Privacy notice
Last updated 17 October 2026
This explains what information Zephy holds, why, who helps us run it, and what you can ask us to do. Zephy is run by Zephylus Ltd (company 17033409), 61 Bridge Street, Kington, HR5 3DJ. Write to us at hello@zephylus.com.
Two kinds of information
About the garage and the people who sign in. Your email, name and photo from your login, and your garage's details: name, phone, email, address, VAT number, logo, saved signature and invoice settings. For this information, Zephylus Ltd is the controller: we decide how it is used, and this notice covers it.
About the garage's customers and their vehicles. What a garage enters about its own customers: names, phone numbers, emails, addresses, registrations, mileage, the work done, prices and invoices. For this information the garage is the controller and Zephylus Ltd is its processor: we only store and use it to provide Zephy to that garage, on its instructions. A customer who wants to see, change or remove their details should ask the garage first; we will help the garage do it.
What we use it for
- Signing you in and keeping each garage's records separate from every other garage.
- Logging jobs, making and sending invoices, and keeping each vehicle's job history.
- Turning what you say into a draft job when you use the microphone, and filling in a vehicle's make, model and colour from its registration.
- Replying when you ask for help, and keeping Zephy working and secure.
- Billing, once Zephy has paid plans.
Our legal basis is the contract with the garage (to provide the service it signed up for) and our legitimate interest in running a secure, working service. We never sell information, show adverts, or use it for anyone else's marketing.
Voice recordings
When you tap the microphone, the recording is sent to OpenAI to be turned into text, and that text is turned into a draft job. Zephy does not keep the recording; the job only saves when you press a save button. OpenAI does not use information sent through its API to train its models, and may keep it for a short time (up to 30 days) to check for misuse. If the phone hears nothing, nothing is sent.
Who helps us run Zephy
These companies process information for us, under contracts that require them to protect it:
- Vercel: runs the Zephy website.
- MongoDB Atlas: stores the garage's records.
- Clerk: handles sign-in (email codes and Google sign-in).
- OpenAI: turns voice recordings into text and draft jobs.
- DVSA (the UK government's vehicle agency): receives a registration to look up its make, model and MOT record. Only the registration is sent.
- Stripe: will take payments when Zephy has paid plans. Card details go to Stripe, never to Zephy.
Some of these companies store information outside the UK, including in the United States. Where they do, we rely on the safeguards UK law allows, such as UK adequacy regulations or the International Data Transfer Agreement or Addendum.
How long we keep it
- While the garage uses Zephy, its records are kept so its job history and invoices stay complete.
- Garages should keep invoices for at least 6 years for HMRC. Zephy lets you download everything at any time from Settings, Your data.
- If a garage closes its account, we delete its records within 90 days, after giving it the chance to download them. Backup copies are overwritten in the normal course after that.
- Deleting a job or a customer in Zephy removes it from the garage's records straight away. Paid invoices can't be deleted, because they are tax records.
Keeping it safe
Zephy uses encrypted connections, keeps every garage's records under its own key so one garage can never see another's, and limits who on our side can reach the database. Passwords are never stored by Zephy; sign-in is handled by Clerk.
Cookies
Zephy only uses the cookies needed to keep you signed in. There are no advertising or tracking cookies, so there is nothing to accept or refuse.
Your rights
You can ask us for a copy of the information we hold about you, to correct it, to delete it, to limit how we use it, or to object to how we use it. You can download all of a garage's records yourself from Settings, Your data. Write to hello@zephylus.com and we will reply within one month.
If you are unhappy with how we handle information, please tell us first. You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.
Children
Zephy is for businesses. It is not meant for anyone under 18.
Changes
If we change this notice, we will update the date at the top, and tell garages in Zephy about any important change.