Last updated: 26 October 2026
Applies to: vgman.com and the VGMan mobile application
1. Who we are
VGMan ("we", "us") is a vehicle management service at vgman.com and in the VGMan mobile app.
Controller: PixelClean (sole proprietorship registered in Croatia)
OIB: 17474831053
Contact: support@vgman.com
We are the data controller for personal data processed through the service.
2. What we collect
2.1 Information you give us
Account details Email address, full name, date of birth, and phone number (country code and number). Email is required; the rest are optional.
Vehicle details Make, model, year, vehicle type, fuel type, transmission, colour, mileage, country of registration, licence plate, VIN (vehicle identification number), engine capacity and power, CO₂ figures, Euro emissions class, gross weight for trailers and caravans, and — for German vehicles — the eVB insurance confirmation number.
Usage and cost records Fuel entries (date, litres, price per litre, total, odometer reading, station name), service records (date, description, cost, who performed the work), maintenance reminders and their associated costs.
Receipt photos — only if you use scanning If you choose to scan a fuel receipt or odometer, we process the photo you take, as described in section 4. We do not store the photo.
Location data If you use the "capture GPS" option when logging a fuel entry, or the trip calculator, we process your device's location. This is optional and only happens when you actively choose it; your browser or phone asks permission first. Fuel-price contributions to the community map are stored with the station's location, not yours.
Documents you upload Files you choose to store against a vehicle — typically receipts, insurance policies and registration documents.
Please note: the document store is intended for vehicle-related documents. Please do not upload identity documents such as passports, national ID cards or driving licences. See our Terms of Use.
Sharing you set up If you invite family members (Premium) or team members (Fleet), we store the invitation and the role you give them, and they can then see the vehicles you shared, including their fuel and service history. You decide who is invited and can remove them at any time.
2.2 Information collected automatically
Technical data IP address, browser or device type, and the pages and features used, for security and to keep the service working.
Cookies See section 8.
Error diagnostics When something goes wrong we record the error, where in the app it happened, and a technical stack trace. Our error monitoring is configured to exclude cookies, request bodies, URL query parameters and user identifiers, and to remove authentication tokens before anything is sent.
3. Why we process it, and our legal basis
| Purpose | Legal basis (GDPR Art. 6) |
|---|---|
| Creating and running your account | Contract — Art. 6(1)(b) |
| Storing your vehicles, reminders, fuel and service records | Contract — Art. 6(1)(b) |
| Sending the reminder notifications you have configured | Contract — Art. 6(1)(b) |
| Sharing vehicles with the people you invite | Contract — Art. 6(1)(b) |
| Taking payment for paid plans | Contract — Art. 6(1)(b) |
| Referral benefits (section 7a) | Contract — Art. 6(1)(b) |
| Reading receipt or odometer photos with AI (section 4) | Consent — Art. 6(1)(a), withdrawable at any time |
| Capturing GPS location | Consent — Art. 6(1)(a), withdrawable at any time |
| Browser push notifications | Consent — Art. 6(1)(a), withdrawable at any time |
| Records of what you agreed to (section 7b) | Legal obligation — Art. 6(1)(c), with Art. 5(2) and 7(1) |
| Security, abuse prevention, bot protection | Legitimate interests — Art. 6(1)(f) |
| Diagnosing errors and faults | Legitimate interests — Art. 6(1)(f) |
| Meeting accounting and tax obligations | Legal obligation — Art. 6(1)(c) |
We do not use your data for automated decision-making that produces legal or similarly significant effects, and we do not profile you for advertising.
4. Receipt scanning (AI) — international transfer
Scanning is an optional shortcut. You can always type fuel details in yourself; everything else works the same.
What happens when you scan. The photo you take is sent, through our server in the EU, to Anthropic PBC (United States), which reads it and returns the values it finds — litres, price, total, station, date and, if visible, the odometer reading. You then check and confirm those values before anything is saved. We do not keep the photo; only the values you confirm are stored.
We ask you first. Before the first photo is ever sent, the app shows a separate prompt naming Anthropic and explaining what is sent and why. Nothing is sent unless you choose Allow scanning. Your choice is recorded with its date and the version of the wording you saw, and it is separate from your acceptance of this policy and the Terms of Use. Our server checks for that consent before every scan, so a photo cannot be sent without it.
Withdrawing. Turn it off at any time in Profile → Receipt scanning on the web or Account → Receipt scanning in the app. Scanning then stops immediately; withdrawing does not affect scans you made before.
What Anthropic does with it. Anthropic acts as our processor under its data processing addendum, which forms part of its Commercial Terms of Service. Under those terms Anthropic may not use the photo to train its models. Anthropic deletes inputs and outputs within 30 days. The exception is content its automated safety systems flag as violating its usage policy, which may be kept for up to 2 years; a fuel receipt would not normally be flagged.
Transfer safeguard. Because Anthropic is in the United States, this is an international transfer under GDPR Chapter V. It is covered by the European Commission's Standard Contractual Clauses (Decision (EU) 2021/914, Module Two, controller to processor), which are incorporated in Anthropic's data processing addendum.
5. Who else processes your data
We use the following processors. Each handles data only on our instructions and under a data processing agreement.
| Processor | Purpose | Where the data is processed | Transfer safeguard |
|---|---|---|---|
| Supabase | Database, authentication, file storage | EU (Ireland) | Data stays in the EU; any support access from outside the EEA is covered by SCCs |
| Vercel | Application hosting | EU (Dublin) for our functions; US-based company | EU–US Data Privacy Framework and SCCs |
| Stripe | Payment processing | EU (Stripe Payments Europe, Ireland), with transfers to Stripe, Inc. (US) | EU–US Data Privacy Framework and SCCs |
| Resend | Service emails — reminders, invites, reports | Sent from the EU (Ireland); US-based company | SCCs (and the Data Privacy Framework where certified) |
| Zoho | Account emails — confirmation, password reset | EU data centre | Data stays in the EU |
| Anthropic | Receipt and odometer scanning (section 4) | United States | SCCs (Module Two) |
| Mapbox | Maps, fuel map, trip routing | United States | EU–US Data Privacy Framework and SCCs |
| Cloudflare | Bot protection on sign-up (Turnstile) | Global network; US-based company | EU–US Data Privacy Framework and SCCs |
| Sentry | Error monitoring (section 2.2) | EU (Germany) — our project uses Sentry's EU data region | Data stored in the EU; any access by the US parent company is covered by the Data Privacy Framework and SCCs |
"SCCs" means the European Commission's Standard Contractual Clauses (Decision (EU) 2021/914), incorporated in each provider's data processing agreement. You can ask us at support@vgman.com for a copy of the safeguards that apply to any provider.
We never see your card details. Card data goes directly to Stripe; we store only a customer reference and the status of your subscription.
6. How long we keep it
| Data | Retention |
|---|---|
| Account and vehicle data | While your account is open |
| Fuel, service and reminder history | While your account is open |
| Uploaded documents | While your account is open, or until you delete them |
| Receipt photos you scan | Not stored by us; deleted by Anthropic within 30 days (section 4) |
| Records of what you agreed to | While your account is open (section 7b) |
| Invoices and payment records | As long as Croatian accounting and tax law requires — up to 11 years from the end of the year they relate to |
| Error diagnostics | 90 days |
| Anonymised maintenance statistics | Indefinitely (section 7) |
7. Deleting your account
You can delete your account at any time — from your profile page on the web, or from Account → Delete your account in the mobile app. You do not need to contact us, and we do not ask you why.
What is permanently deleted: your name, email, phone number, date of birth, licence plates, VINs, eVB numbers, uploaded documents, GPS locations, push subscriptions, records of what you agreed to, and all family or fleet sharing links.
What we keep, in anonymised form: service and maintenance records stripped of every identifier — no name, no email, no VIN, no licence plate, no account link. What remains is make, model, year, mileage band, service type, cost and interval. We keep this to improve maintenance-interval guidance for all users. We have designed it so that it cannot be linked back to you; if it ever could be, we would treat it as personal data and delete it on request.
What we keep because the law requires it: invoices and payment records, for the statutory period in section 6.
Deletion is immediate and cannot be undone. Export your data first if you want a copy. It happens in a single database transaction: either your account is fully erased or nothing changes.
7a. Referrals and partner codes
If someone invites you with a referral code — a friend, or a garage or inspection centre we work with — we record who referred you, so we can give you both the benefit you were promised.
Legal basis: performance of a contract (Art. 6(1)(b)). We cannot deliver a referral benefit without recording the referral.
What the person who referred you sees: a number, and nothing else. They are told how many people used their code — never who you are or anything about your vehicles.
We also record when a referral benefit becomes due — once the referred account adds its first vehicle — so we can apply it and enforce the twelve-month limit.
Businesses taking part agree to separate Partner Terms. They receive no payment or commission from us for referrals.
7b. Records of what you agreed to
We keep a record of each time you accept or withdraw: the Terms of Use, this Privacy Policy, and — separately — receipt scanning (section 4). Each record holds which document, which version, the date and time, and whether it was given on the web or in the app.
Why: GDPR requires us to be able to *demonstrate* that you agreed, not merely to believe it (Art. 5(2) and 7(1)).
In practice: when we change either document in a way that affects you, we ask you again the next time you sign in rather than assuming your earlier agreement carries over. Earlier records are kept, not overwritten.
These records are included in your data export and are deleted with your account.
8. Cookies
We use only what the service needs to work. No advertising or tracking cookies.
| Cookie | Purpose | Duration |
|---|---|---|
sb-*-auth-token | Keeps you signed in | Session / refresh cycle |
NEXT_LOCALE | Remembers your language choice | 1 year |
vgm_sidebar | Remembers whether the desktop menu is collapsed | 1 year |
| Cloudflare Turnstile | Bot protection on sign-up | Short-lived |
These are strictly necessary for a service you requested, or store a preference you set yourself, so they do not require consent under the ePrivacy Directive. If analytics are ever added, this policy will be updated and your consent asked first.
9. Your rights
Under GDPR you have the right to:
- Access your data — download everything from your profile page
- Rectify inaccurate data — edit it in the app, or contact us
- Erase your data — delete your account from your profile or the app
- Restrict or object to processing based on legitimate interests
- Data portability — your export is machine-readable
- Withdraw consent — for receipt scanning, location or push notifications —
at any time, without affecting anything done before you withdrew it
To exercise any right, use the in-app controls or email support@vgman.com. We respond within one month.
You may also complain to the Croatian Personal Data Protection Agency (AZOP, azop.hr) or to the supervisory authority where you live or work.
10. Security
Data is encrypted in transit (TLS) and at rest by our infrastructure providers. Access to your data is enforced at database level by row-level security policies, so one account cannot read another's. Administrative access is limited and logged.
No system is perfectly secure. If a breach affects your personal data and poses a risk to your rights, we will notify the supervisory authority within 72 hours and inform you without undue delay where required.
11. Children
The service is not intended for anyone under 16, and we do not knowingly collect their data. If you believe a child has given us personal data, contact support@vgman.com and we will delete it.
12. Changes
We may update this policy. Each version carries its date at the top of this page.
When a change affects how we handle your data, you are asked to read and accept the new version the next time you sign in, and that acceptance is recorded against the new version. Minor corrections — typos, clearer wording with no change of substance — do not trigger this.
13. Contact and Data Protection Officer
Questions about this policy or your data: support@vgman.com
We have not appointed a Data Protection Officer. GDPR Article 37 requires one only where core activities involve large-scale, regular and systematic monitoring of people, or large-scale processing of special categories of data. VGMan does neither: it stores vehicle records that you enter, does not track you, and processes no health, biometric or other special-category data.