for purposes that are incompatible with the reason it was collected. If we ever wish to use information for a new purpose, we will tell you about it and, where the law requires, seek your consent first.

8. Legal Bases for Processing

Where data protection law requires us to identify a legal basis for processing, we rely on the following. We process information to perform a contract with you or to take steps at your request before entering a contract, for example when you engage us for a project. We process information for our legitimate interests in operating a professional systems design business, responding to enquiries and keeping our services secure, provided those interests are not overridden by your rights. We process information to comply with legal obligations, including tax, accounting and record keeping requirements. Where we have asked for consent, we process information on the basis of that consent, which you may withdraw at any time.

When we act as a processor for a workshop or fleet client, the legal basis for the underlying operational processing is determined by that client, and we support the client in meeting its own obligations.

9. Cookies and Similar Technologies

Our website uses a minimal set of cookies and similar technologies. Essential cookies are required for the website to function and to keep it secure. Where we use analytics to understand aggregate usage, we configure it to collect the least information necessary and, where the law requires, we ask for your consent before setting non essential cookies.

You can control cookies through your browser settings. Disabling essential cookies may affect how the website works, while disabling analytics cookies will not prevent you from using the site. We do not use cookies to serve targeted advertising and we do not permit third parties to place advertising cookies through our website.

Where our client platforms use session technologies, those are governed by the client agreement and the client privacy notice rather than by this public policy. We configure client platforms to avoid unnecessary tracking and to keep session data within the boundaries the client has approved.

10. Sharing and Disclosure

We do not sell personal information. We share personal information only in the limited circumstances described here. We may share information with service providers who perform functions on our behalf, such as hosting, email delivery and professional advisory services, under contracts that require them to protect the information and to use it only for the agreed purpose. We may share information with a client when you are an employee or representative of that client and the sharing is necessary to deliver the service. We may disclose information where we are required to do so by law, by a court order or by a lawful request from a public authority, and where we believe disclosure is necessary to protect the rights, property or safety of any person.

If our business is ever reorganized, merged or sold, information may transfer as part of that transaction. In that event we will take steps to ensure that the receiving organization is bound by protections consistent with this policy, and we will notify you where the law requires it.

We do not share personal information with advertising networks, data brokers or any party that intends to use it for its own independent marketing.

11. Service Providers and Subprocessors

We rely on a small number of carefully selected service providers to run our business. These may include a cloud hosting provider, an email and collaboration provider, an accounting platform and professional advisers such as lawyers and accountants. Each provider is assessed before we engage it and is bound by written terms that require appropriate confidentiality and security controls.

Where we act as a processor for a workshop or fleet client, we maintain a list of the subprocessors involved in delivering that service and make it available to the client. We notify clients of material changes to that list so they can raise any objection in line with their agreement with us. We remain responsible to our clients for the performance of our subprocessors.

12. Data Retention

We keep personal information only for as long as it is needed for the purpose it was collected for, and for any additional period required by law. Enquiry messages are kept long enough to deal with the enquiry and any follow up, and then removed unless they become part of a client relationship. Contract and billing records are kept for the period required by tax and accounting rules.

Operational data held within a client platform is retained according to the client retention schedule and any legal requirements that apply to that industry. When a client relationship ends, we return or delete client information in line with the agreement, and we remove any remaining copies from our working systems within a reasonable period, subject to backup and legal hold requirements. Where we archive a legacy system after migration, the archive is secured and access is restricted to the people who need it to answer historical questions.

13. Data Security

We take the security of personal information seriously. We use technical and organizational measures designed to protect information against accidental loss, unauthorized access, alteration and disclosure. These measures include access controls that limit information to people who need it, encryption of data in transit, secured environments for the platforms we operate, monitoring for unusual activity and a regular review of our practices.

No method of transmission or storage is completely secure, and we cannot promise absolute security. We do commit to acting quickly if an incident occurs. If we become aware of a breach that is likely to result in a risk to your rights or freedoms, we will notify the relevant authority and any affected individuals in accordance with applicable law, and we will explain what happened and what we are doing about it in plain language.

Our team is trained on confidentiality and security expectations, and access to client systems is granted on the principle of least privilege, reviewed periodically and revoked promptly when it is no longer required.

14. International Transfers

KNOX AUTOWURX LLC is based in the United States. Information we collect may be stored and processed in the United States or in other countries where our service providers operate. Where we transfer personal information across borders, we take steps to ensure that the information continues to receive an appropriate level of protection, using recognized safeguards such as standard contractual clauses or an equivalent mechanism where the law requires it.

Where we process operational data on behalf of a client in another region, we work within the transfer arrangements the client has put in place and provide the information the client needs to meet its own obligations.

15. Your Privacy Rights

Depending on where you live, you may have some or all of the following rights: the right to be informed about how your information is used; the right to access the personal information we hold about you; the right to correct information that is inaccurate or incomplete; the right to delete information in certain circumstances; the right to restrict or object to certain processing; the right to data portability; the right to withdraw consent where processing is based on consent; and the right not to be subject to a decision based solely on automated processing that produces legal or similarly significant effects.

To exercise any of these rights, contact us using the details in the final section. We will respond within the period required by applicable law and we will explain any limitation that applies. We may need to verify your identity before acting on a request, and we will ask for the minimum information necessary to do so. You will not be charged for a reasonable request, and we will not discriminate against you for exercising a privacy right.

If you are not satisfied with our response, you may have the right to complain to your local data protection authority. We would appreciate the chance to resolve your concern directly first.

16. Privacy for Children

Our website and services are intended for businesses and adults. We do not knowingly collect personal information from children, and we do not direct our services at children. If you believe that a child has provided personal information to us, please contact us and we will take steps to delete the information promptly. Where a client platform may hold information about a minor in the context of a vehicle transaction, the client is responsible for obtaining any consent required by applicable law, and we support the client in configuring the platform appropriately.

17. Vehicle and Diagnostic Data

Integrated workshop systems produce technical records that can be linked to a vehicle and, in some circumstances, to a person. These records may include fault codes, live sensor captures, service history, mileage, engine hours and parts consumption. We treat this category of information with particular care because it can reveal how a vehicle is used and where it has been.

When we design a platform, we apply data minimization to technical records: we store what is needed to diagnose, repair and account for the work, and we avoid collecting more than that. Access to detailed technical records is role based, and dashboards that show fleet level trends are designed to avoid exposing individual movement patterns unless there is a legitimate operational need. Clients determine how long technical records are kept in line with their own obligations and industry requirements.

18. Automated Decision Making

Some platform features produce recommendations or priorities automatically, such as maintenance forecasts based on telematics trends or reorder alerts based on parts consumption. These features are designed to support human decisions rather than to replace them. We do not use automated processing to make decisions that produce legal or similarly significant effects about individuals without appropriate safeguards and, where required, human review.

Where a client wishes to configure a higher degree of automation, we work with the client to ensure that the configuration meets the legal requirements that apply to that organization and that affected people have a clear route to ask questions and seek review.

19. Third Party Links and Integrations

Our website may link to third party sites, and our platforms integrate with third party tools such as diagnostic equipment, telematics services and supplier catalogs. We are not responsible for the privacy practices of those third parties. When you follow a link or use an integrated tool, the privacy notice of the provider applies to the information that provider collects.

We assess the privacy and security posture of integrations before we build them, and we prefer providers that offer transparent documentation and clear data handling terms. Where an integration requires the transfer of personal information, we work within the client instructions and the safeguards set out in the client agreement.

20. Changes to This Policy

We review this Privacy Policy regularly and update it when our practices, our services or the law change. When we make a material change, we will update the effective date at the top of this page and, where the change is significant, we will take additional steps to bring it to your attention. We encourage you to review this page from time to time so that you always know how we handle personal information.

Continuing to use our website or services after an update takes effect means that you accept the updated policy. If you do not agree with a change, you may contact us to discuss it or stop using the affected service.

21. How to Contact Us

If you have a question, a request or a concern about privacy at KNOX AUTOWURX LLC, please reach out to us. We prefer to hear about an issue early so that we can put it right.

22. Additional Regional Disclosures

Residents of certain regions may have additional rights under local law. Where you are a resident of a region with a comprehensive privacy statute, you may have the right to know the categories of personal information we have collected, the categories of sources, the business purposes for collection and the categories of third parties with whom we share information. You may also have the right to request deletion, correction and a portable copy of your information, and the right to opt out of certain uses. We honor these rights in accordance with applicable law.

Where a region requires a specific method for submitting a request, you may use the contact details provided above and we will route your request appropriately. We will verify your request using information we already hold, and we will not use the verification process to collect additional personal information beyond what is necessary. If we cannot verify a request, we will explain why and offer an alternative where possible.

We do not discriminate against any person for exercising a privacy right. Where a request conflicts with a legal obligation, such as a record keeping requirement, we will explain the limitation and honor the request to the fullest extent the law allows. This policy is intended to operate alongside, and not to reduce, any right you have under the laws of your region.