Terms of Use

Current terms version: terms-2026-07-17.

1. Who we are

Whats That Car Club is a car club discovery, membership, event booking, supplier directory and club administration platform. The website/platform provider is Copper Fox Digital. References to "we", "us" and "our" mean Copper Fox Digital, the Whats That Car Club service brand and authorised administrators as applicable. If a club uses Whats That Car Club to manage its members, that club is responsible for its own membership decisions, event rules and user communications.

For legal, privacy or support enquiries, contact sales@copperfoxdigital.co.uk. If a different organisation operates your specific club portal, use the contact details shown by that club.

2. Acceptance of these terms

By using the website, creating an account, adding garage information, applying to a club, booking an event, using messages, posting a marketplace listing or administering a club, you agree to these terms. If you do not agree, do not use the platform.

If you sign in with Google or another third-party login service, that provider's own terms and privacy notice also apply.

3. What the platform provides

The platform supports public club profiles, member accounts, vehicle garage records, club applications, membership statuses, events, bookings, waitlists, member history, messages, marketplace listings, club news and club organiser administration tools.

The platform is an administration and communication tool. It is not a substitute for legal, financial, insurance, safety, mechanical, motorsport, medical or emergency advice. Event organisers and users remain responsible for safe behaviour, roadworthiness, insurance, licences, permissions and compliance with applicable law.

Information shown on the platform may be supplied by users, clubs, event organisers, mechanics, valeters, advertisers or other third parties. Unless we expressly state otherwise, we do not independently inspect vehicles, premises, goods or services and do not guarantee that information is complete, current, accurate, safe or suitable for a particular purpose. You must make your own checks before relying on it or entering into an arrangement.

4. Account responsibilities

You must provide accurate account information, keep your login details secure and use the platform lawfully. You must not access another person's account, scrape private data, bypass access controls, upload malicious material, impersonate another person, or use the platform in a way that harms users, clubs or the service.

We may suspend, restrict or remove accounts, content or access where reasonably necessary for safety, security, legal compliance, moderation, abuse prevention, unpaid misuse, or enforcement of these terms.

5. Clubs, garage information and membership decisions

Garage information helps clubs review vehicle eligibility. You are responsible for keeping vehicle details accurate. Clubs may approve, reject, remove or review membership requests according to their own rules, accepted-car lists and operating requirements.

Whats That Car Club does not guarantee that a club will accept you, that a club profile is complete, or that an event is suitable for your vehicle or experience level. Read each club's rules and event details before applying or booking.

Clubs and their organisers are independent from the platform unless expressly stated otherwise. We are not responsible for their constitution, governance, safeguarding, membership decisions, conduct, communications, finances, premises, events or compliance with law.

6. Events, bookings and history

Event details, dates, locations, prices, spaces, eligibility and schedules may change. A booking record confirms that a booking request has been recorded, but it does not guarantee attendance where an event is cancelled, capacity changes, eligibility is not met, payment is outstanding, safety requirements are not met, or the record was created in error.

Upcoming event pages are intended to show live and future activity. Once an event, drive, show, workshop or session has passed, it may be removed from public listing pages while remaining in the booked user's history.

Unpaid bookings may be cancellable online. Paid bookings, refunds, transfers or disputes must be handled by the relevant organiser or administrator.

We do not organise, supervise or control third-party events merely because they are advertised or booked through the platform. Participation can involve risks including vehicle damage, personal injury, theft, weather, road conditions and the actions of other people. You must assess suitability, follow organiser instructions, maintain appropriate insurance and licences, and stop participating if you consider conditions unsafe.

7. Messages, marketplace and user content

You are responsible for content you post or send, including club messages, comments, marketplace listings, images, event notes and profile details. Content must be lawful, accurate, respectful and relevant.

You must not post or send abusive, discriminatory, threatening, defamatory, misleading, explicit, unsafe, unlawful, infringing, spam, scam, malicious or exploitative content. Do not share another person's personal data without a lawful reason and permission where required.

Whats That Car Club and Copper Fox Digital only provide the marketplace listing and messaging platform. Neither organisation is a buyer, seller, agent, broker or party to any marketplace transaction. Neither organisation arranges or accepts responsibility for sales, payments, refunds, after-sales support, warranties, item condition, authenticity, ownership, legality, insurance, delivery, collection, or meetings and other contact between users.

Marketplace transactions and disputes are solely between the buyer and seller. Users must make their own checks, protect their own money and property, keep suitable records, comply with applicable law, and arrange any meeting or collection safely. Posting a listing requires explicit acceptance of these Marketplace Terms and Conditions, and that acceptance may be recorded with the listing.

We do not verify ownership, identity, provenance, mileage, roadworthiness, authenticity, legality, safety, value or condition of marketplace items. Moderation, publication or failure to remove a listing is not an endorsement or warranty. Never send money or release goods until you are satisfied with the other party and the proposed transaction.

Authorised administrators and technical support providers may access, moderate, preserve, disclose or remove content where reasonably necessary for safety, legal compliance, dispute handling, platform security, maintenance or enforcement of these terms.

8. Dealer marketplace and vehicle listings

Whats That Car Club provides advertising, search, enquiry and dealer-profile technology. The dealer named on a listing is the independent trader and seller. We are not the vehicle seller, owner, auctioneer, broker, dealer's agent, finance provider, importer, inspection service or party to the sale contract. Enquiries are sent directly to the relevant dealer and any reservation, deposit, part exchange, finance, warranty, delivery, collection, cancellation, complaint or refund must be agreed with that dealer.

A dealer marked “approved” has passed our administrative review and, where required, has an active subscription or override. This is not an endorsement or guarantee of identity, solvency, conduct, stock, vehicle quality or regulatory compliance. We do not independently inspect, road-test, value or verify vehicles and cannot guarantee availability.

Dealers must identify themselves as traders, keep their legal name and contact details accurate, and comply with all laws applying to their advertising and sales. Each listing must be truthful, current and must not omit material information. This includes the total vehicle price and unavoidable charges, make, model, age, mileage, condition, ownership and provenance information, finance or security interests, insurance write-off category, significant faults or damage, roadworthiness, MOT status and any warranty or finance statements where relevant. A vehicle must be promptly marked sold or removed when unavailable.

For an imported vehicle or a vehicle located outside the buyer's country, the dealer must clearly state its current country, left- or right-hand drive status, registration position, import status and any known material differences from the domestic specification. The dealer must explain who is responsible for shipping, insurance in transit, customs declarations, duties, VAT, NOVA notification, inspection, type approval, registration, number plates and other import costs or steps. Estimates must be identified as estimates. Dealers must not describe a vehicle as road legal or ready to register unless they have a reasonable and documented basis.

Buyers should verify the dealer, inspect and test the vehicle where possible, check its history, mileage, identity, finance, write-off status, roadworthiness and import documents, and obtain independent professional advice before paying. These checks do not remove a dealer's legal duties. Nothing in these terms limits a consumer's rights against a dealer, including rights relating to satisfactory quality, fitness for purpose, description, misleading practices or unsafe vehicles.

We may request evidence, reject, suspend or remove a dealer or listing where information is incomplete, misleading, unlawful, unsafe, outdated, disputed or unpaid. Moderation does not transfer the dealer's responsibility to us.

9. Supplier and dealer subscriptions

Mechanics, valeters, Auto Services businesses, cleaners, advertisers, dealers and linked businesses are independent third parties. A profile being accepted, reviewed, labelled as approved, listed or published means only that it passed the platform's administrative publication process at that time and, where required, has an active subscription or admin override. It is not a recommendation, accreditation, guarantee or continuing verification of identity, qualifications, insurance, licensing, workmanship, availability, pricing, safety or legal compliance.

Mechanics, valeters and Auto Services businesses use one recurring supplier subscription, currently £10 per month. It provides profile advertising and applicable supplier tools such as enquiries, appointment records and basic customer CRM. Dealers use a separate recurring subscription, currently £500 per year, providing a dealer profile, enquiry tools and up to 50 active vehicle listings. Subscriptions are billed in advance through Stripe unless an administrator records a written override. Any applicable VAT, taxes, invoice details and payment-method requirements are displayed during checkout.

Subscriptions renew automatically for the stated billing period until cancelled. Before ordering, subscribers are shown the price, billing frequency and essential service information. We will provide renewal reminders, cooling-off notices and a straightforward online cancellation method where applicable law requires them. If a subscriber is legally acting as a consumer, all statutory cancellation and refund rights remain unaffected; business subscribers do not receive consumer cancellation rights unless the law says otherwise.

Suppliers can manage payment methods, invoices, renewal and cancellation through the Stripe Customer Portal where available, or by using the account removal/cancellation tools provided in the supplier dashboard or by an administrator. You may cancel at any time. Cancelling stops future recurring platform charges once Stripe records the cancellation. Payments already taken and billing periods that have started are non-refundable, except where a refund is required by law or agreed by us in writing. Depending on the cancellation method selected, access may continue until the paid period ends or the supplier may choose immediate account removal. If a subscription is cancelled, unpaid, disputed, charged back, expired or otherwise inactive, the public listing and supplier tools may be hidden, suspended or removed.

We may change a subscription price or material feature by giving reasonable advance notice. A price change applies from a later renewal, not retrospectively. The notice will explain how to cancel before the new price applies. We will not use a contractual change to remove a statutory right.

Supplier subscriptions buy platform access and advertising space only. They do not buy ranking preference, endorsement, exclusivity, lead guarantees, revenue guarantees, guaranteed publication or a guarantee that customers will make enquiries or purchases. We may reject, suspend, pause or remove supplier profiles, advertising, enquiries or access where reasonably required for safety, legality, non-payment, misuse, inaccurate profiles, complaints, reputation, security or platform operation.

Payment for mechanic, valeting, cleaning, detailing or other supplier services is separate from the supplier subscription and must happen directly between the customer and the supplier, off the website. Whats That Car Club and Copper Fox Digital do not process, hold, escrow, guarantee, arrange or insure those service payments and are not the supplier's agent, broker, employer or contracting party. Suppliers are solely responsible for their own profile accuracy, prices, quotes, invoices, deposits, payment methods, availability, bookings, appointments, services, products, work quality, premises, equipment, staff, insurance, qualifications, legal compliance, tax, refunds, cancellation terms, warranties, customer disputes, chargebacks and complaints handling.

Customers do not need to be community members to send supplier enquiries or booking requests. We may recommend that customers join the community to save vehicle details and make future enquiries faster. When you send an enquiry, the details you provide are shared with the relevant supplier so they can respond. You must check a provider's current identity, qualifications, trade memberships, insurance, references, written quotation, scope of work, cancellation terms, warranty and complaints process before instructing them. Any contract, deposit, payment, card dispute, bank transfer issue, cash payment, work, damage, delay, non-attendance, non-delivery, complaint or refund is between you and the provider. Platform moderation or removal of a supplier profile does not make Whats That Car Club or Copper Fox Digital responsible for that provider's service payment issue.

10. User content licence

When you submit content, you confirm that you have the right to do so. You grant us a non-exclusive, royalty-free licence to host, store, display, process, moderate, copy, preserve and remove that content as needed to operate, protect and evidence the platform.

You retain ownership of your own content. Deleting content or closing an account may not remove copies held in backups, audit logs, moderation records, legal records, dispute records, public discussions or records held by other users.

You are responsible for claims arising from content, listings or information you submit where you did not have the right to submit it or where it is unlawful, misleading, defamatory, infringing or causes loss to another person. This does not require a consumer to compensate us for loss caused by our own negligence or breach of duty.

11. Availability, security and liability

The platform is provided using third-party technology and internet services. We take reasonable steps to protect access and keep the service available, but we do not guarantee uninterrupted availability, error-free operation, real-time backups, compatibility with every device, or immunity from every security risk.

To the fullest extent permitted by law, we are not liable for loss caused by third-party content, providers, clubs, organisers, advertisers, external websites, marketplace users, events, transactions, vehicle use, reliance on unverified information, or circumstances outside our reasonable control. Without limiting sections 8 and 9, this includes vehicle deposits, import or delivery costs, service payments, invoices, refunds, chargebacks, payment method failures, bank transfer issues, non-payment, non-delivery, vehicle condition or description disputes, workmanship disputes, missed appointments or customer-provider disputes involving dealers, mechanics, valeters, Auto Services businesses, cleaners, detailers or other third-party suppliers. We are not liable for indirect or consequential loss, loss of profit, revenue, opportunity, goodwill, anticipated savings, data or content, or for service interruption, failed messages, unavailable bookings, third-party outages, user error, malware, cyberattack or unauthorised access, except where the loss was reasonably foreseeable and directly caused by our breach of a duty owed to you.

You are responsible for maintaining your own copies of important records, checking confirmations and deadlines, securing your account and device, and using appropriate professional advice where a decision may affect safety, money, legal rights, insurance or vehicle condition.

Nothing in these terms excludes liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, statutory data protection rights, consumer rights that cannot be excluded, or any other liability that cannot legally be excluded.

12. Suspension, changes and termination

We may change, suspend or remove features where needed for security, maintenance, legal compliance, service improvement or operational reasons. We may update these terms and privacy information from time to time. Continued use of the platform after an update means you accept the updated terms.

We may suspend or terminate access, remove content or preserve relevant records where reasonably necessary to investigate misuse, protect users, enforce these terms, comply with law or protect the platform. We do not guarantee permanent storage or restoration of accounts or content.

13. Business sale or change of ownership

Whats That Car Club may be sold, transferred or reorganised as a going concern.

Any sale may include the website, software, databases, branding, trademarks, domain names, intellectual property, customer contracts, goodwill, supplier arrangements, operational records and other business assets. Where permitted by applicable law, customer account information and operational databases may transfer to the purchaser as part of that sale or reorganisation.

Personal data is not sold separately from the business. Any transfer of personal data must comply with UK GDPR, the Data Protection Act 2018 and any other applicable data-protection law. Where the purchaser becomes the new controller, it must continue to process personal data lawfully. Users keep all statutory privacy, consumer and contractual rights, and will be informed where required by law if ownership changes. Existing privacy commitments continue unless users are lawfully informed of changes.

14. Governing law, complaints and disputes

These terms are governed by the laws of England and Wales. The courts of England and Wales will have non-exclusive jurisdiction, which means consumers may also have the right to bring proceedings in the part of the United Kingdom where they live. Before starting formal proceedings, please contact us so the issue can be investigated.

If any part of these terms is found unlawful or unenforceable, the remaining terms continue to apply. A delay in enforcing a term does not waive the right to enforce it later.

15. Terms version history and reacceptance

We keep a history of material Terms & Privacy Notice changes because users may have accepted an earlier version. Where a material change affects platform payments, supplier subscriptions, account responsibilities, privacy use or liability wording, logged-in users may be asked to review and accept the latest version before continuing to use account features.

Privacy Notice

1. Purpose of this notice

This privacy notice explains how personal data is collected, used, shared and kept when people use Whats That Car Club. It is written to support transparency requirements under UK GDPR, EU GDPR and the Data Protection Act 2018 where those laws apply.

2. Controller and processor roles

The organisation operating Whats That Car Club decides how the core platform data is used and is the controller for that processing. Clubs using the platform may be separate controllers for their own membership decisions, event rules, attendance decisions and club communications. Technical providers may act as processors where they handle data only on documented instructions.

Contact for privacy requests: sales@copperfoxdigital.co.uk.

3. Personal data we collect

• Account and identity data: name, email address, telephone number where supplied, user ID, login provider, encrypted authentication credentials handled by Firebase Authentication, profile image, role, account status, accessibility or support preferences, consent records and timestamps.
• Profile, club and community data: profile information, county or region, club memberships, membership requests, joined clubs, organiser actions, chat groups, messages, comments, reports, moderation records and club setup or claim requests.
• Vehicle and garage data: vehicle make, model, year, category, colour, engine, mileage, modifications, notes, service history, mileage history, images, garage visibility settings and build diary entries.
• Event, course and training data: bookings, waitlists, selected sessions, attendance, QR ticket/check-in status, payment status, cancellation status, event history and reminders.
• Marketplace, supplier and dealer data: listings, conversations, enquiries, applications, public business profile details, customer records, appointment notes, dealer car stock, subscription status, Stripe customer/subscription identifiers and billing portal activity.
• Media and location data: uploaded images, image paths, public profile media, event photos, drive route start/end/waypoint coordinates and approximate location details you choose to provide.
• Payment and subscription data: payment status, invoice and subscription identifiers, billing portal events and limited payment metadata. Full card details are handled by Stripe and are not stored by us.
• Technical, cookie and analytics data: device and browser information, IP address, authentication/session identifiers, security logs, timestamps, diagnostics, cookie preferences, browser storage, analytics data where consent is given, and records needed to prevent fraud or abuse.

4. Why we use personal data and lawful bases

5. Special category or sensitive information

Whats That Car Club is not designed to collect health, biometric, criminal offence or other special category data. Do not add sensitive personal information to public profiles, garage notes, marketplace listings or messages unless it is necessary and you have a lawful reason to share it. If sensitive information is provided in a support, safety or legal context, it will be handled only where necessary and with additional care.

6. Sharing personal data

Data may be shared with authorised administrators, club organisers, event organisers, technical support providers and service providers where necessary for the platform. We may also share data where required for legal compliance, safety, security, dispute handling, insurance, audit, payment administration, law enforcement requests or protection of rights.

Supplier enquiry and booking request details are shared with the relevant mechanic, valeter or supplier so they can respond, manage appointments and maintain their customer records. Vehicle enquiries are shared with the dealer advertising that vehicle. The recipient becomes responsible for its own use of the enquiry data and must use it only to respond, manage the requested customer relationship, meet legal obligations or handle a related dispute, and must retain or delete it lawfully.

Stripe processes supplier subscription billing data such as payment method details, invoices, subscription status, cancellations and billing portal actions. Stripe's own terms and privacy information also apply to its payment services. We do not receive full card details, and we store only limited Stripe identifiers and subscription status so the platform can determine supplier visibility and access. We do not process payments made directly between customers and mechanics, valeters or other suppliers; those suppliers and any payment providers they choose are responsible for their own payment records and privacy obligations.

For club events, a limited attendee list may show your display name and booking status to other approved members of the same club. This list does not show your email address, payment status, attendance mark or private registration details to ordinary members.

We use Google Firebase services for authentication, database storage, file storage and platform functionality. Other providers may include hosting, content delivery, email, maps, analytics or security services where enabled.

7. Commercial use, marketing and partner preferences

We may use anonymised data, aggregated statistics, usage analytics and market trends for commercial planning, product improvement, advertising packages, investor or purchaser discussions and partner reporting. We do not use this aggregated material to identify individual users.

We do not sell personally identifiable information independently of the business. If a lawful business sale or change of ownership takes place, personal data may transfer only as part of the business and only where data-protection law allows it.

Where you explicitly opt in, relevant automotive partners may contact you about products, services, events, insurance, finance, competitions and club offers. Optional marketing, partner communications and partner data sharing are not pre-selected during registration. You can withdraw consent at any time in Account Settings or by contacting us.

8. International transfers

Some providers may process or store data outside the UK or European Economic Area. Where required, we rely on appropriate safeguards such as adequacy regulations, standard contractual clauses or provider transfer mechanisms.

9. How long we keep data

We keep personal data only as long as reasonably needed for the purposes described in this notice. Typical retention depends on the record type:

• Account records are kept while the account is active and for a reasonable period after closure for audit, security and dispute handling.
• Booking, attendance and payment records may be kept for event administration, financial records, disputes and legal obligations.
• Messages, reports and moderation records may be kept where needed for safety, enforcement, dispute handling or legal claims.
• Cookie and consent records are kept while needed to evidence preferences, usually until replaced, withdrawn or no longer required.
• Supplier enquiry, appointment and CRM records are kept while needed for the supplier dashboard, dispute handling, security, audit and legal compliance. Suppliers can delete customer CRM records from their dashboard where deletion is appropriate.
• Financial, subscription, invoice, audit and legal records may be kept for statutory limitation, tax, accounting and dispute periods.
• Backups may retain deleted data for a limited period before routine overwrite or deletion.

10. Cookies and PECR

Strictly necessary cookies and browser storage support login, security, requested settings and consent storage. Analytics, advertising or other non-essential cookies are used only where consent has been recorded unless a legal exemption applies. You can change cookie choices through the cookie banner or Cookie Policy page.

11. Your rights

Depending on where you live and the basis for processing, you may have the right to:

• Ask for a copy of your personal data.
• Ask us to correct inaccurate or incomplete data.
• Ask us to delete data where there is no lawful reason to keep it.
• Ask us to restrict or object to certain processing.
• Ask for data portability where the right applies.
• Withdraw consent where processing is based on consent.
• Complain to the UK Information Commissioner's Office or another relevant supervisory authority.

We may need to verify your identity before actioning a request. Some requests may be refused or limited where we must keep records for legal, safety, security, financial, dispute or another lawful reason.

12. Security

We use HTTPS, Firebase Authentication, encrypted password handling by the authentication provider, role-based access controls, Firestore and Storage security rules, content security headers, audit logging for key admin actions, and operational safeguards to protect data. Users must also protect their accounts by using secure passwords, keeping email accounts safe, signing out on shared devices and reporting suspicious activity promptly.

If we become aware of a personal-data breach that is likely to risk people's rights and freedoms, we will assess it and notify the ICO and affected users where required by law.

13. Business sale or change of ownership

If Whats That Car Club is sold or reorganised as a going concern, operational databases and account information may transfer to the purchaser where permitted by law. Personal data is not sold separately from the business. Users retain their statutory rights, and the new controller must continue to process personal data lawfully and honour existing privacy commitments unless lawful changes are communicated.

14. Children and young users

The platform is not intended for children to create unsupervised accounts. If a club activity involves younger users, the relevant club or organiser is responsible for obtaining appropriate permissions and handling safeguarding obligations.

15. Complaints

If you have a privacy concern, contact us first so we can investigate. You also have the right to complain to a data protection supervisory authority. In the UK this is the Information Commissioner's Office at ico.org.uk.