VehiclesGO Data & Account Deletion Requests

1. Account Architecture & Provisioning Model

VehiclesGO operates strictly as a Business-to-Business (B2B) SaaS platform for automotive dealerships:

• No Public Self-Registration: Accounts are not created by end-consumer self-registration.
• Administrator-Provisioned Accounts: Staff and user accounts are provisioned directly by authorized Dealership Administrators or Platform Super Administrators.
• Staff Role Scope: Accounts represent dealership employees or managers operating under specific role scopes (Super Admin, Dealership Admin, State Manager, Store Manager, Finance Manager, Sales User, Finance User).

2. How Staff Accounts are Deactivated or Deleted

Account deactivation and profile deletion can be executed through administrative controls or formal privacy submission:

• Administrative Deactivation: Authorized Dealership Administrators can mark staff user accounts as inactive directly within the dealership management settings, immediately revoking access to dealership data.
• Firebase Authentication Disabling: Upon deactivation, the associated Firebase Authentication account credentials may be disabled to prevent future sign-in attempts.
• Firestore Profile Removal: The corresponding Firestore staff profile document (`/users/{userId}`) may be marked inactive or removed according to tenant administration policies.

3. Submitting Deletion Requests by Email

Eligible users, former staff, or authorized administrators requesting account deletion or data privacy review can submit formal requests via email:

4. Customer-Related Data Requests

Customer profiles and vehicle records entered into VehiclesGO by dealership personnel are owned and managed by the respective dealership entity. Requests relating to customer profiles entered by dealerships are reviewed individually with the dealership administrator in accordance with applicable contracts and data controller responsibilities.

5. Mandatory Data Retention & Statutory Requirements

While account access and active staff profiles can be deactivated, certain operational and transactional records must be retained in accordance with financial auditing, taxation, statutory accounting, and contractual regulations in India:

• Financial & Transactional Records: Vehicle sale invoices, payment receipt logs, EMI payment ledgers, down payment records, and loan disbursement details cannot be automatically deleted and must be retained for mandatory accounting retention periods.
• Audit Logs & Compliance Trail: Immutable system audit logs (`/audit_logs`) recording financial and administrative actions taken by staff are maintained to protect against financial fraud and maintain operational integrity.
• No Automatic Anonymization Guarantee: There is no promise or guarantee of automatic anonymization or immediate erasure of historical financial records where retention is mandated by law.
• No Automatic Customer Record Deletion: Vehicle ownership history, loan schedules, and transaction receipts associated with active or settled loans are retained as required by financial regulations and dealership audit standards.

6. Processing Time & Inquiries

Requests submitted to admin@vehiclesgo.com are verified for identity and administrative authority. While we strive to process eligible account deactivations promptly upon verification, no fixed or guaranteed response deadline is implied due to mandatory identity verification steps and dealership administrative concurrence.