AXLEO SYSTEMS LIMITED — Last updated: 23 September 2026
1. Who we are
AXLEO SYSTEMS LIMITED ("axleo", "we", "us" and "our") provides software for UK motor dealerships. Our services include call analysis and the Showcase video-sharing service.
AXLEO SYSTEMS LIMITED is registered in England and Wales under company number 17109512. Our registered office is 41 Oxford Road, Calne, United Kingdom, SN11 8AD.
We are the data controller for personal data we collect directly through our website, demo requests and our own business communications. When we handle dealership staff, caller, customer, mailbox or Showcase data for a dealership, that dealership is normally the data controller and axleo acts as its data processor. We process that data on the dealership's instructions.
For privacy matters, contact us at support@axleosystems.co.uk.
2. What this policy covers
This policy covers personal data handled in connection with:
- our website at axleosystems.co.uk and demo requests;
- the axleo DealerOps web application;
- call recordings, transcripts and AI-generated analysis; and
- the Showcase mobile app and Showcase customer video pages.
3. Personal data we handle
Website visitors and demo requests
When you use our website, we may receive technical information such as your IP address, browser type, device information, pages viewed and security logs. If you request a demo, we collect the details you provide, including your name, work email address, company, job title, dealership locations and preferred meeting date and time.
Dealership staff and platform users
We process account information, including name, business email address, role, dealership association, sign-in and platform activity. We also process information needed to secure the service, support users and investigate faults or misuse.
Call and customer data
On behalf of dealerships, we process call recordings, call metadata, phone numbers, transcripts, AI-generated scores and summaries, tasks, coaching feedback, compliance indicators and customer information created or managed in the platform. Call recordings and transcripts may include personal information spoken during a call.
Connected Outlook mailboxes
Where a dealership connects a team mailbox, we process Inbox and Sent Items email text, selected email metadata and search data to provide customer context and AI-assisted search for authorised managers. We do not download or store attachments. We request read-only access to the mailbox; we cannot send, edit or delete emails in it.
Showcase
Showcase enables dealership staff to create and send vehicle videos. We process the recipient's name, email address and phone number; vehicle information; personal messages; video files; dealership and salesperson details; and video watch activity. Watch activity may include the time a video is opened or played, a shortened IP address, browser and device information.
For Showcase users, we also process account details, paired device details and push notification tokens. The mobile app asks for access to the camera and microphone to record a video, notifications to notify staff about activity, and photo access only where needed to read a sign-in QR image.
A Showcase customer video page can be opened by anyone who has its link. Dealership staff are responsible for choosing recipients and for only sharing links appropriately.
4. How we use personal data
We use personal data to provide, secure, support and improve our services; process demo requests; communicate with customers; produce call analysis and reports; deliver Showcase videos; measure video activity; and meet legal or regulatory obligations.
For data we control directly, we rely on contractual necessity, legitimate interests, consent where required, and legal obligations. For dealership data, the dealership decides the lawful basis and purpose of processing. We process that data under its instructions and our agreement with it.
5. AI processing and automated decision-making
We use secure AI services operating on EU-based servers to transcribe and analyse recordings, generate summaries and coaching insights, support authorised manager searches, and identify potential follow-up or compliance issues.
We do not use customer data, including emails, call recordings, transcripts or videos, to train AI models. AI outputs are decision-support tools. They do not make decisions with legal or similarly significant effects without human involvement, and dealerships remain responsible for reviewing and acting on them.
6. Sharing personal data
We do not sell personal data. We share it only where needed to provide our services, including with carefully selected providers of:
- managed database hosting and authentication;
- cloud storage, application hosting, security and technical support;
- AI processing;
- email, SMS and push-notification delivery;
- website lead handling and transactional email;
- telephony and email-platform integrations selected by a dealership; and
- professional advisers, authorities or other parties where required by law.
Our managed database infrastructure is located in London, United Kingdom. Dealership data is held in a shared database and separated by tenant controls, so one dealership cannot access another dealership's data.
7. International transfers
We process personal data in the United Kingdom and the European Union. Some service providers may process or access personal data from other countries. Where a restricted transfer is required, we use appropriate safeguards required by UK data protection law.
8. Data retention
We keep personal data only for as long as needed for the purpose for which it was collected, or as required by law.
- Call data, transcripts, analysis and customer records: up to two years, unless the dealership deletes them earlier. Calls classified as internal and not important are automatically deleted seven days after classification.
- Showcase videos and related recipient details and watch activity: up to 12 months, unless the dealership deletes the video earlier.
- Website demo requests: up to 12 months.
- Platform accounts: while the account is active, then removed when the dealership requests it or the customer relationship ends, unless limited information must be retained for legal, security or accounting reasons.
- Connected Outlook data: while it is needed for the connected-mailbox feature and until the dealership asks us to remove it. Stopping a mailbox connection stops future syncing; it does not automatically delete previously synced email data.
Dealerships can ask us to delete the data we process for them. Deleted data is removed from active systems promptly. Secure backups may retain it until they are overwritten in the normal backup cycle.
9. Security
We use appropriate technical and organisational measures to protect personal data. These include encryption in transit and at rest where appropriate, access controls, tenant separation, limited staff access and security monitoring. No service can guarantee absolute security, but we continually work to protect the information entrusted to us.
10. Your rights
Where we are the controller, you may have the right to ask for access, correction, deletion, restriction, portability or to object to the use of your personal data. You may also withdraw consent where we rely on it.
If your request concerns dealership call, customer, email or Showcase data, please contact the dealership first. It is the controller and is best placed to respond. We will assist the dealership with its request. For requests about our website or direct relationship with you, contact support@axleosystems.co.uk. We aim to acknowledge requests within two business days and respond within the legal time limit, normally one month.
11. Cookies and similar technologies
Our services use essential cookies and similar technologies needed for sign-in, security, settings and reliable operation. If we introduce optional analytics, marketing or other non-essential cookies, we will provide a separate cookie notice and seek consent where required.
12. Children's data
Our services are designed for business users and are not directed at children. We do not knowingly collect personal data from children.
13. Changes to this policy
We may update this policy from time to time. The date at the top of this page shows when it was last updated. Where a change is material, we will take reasonable steps to bring it to affected customers' attention.
14. Complaints
If you are unhappy with how we handle your personal data, please contact us first at support@axleosystems.co.uk. You also have the right to complain to the Information Commissioner's Office:
- Website: ico.org.uk
- Telephone: 0303 123 1113
- Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
15. Requesting deletion of your data
To request deletion of personal data connected with an axleo Systems product or service, email support@axleosystems.co.uk. Include your name, the email address linked to your account if you have one, which product or service you used, and what information you would like deleted. We may ask for a little more information to confirm your identity.
We will review your request, delete information we no longer need where we are responsible for it, and tell you the outcome within one calendar month. If your request concerns dealership staff accounts, call or customer records, connected Outlook mailbox data or Showcase data, the dealership is normally responsible for deciding whether it should be deleted. You can contact the dealership directly, or contact us and we will help direct your request to them.
When deletion is appropriate, we will remove the relevant account or profile information and associated data we hold, such as synced mailbox data, call recordings and analysis, or Showcase videos and recipient details. Some information may need to be kept for a limited time to meet a legal obligation, keep required accounting records, protect the service or deal with a dispute. We restrict that information and delete it when we no longer need it.
The retention periods in Section 8 still apply: call and customer data may be kept for up to two years, and Showcase videos and demo requests for up to 12 months. These are maximum periods, not a promise to keep data for that long when deletion is appropriate.
16. Contact us
AXLEO SYSTEMS LIMITED
41 Oxford Road, Calne, United Kingdom, SN11 8AD
Email: support@axleosystems.co.uk
Website: axleosystems.co.uk