PitCRM

Data Deletion

Last updated: 30 June 2026 · PitCRM by Gears and Motor Ltd

This page explains how to request deletion of personal data held by PitCRM, and what happens when you do. It applies to the PitCRM platform available at app.pitcrm.com and as a mobile application.

If you are a customer of a workshop (garage, MOT centre or bodyshop) that uses PitCRM, please read "Customers of a PitCRM business" below — in most cases your request should go to that business directly.

1. Who holds your data

PitCRM is used by vehicle workshops to manage their own businesses. This creates two roles under UK GDPR:

The workshop is the data controller of the personal data it stores about its own customers (for example, a customer's name, vehicle, contact details and any messages or photos that customer has sent the workshop).
PitCRM (Gears and Motor Ltd) is the data processor for that customer data — we store and process it on the workshop's behalf and on their instructions.
For a workshop's own account and billing data, PitCRM is the controller.

2. Workshop account holders

If you hold a PitCRM account (you run a workshop that uses PitCRM), you can delete your account and the data associated with it:

In the app: open Settings and use the account deletion option, or contact us at support@pitcrm.com from your account email address.
When you delete your account, your business records — including jobs, customers, vehicles, invoices, quotes, bookings, communications, usage records and any stored media — are scheduled for deletion. To protect you against accidental or mistaken deletion, this data is retained for 30 days, during which the deletion can be reversed if you contact us to reactivate the account. After 30 days, the data is permanently deleted from our active systems. This includes any photos, voice notes, documents or other media your customers sent your business over WhatsApp, which are deleted from our file storage.
We may retain a limited set of records where the law requires it (for example, invoices for accounting and tax purposes). These are deleted once the legal retention period ends.

3. Customers of a PitCRM business

If a workshop holds your personal data in PitCRM and you want it deleted, you have two options:

Contact the workshop directly. As the data controller, they can delete your record from within PitCRM. When they do, your details and any media you sent them (including WhatsApp photos, voice notes and documents) are removed from our storage.
Contact us. If you are unable to reach the workshop, email support@pitcrm.com with enough detail for us to identify your record (for example, your name, phone number and the workshop's name). We will forward your request to the relevant workshop and assist in actioning it.

4. WhatsApp and SMS media

When a customer sends a workshop a photo, voice note, video or document over WhatsApp, we store that file securely so the workshop can view it in their inbox. This media is automatically deleted 12 months after it is received. It is also deleted earlier if the customer's record, or the workshop's account, is deleted as described above.

5. What deletion means

When a deletion request is actioned, the relevant personal data is removed from our active production systems, including our database and file storage. Residual copies may persist for a short period in encrypted backups before being overwritten in the normal backup cycle. We do not sell personal data, and we do not use it to train any artificial intelligence or machine learning models.

6. How long it takes

When you delete your account or a record in the app, it is removed from view straight away and scheduled for deletion. To protect against accidental deletion, the underlying data is retained for 30 days — during which the deletion can be reversed if you contact us — and is then permanently deleted from our active systems. Deletion requests sent to us by email are actioned without undue delay and, in any case, within 30 days, in line with the UK GDPR and applicable data protection law. Residual copies may persist for a short further period in encrypted backups before being overwritten in the normal backup cycle.

7. Your rights

Deletion is one of several rights you have under the UK GDPR and applicable data protection law. You also have the right to access, correct, port, and restrict or object to the processing of your personal data. To exercise any of these, contact us at support@pitcrm.com. You may also lodge a complaint with the UK Information Commissioner's Office (ICO) or with the data protection supervisory authority in your country.

8. Contact

Gears and Motor Ltd (company number 16220676)
1 Beauchamp Court, 10 Victors Way, Barnet, Hertfordshire, EN5 5TZ, United Kingdom
Email: support@pitcrm.com
Website: pitcrm.com