1. Purpose
This public summary explains the default retention approach for MV Workshop. It does not override a Customer's legal duties or a documented instruction agreed in the Data Processing Agreement.
2. Customer-controlled workshop data
The maintenance provider normally controls the retention of operator/customer records, vehicle and trailer records, PMI/inspection evidence, rectification, job cards, labour, parts, invoices, documents and related workshop data. The Customer must choose periods that reflect Operator Licence, maintenance, accounting, employment, contractual, insurance and legal requirements relevant to its operation.
3. MV controller records
Typical defaults for information MV uses for its own purposes are: enquiries not resulting in business, up to 24 months after last meaningful contact; customer contract, order and legal acceptance records, contract term plus 6 years; invoices and accounting records, normally at least 6 years or the applicable statutory period; support tickets, normally 2 years after closure unless linked to a contract, incident or claim; ordinary login/security logs, normally 12 months; data-protection complaints and rights requests, normally 6 years after closure; marketing preferences until changed, with a minimal suppression record retained where needed to honour an opt-out.
4. Account closure and export
Subject to the Platform Terms and DPA, a Customer may request an available export before closure. The working default exit/export window is 30 days after termination unless an Order Form states otherwise. Live Customer Data may then be deleted or irreversibly anonymised, subject to legal holds and records MV must retain in its own capacity.
5. Backups
Deleted live records may remain in protected backups until the relevant backup cycle expires. The working maximum in the current legal framework is up to 90 days. Backup copies are not intended for ordinary use after live deletion and remain protected until expiry.
6. Deactivated users and audit evidence
User access should be disabled promptly when no longer required. Necessary audit evidence, contract acceptance and security records may be retained separately from the active profile for the period required to demonstrate compliance, investigate incidents or handle legal claims.
7. Legal holds
Deletion may be suspended for specific information where it is reasonably required for litigation, regulatory enquiries, fraud/security investigation, insurance or another legal obligation. The hold should be limited to the information and period genuinely required.
8. Data minimisation
The Platform should collect and retain only information needed for the relevant workshop, contractual, safety, compliance, security or accounting purpose. Sensitive information should not be placed in general free-text fields where structured and limited data is sufficient.
9. Customer responsibility
MV Workshop is a record-management tool. The Customer remains responsible for deciding and documenting the retention periods that apply to its own records and for ensuring those choices meet the legal and operational requirements of its business.