Privacy information

Who handles your information

Kova Motors Ltd, company number 17498230, registered in England and Wales, is responsible for the enquiry and application information described here. Its registered office is 45 Albemarle Street, London, W1S 4JL. Contact hello@kovamotors.co.uk, or write to 45 Albemarle Street, 3rd Floor, Mayfair, London W1S 4JL. This is our published contact address; appointments must be arranged.

What the website collects

When you sign in, the application service receives your account identifier, email address, verification status and optional display name from the sign-in method you choose. Google and email/password sign-in are managed by Google Firebase Authentication. Passwords are handled by Firebase and are not stored with your application records. The original ChatGPT sign-in remains available for earlier applications and the authorised Kova administrator. We use the account identifier to associate applications with the correct account; different sign-in systems do not automatically share or merge records simply because the same email address is entered. The form also stores the name, contact email, optional phone number, contact preference, vehicle choice, payment preference, monthly or purchase budget, available deposit where relevant, mileage, timing and requirements you submit. Application statuses, customer messages, update history and separate Kova internal notes are stored with the record.

Do not upload or enter bank statements, identity documents, DVLA check codes, card details or sensitive financial information. This website does not collect document uploads or payments.

Quick enquiries and callback requests

You can send a quick enquiry or request a callback without signing in. We store the name, contact email, optional phone number, contact preference, selected vehicle or service, payment preference, monthly or purchase budget, available deposit where relevant, timing, optional message and any application reference you provide. A callback request does not book a confirmed appointment. A receipt is displayed only after the enquiry is confirmed as saved. Quick enquiries are visible to authorised Kova staff in the application-management system and are not automatically linked to a signed-in customer account. Where a new receipt includes Continue securely, you can choose to link that enquiry within 24 hours of submission. You must sign in with a verified Google or email account using the same contact email address and explicitly confirm the link. Your existing reference, details and update history are retained. The private continuation key is kept only for this tab’s session and is cleared when linking finishes, is cancelled or expires. A reference or email address alone cannot claim an enquiry. For older records or receipts without a continuation link, contact Kova for help.

For spam protection and submission limits, the service derives a keyed hash from your network address. The hash is stored with the enquiry instead of the raw address in the enquiry record. Hosting providers may still process network addresses in their technical systems. A short-lived signed form check is used to protect submission. Your browser may retain a submission reference during the current visit to prevent duplicate conversion counting; form messages and contact details are not stored in analytics.

Why information is used

We use your enquiry and contact details to respond to your request and take steps you ask for before a possible service or agreement. We use account identifiers, application history and internal notes for our legitimate interests in administering customer enquiries, keeping records accurate and restricting access to the right account. A website enquiry is not a finance or insurance application and does not result in an automated eligibility decision.

Access and service providers

You can view your own applications after signing in. The authorised Kova administrator can review applications, update statuses, keep separate internal notes and download application records. Other customers cannot access your records through the application service.

The main website is hosted on Netlify. The application service uses ChatGPT Sites and Cloudflare hosting/database infrastructure. Firebase Authentication, provided by Google, manages Google and email/password accounts, verification emails and password resets. OpenAI provides the original ChatGPT sign-in for existing accounts and Kova administration. These providers process the technical and account information needed to provide their services. The website also loads fonts from Google Fonts. Their services may involve processing outside the UK; we do not promise UK-only storage.

For newly submitted applications and quick enquiries, Kova uses HubSpot as a private CRM to organise enquiries and support manual follow-up by authorised staff. The connection selects only your submitted name and contact email, a valid phone number if provided, application reference, server-catalogue model and listing reference, allowed contact preference and timeframe, and valid numeric monthly budget, purchase budget, available deposit, term and mileage preferences, plus your selected payment preference. The requirements field, customer messages, internal notes and sign-in account identifiers are not copied. Please put only contact details in the name and contact fields and do not enter bank/card details, document information or other sensitive information in the application. Older applications are not automatically backfilled, and this connection does not enrol you in marketing or send follow-up emails automatically. CRM stages are not finance or insurance approval decisions. HubSpot and its providers may process information outside the UK; see HubSpot’s privacy policy.

No application is automatically sent to a vehicle supplier. If you ask us to take your enquiry further, we will explain what information is needed and the proposed recipient before a separate supplier application process. Hosting and sign-in services use technical information and authentication cookies needed to operate the service. Optional website measurement is described below and is controlled separately from the enquiry form.

How long records are kept

Active applications are retained while we deal with your requirements. Unsuccessful enquiries remain visible as Closed rather than disappearing immediately. Closed and unsuccessful applications currently remain in your account history. A fixed retention period for these records is awaiting confirmation from Kova. You can request earlier deletion by contacting us; we will consider any specific legal obligation or unresolved dispute when responding. You can request correction or deletion of your application and any associated HubSpot CRM record by emailing hello@kovamotors.co.uk and quoting your application reference. Requests are reviewed and handled separately in each service; this does not trigger automatic cross-service deletion.

Customer reviews and videos

Customer reviews are published only after permission and the intended public content are agreed. A public testimonial may include an approved recording, wording and display name; this is separate from saving an application. Contact hello@kovamotors.co.uk to discuss how your review will be used or to request removal. This website does not collect video uploads, and the customer reviews page does not load a third-party player or tracking embed.

AI chat on the public website

Ask Kova AI uses Tidio and its Lyro AI Agent to answer general questions from Kova’s public vehicle and service information. The chat service loads only after you choose Start AI chat in the introduction. Starting it shares technical information, such as your browser, IP address and page address, with Tidio; messages and any contact details you choose to provide are processed by Tidio and its service providers and can be reviewed by authorised Kova staff for your enquiry and follow-up. Chat cookies or browser storage may be used to operate the conversation. Closing the chat does not delete its history.

We use information you send in chat to respond to your request and administer enquiries. The AI can be wrong, and the catalogue is not a live stock or price feed. Confirm availability, costs, insurance and exact specification with Kova in writing. This public chat has no connection to your private application record and cannot confirm approval. Please use the separate signed-in portal to track an application. Do not share identity documents, bank statements, DVLA codes, passwords, card details or sensitive financial information in chat. This website does not automatically copy sign-in details or application fields into the chat.

Chat history is retained in Tidio for enquiry follow-up. A fixed retention period is awaiting confirmation from Kova. Contact hello@kovamotors.co.uk to request access, correction or deletion of chat records; please provide enough information to identify the conversation without sending sensitive documents. We review requests separately from application and CRM records. Tidio and its providers may process information outside the UK; see Tidio’s privacy information. Using chat does not subscribe you to marketing. If you prefer, use our email or WhatsApp contact links instead.

Chat enquiries and the CRM

For chat enquiries, Kova may create or update a HubSpot contact using the email address, name and phone number you choose to provide in Tidio. When a conversation is marked as solved, its transcript may be saved as a note on that contact for authorised Kova staff to follow up. Tidio uses Tray to provide this connection. This chat processing is separate from the application-field connection described above: a chat transcript can include the messages you send in chat, so please do not include identity documents, bank details, passwords or sensitive financial information. Chat does not authenticate access to application records and does not subscribe you to marketing.

For a correction or deletion request covering chat, contact and transcript records, contact hello@kovamotors.co.uk. We review the corresponding records in Tidio and HubSpot separately. These providers and their integration services may process data outside the UK; no UK-only storage is promised.

Guided helper in previews

Some retained preview pages may still show the older guided helper, which uses public catalogue information without a generative AI service. Its messages stay in that page and are not sent to Kova. The Ask Kova AI introduction identifies when you are starting the separate Tidio chat service.

Application email alerts

After a new application is saved, its reference and received time are sent to Netlify to notify the Kova team by email. These alerts do not include your contact details, full requirements or Kova internal notes. The team must sign in to review the application. Email processing is separate from the saved application record.

Email and WhatsApp links

The quick enquiry form sends directly to Kova’s enquiry service when you choose Send my enquiry or Request my callback. Email and WhatsApp links are an alternative: they open your chosen app, where you must review and send the message yourself. Following up from a confirmed receipt may prefill its reference into a WhatsApp draft. The chosen provider then handles your message under its own terms and privacy information.

Optional website measurement

Where configured, Google Analytics measures visits and public actions such as viewing a vehicle, starting an enquiry and a confirmed enquiry submission. Microsoft Clarity is currently switched off. If enabled later, it would provide heatmaps and masked session recordings of eligible public browsing after consent. Any such recording would exclude enquiry, application, sign-in and management pages, and pages with query strings, fragments or sensitive referring URLs. Optional measurement loads only after you choose to allow it in the website’s Privacy choices. You can change that choice using the Privacy choices control. Application, sign-in and management pages are excluded from Clarity recording. Form inputs are masked or excluded, and names, email addresses, phone numbers, messages and application references are not sent as measurement-event fields. Using the enquiry form does not require measurement consent.

Google and Microsoft may process technical device and interaction information outside the UK under their own privacy terms. Measurement is used to understand and improve the customer journey, rather than to decide whether you are eligible for a vehicle. Where a measurement provider has not been configured, its script is not loaded. Choosing not to allow measurement leaves the enquiry and application services available.

Your information rights

You can contact hello@kovamotors.co.uk to request access, correction or deletion of your information, including any associated HubSpot CRM record, or to ask about restricting or objecting to processing. Quote your application reference so we can identify the relevant records. Depending on the circumstances, data portability rights may also apply. We will need to verify that a request relates to your own records. You may also raise a data-protection concern with the UK Information Commissioner’s Office at ico.org.uk.