Privacy policy
Last updated: 23 Oct 2026
How we use your data in the CarPassport app and on carpassport.ro: what we collect, why, who we share it with, how long we keep it and how to exercise your rights.
1. Who we are
The controller of your data is Navitech Systems S.R.L., tax ID (CUI) RO44938033, trade register no. J2021001800334, registered office at Str. Zimbrului nr. 3, Mun. Suceava, jud. Suceava, 720217 ("CarPassport", "we").
For any question about your data, write to contact@navitech.systems. For anything else: contact@navitech.systems.
2. What data we collect
We only collect the data the app needs to work. Almost all of it is entered by you.
| Category | What exactly |
|---|---|
| Account | Your email, name, chosen language, password (stored only as an argon2id hash, never in plain text), the date and version of the terms you accepted, and the date you last signed in. If you sign in with Apple or Google: your account identifier at that provider and the email it gives us. |
| Cars | The registration plate and its country, the VIN (optional), make, model, generation, engine, fuel, year, colour and mileage. |
| History | Interventions (category, title, garage, date, mileage, amount, description), mileage readings and reminders (MOT, insurance, road toll, service, oil change and any others you add). |
| Documents and photos | The invoices, photos and PDFs you upload, plus the areas you hide on them. |
| Scans | The image or PDF sent for scanning and the fields read from it (garage, date, total, mileage, category). |
| Camera (Android) | On Android, the VIN read with the camera and the documents photographed with the document scanner are processed on the phone itself, with Google ML Kit. The VIN image is not sent to us, only the text you confirm. A scanned document reaches us only when you attach it. |
| Passports | What you choose to include in a passport, its public link, its validity period and its status. |
| Payments | The store (App Store or Google Play), the transaction identifier, the product, the amount and the payment status, including any refund, plus the moment you asked for the passport to be supplied immediately and the version of the terms at that time. We never receive your card details. |
| Phone and notifications | If you turn notifications on: the push notification token, the platform (iOS or Android), the app version. Plus your notification preference and the in-app notifications. |
| Security | Sign-in sessions (app type, user agent, last use). Your IP address, held only in the server's memory, to limit repeated requests: sign-in, account creation, password reset, public passports and their files. We do not write it to the database, we stop using it when the limit expires (one hour at most) and it is lost when the server restarts. |
| Technical logs | For each request, the server records technical data about it: the address called (including a passport link, /r/…), the method, the response code, the duration and the user agent. Error logs may contain your account identifier. |
We use no traffic analytics, advertising or profiling tools, and we do not sell data to anyone.
3. Why we use it and on what legal basis
| Purpose | Legal basis (GDPR) |
|---|---|
| Your account and the app's features: garage, history, documents, reminders, data export | Performance of the contract (Art. 6(1)(b)) |
| Scanning invoices and finding the personal data on them, when you start a scan or prepare a passport | Performance of the contract (Art. 6(1)(b)) |
| Publishing a passport, only when you create it and only with the data you choose | Performance of the contract (Art. 6(1)(b)) |
| Push notifications (if you turn them on) and service emails (password reset, data export, account deletion, passport expiry) | Performance of the contract (Art. 6(1)(b)) |
| Verifying payments, refunds and accounting records | Performance of the contract and legal obligation (Art. 6(1)(b) and (c)) |
| Keeping the service secure, preventing abuse, running and debugging it (technical logs) | Legitimate interest (Art. 6(1)(f)) |
| Proof that you accepted the terms and this policy, proof that you asked for the passport to be supplied immediately | Legal obligation and legitimate interest (Art. 6(1)(c) and (f)) |
The car illustration in the app is generated only from the make, model, generation and colour, without the registration plate, the VIN or any data about you. One illustration is shared by all cars with the same details.
We make no decisions based solely on automated processing that have legal effects on you. The fields read automatically from invoices and the areas found with personal data are only suggestions that you check and confirm.
4. What becomes public
Nothing in your account is public until you create a passport. Then a copy of the data you choose is published at a hard-to-guess link, which you give to the buyer.
- The VIN is shown masked, and the amounts paid are hidden by default.
- On invoices, the areas with personal data are painted black directly in the image, and published photos no longer contain EXIF metadata, so no GPS location either. The originals are never published.
- You can turn off a passport, or all links at once, at any time. The page stops opening immediately and its public files are deleted.
- An expired passport can no longer be opened, and its public files are deleted a week after it expires.
5. Who we share data with
We use providers that process data on our behalf, only for the purposes above:
| Provider | For what | What data |
|---|---|---|
| Hosting: servers in Hetzner Online GmbH data centres (Germany), file storage in the European Union | Running the server, the database, the files | All of the data above |
| Navitech Hosted and Tracely (our hosting and monitoring platform) | Technical logs, request and error tracing | The address called (including a passport link), the user agent, your account identifier in error logs |
| OpenRouter, Inc. (USA), which sends the request to Google Gemini (Google LLC) | Reading scanned invoices and finding the personal data on them | The image or PDF of the document |
| OpenRouter, Inc. (USA), which sends the request to an OpenAI image model (OpenAI, L.L.C.) | The car illustration, drawn from a freely licensed reference photo from Wikimedia Commons | Only the make, model, generation and colour, no data about you |
| Google ML Kit, through Google Play services (Android only) | Reading the VIN with the camera and scanning documents, on the phone itself | The images stay on the phone. Google Play services may send Google technical data about how the feature is used (phone model, app version, performance) |
| Google Firebase Cloud Messaging (on iPhone, through the Apple Push Notification service) | Push notifications, if you turn them on | The phone's token and the notification text |
| Apple (Sign in with Apple, App Store) | Sign-in and passport payment on iOS | Your Apple account identifier, email, transaction details |
| Google (Sign-In, Google Play) | Sign-in and passport payment on Android | Your Google account identifier, email, transaction details |
| The SenderMTA email service | Service emails, sent from noreply@carpassport.ro | Your email, name and the message content |
We share data with authorities only when the law requires us to.
6. Transfers outside the European Union
OpenRouter, OpenAI, Google and Apple may process data outside the European Economic Area, including in the USA. There, the transfer relies on the EU-US Data Privacy Framework adequacy decision for certified companies or on the standard contractual clauses approved by the European Commission.
7. How long we keep data
| Data | How long |
|---|---|
| Your account and everything you entered (cars, history, documents, photos) | As long as you have the account. When you delete it, the data and files are deleted immediately. |
| A deleted car or intervention | Deleted immediately, with its documents. |
| Sign-in sessions | 90 days from their last renewal, then deleted automatically. |
| The password reset link | Valid for 30 minutes and deleted after it expires. |
| The archive of your data (export) | 7 days. |
| A passport's public files | Until it is turned off, or a week after it expires. |
| Files uploaded but not attached to any intervention | One day. |
| Payments and the request for immediate supply | Kept after the account is deleted, with no link to you or the car, for as long as accounting law requires and for refunds. |
| Technical logs | At most [PERIOADA DE PĂSTRARE A LOGURILOR]. |
| Database backups | At most [PERIOADA DE PĂSTRARE A BACKUP-URILOR], then overwritten. |
8. Your rights
You have the right of access, rectification, erasure, restriction of processing, data portability and objection. You can exercise them directly in the app, under Account › Data and privacy:
- Download my data: you get an email with a link, valid for 7 days, to an archive of all your data and the original files.
- Delete a car: deletes the car with its whole history.
- Turn off all public links: stops all passports immediately.
- Delete account: permanently deletes the account and everything in it. Details on the Account deletion page.
You can correct your account details in the app at any time. For any other request, write to contact@navitech.systems and we will reply within one month.
If you are unhappy with how we process your data, you can lodge a complaint with the Romanian data protection authority, ANSPDCP (Autoritatea Națională de Supraveghere a Prelucrării Datelor cu Caracter Personal), Bd. G-ral. Gheorghe Magheru 28-30, sector 1, Bucharest, www.dataprotection.ro, or with the authority in the EU country where you live.
9. How we protect data
- All communication with the server is encrypted (HTTPS).
- Passwords are stored only as argon2id hashes. Session and reset tokens are stored only as hashes.
- Files are kept in private storage. Buyers only see the copies published in the passport, served through our server.
10. Children
CarPassport is not meant for people under 16, and we do not knowingly collect their data.
11. Changes to this policy
When we change this policy significantly, we tell you in the app and ask for your agreement again before you continue. The date of the last update is shown at the top of the page.