Privacy Policy

1. Who is responsible for your information

For information you give us directly (for example on our website forms, or as a user of your company's MotoCore account), Code One Nepal Pvt. Ltd. decides how it is used and is responsible for it.

For information that a dealership, workshop or other business (our "Customer") enters about its own customers, staff, vehicles and transactions ("Customer Data"), that business is responsible for it and decides how it is used. We process Customer Data only on the Customer's instructions to provide the Services. If you are a customer of a business that uses MotoCore, please contact that business first about your information.

2. Information we collect

We collect only what we need to provide and improve the Services:

• Website enquiries: your name, business email, phone number, type of business and the message you send through our contact, demo or early-access forms.
• Account information: the name, username, role and company of each person given access to MotoCore, and their password (stored only as a one-way hash).
• Customer Data entered by our Customers: for example their customers' names, phone numbers, addresses, identity and vehicle documents or document references, vehicle details (VIN, engine or motor number), bookings, payments, receivables, refunds and service records.
• Mobile app information: a push-notification token, the device platform (Android or iOS) and the app version, so we can deliver notifications you have allowed. Photos or files are read only when you choose to upload them (for example a company logo).
• Technical and security information: IP address, browser or device type, the time of each request, and an audit log of actions taken in an account, used to keep the Services secure and to investigate problems.
• Preferences stored on your device: your light / dark theme choice and, when you sign in, a session token. We do not use advertising or tracking cookies, and we do not run third-party analytics or advertising tools on the Services.

3. How we use information

• To provide, operate, maintain and support the Services, including sign-in, notifications and customer support.
• To respond to enquiries and demo requests, and to send service messages about your account (for example security notices or changes to these terms).
• To keep the Services secure, prevent fraud and misuse, keep audit records and meet legal obligations.
• To improve the Services using aggregated information that does not identify individuals.

We do not sell personal information, and we do not use Customer Data for our own marketing.

4. Legal basis

We process personal information because it is necessary to provide the Services under our contract with the Customer, because you have given consent (for example when you submit a form or allow notifications), because it is necessary to comply with the law, or because we have a legitimate interest in running and securing the Services that does not override your rights.

5. Who we share information with

We share information only with service providers who help us run the Services, under agreements that require them to protect it, and only as much as they need:

• Contabo GmbH (Germany): servers and databases for the MotoCore platform and MotoCore Bike.
• Vercel Inc.: hosting of this website and its contact form.
• Railway Corp. (United States): the system that receives website enquiries as sales leads.
• Upstash, Inc. (through Vercel): a database that keeps a copy of website enquiries for our team's admin page.
• Google LLC: Gmail for enquiry emails, Google Firebase Cloud Messaging for push notifications, and Google Maps and Google Fonts on this website (these may receive your IP address).
• Apple Inc. and Google LLC: delivery of push notifications to iOS and Android devices.

We may also disclose information when the law requires it (for example to a court or government authority of Nepal), to protect the rights, safety and property of MotoCore, our Customers or others, or as part of a merger or sale of our business, in which case this policy will continue to apply.

6. Where information is stored

Our servers are located in Germany (European Union), and some providers listed above process information in the United States. This means your information is stored and processed outside Nepal. We choose providers that apply strong security and contractual safeguards, and we protect the information in the same way wherever it is processed.

7. How long we keep information

• Customer Data: for as long as the Customer's account is active. After an account ends, we keep it for up to 90 days so the Customer can request an export, then delete or anonymise it, unless the law requires us to keep it longer.
• Website enquiries: up to 2 years after our last contact with you, unless you become a Customer.
• Audit and security logs: as long as needed for security and legal purposes, normally up to 2 years.
• Backups are overwritten on a rolling basis.

8. How we protect information

We use encryption in transit (HTTPS), hashed passwords, role-based access so each user sees only what their role allows, separation of each Customer's data, audit logging and regular backups. No system is completely secure; if a breach affects your information we will notify the affected Customer, and where required you and the relevant authorities, without undue delay.

9. Your rights

Subject to the law, you may ask us to:

• tell you what personal information we hold about you and give you a copy;
• correct information that is inaccurate or incomplete;
• delete information we no longer need or have no right to keep;
• stop or limit certain processing, or withdraw a consent you gave (this does not affect earlier processing);
• stop sending you notifications: turn them off in your device settings at any time.

For Customer Data, we will pass your request to the business that holds your record and help them respond. We respond to requests within 30 days and may need to verify your identity first. You also have the right to complain to the competent authority in Nepal.

10. Children

The Services are for businesses and are not directed to anyone under 18. We do not knowingly collect information from children through our website or apps.

11. Mobile app permissions

The apps ask for permission only for what you choose to use: notifications (to alert you about bookings, payments and approvals) and photo library access (only when you pick an image to upload, such as your company logo). You can change these permissions in your device settings at any time.

12. Changes to this policy

We may update this policy. We will post the new version here with a new effective date and, for material changes, notify Customers by email or in the Services before they take effect.

13. Contact and grievances

For any privacy question, request or complaint, contact our Grievance Officer. We will acknowledge your complaint and try to resolve it within 30 days.

• Code One Nepal Pvt. Ltd., Sanepa, Lalitpur, Nepal
• Email: motocorenepal@gmail.com
• Phone: +977-9863473651
• Grievance Officer: Bijay Devkota, +977-9705330636