Last updated: 11 October 2026 Applies to: vgman.com and the VGMan application
1. Who we are
VGMan ("we", "us") provides a vehicle management service at vgman.com.
Controller: PixelClean vl. Igor Tomić Address: Muževski kraj 62, 51315 Mrkopalj, Croatia OIB / company number: 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, fuel type, transmission, colour, mileage, country of registration, licence plate, VIN (vehicle identification number), engine capacity and power, CO₂ figures, Euro emissions class, 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.
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 will ask permission first. Fuel-price contributions to the community map are stored with approximate location.
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. We ask that you do not upload identity documents such as passports, national ID cards or driving licences. See our Terms of Use.
2.2 Information collected automatically
Technical data IP address, browser type, device type, and pages visited, for security and to keep the service working.
Cookies See section 8.
Error diagnostics When something goes wrong we record the error, which page it happened on, and a technical stack trace. We have configured our error monitoring to exclude cookies, request bodies, URL query parameters and user identifiers.
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 reminder notifications you have configured | Contract — Art. 6(1)(b) |
| Taking payment for paid plans | Contract — Art. 6(1)(b) |
| Reading receipt photos to pre-fill fuel entries (OCR) | Contract — Art. 6(1)(b), at your request |
| Capturing GPS location | Consent — Art. 6(1)(a), withdrawable at any time |
| Browser push notifications | Consent — Art. 6(1)(a), withdrawable at any time |
| 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 effects, and we do not profile you for advertising.
4. Receipt scanning (OCR) — international transfer
When you photograph a fuel receipt and use the scan feature, the image is sent to Anthropic PBC (United States) for automated text extraction, so we can pre-fill the litres, price and total for you.
- This happens only when you actively use the scan feature. Photographs are
never sent automatically.
- We ask you first. Before the first image is ever sent, we show you a
separate prompt naming Anthropic and explaining what is sent and why, and nothing is transmitted unless you agree to it. That agreement is recorded with its date and version, is specific to this feature, and is not bundled into your acceptance of these policies. You can withdraw it at any time in your account settings; scanning then stops and manual entry continues to work.
- The image is transmitted for processing and is not used by us to train any
model.
- Because Anthropic is outside the EEA, this is an international transfer under
GDPR Chapter V.
If you prefer not to use this feature, enter fuel details manually. The functionality is otherwise identical.
5. Who else processes your data
We use the following processors. Each handles data only on our instructions.
| Processor | Purpose | Location |
|---|---|---|
| Supabase | Database, authentication, file storage | EU (Ireland) |
| Vercel | Application hosting | Functions run in Dublin (EU); company is US-based |
| Stripe | Payment processing (current) | EU / US |
| Paddle | Merchant of record — sells the subscription, handles EU VAT | EU / UK |
| Resend (via Amazon SES) | Service emails — reminders, invites, reports | EU (eu-west-1) |
| Zoho | Account emails — confirmation, password reset | EU |
| Anthropic | Receipt OCR (section 4) | United States |
| Mapbox | Maps, fuel map, trip routing | United States |
| Cloudflare | Bot protection on sign-up (Turnstile) | United States |
| Sentry | Error monitoring | See note below |
We never see your card details. Card data goes directly to the payment provider; we store only a customer reference.
Paddle acts as merchant of record, which means Paddle — not PixelClean — is the seller on your invoice and is responsible for charging and remitting VAT. PixelClean remains responsible for the service itself and for your data.
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 |
| Invoices and payment records | 11 years, as required by Croatian accounting law |
| Error diagnostics | 90 days |
| Anonymised maintenance statistics | Indefinitely (see 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, 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. This is no longer personal data under GDPR, and we retain it to improve maintenance-interval guidance for all users.
What we keep as required by law: invoices and payment records, for the statutory accounting period.
Deletion is immediate and cannot be undone. Export your data first if you want a copy.
It also happens in a single database transaction: either your account is fully erased or nothing changes. There is no state in which some of your data has been deleted and some has not.
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. Without that record we could not apply it.
Legal basis: performance of a contract (Art. 6(1)(b)). We cannot deliver a referral benefit without recording the referral, so this is not something we ask separate consent for.
What the person who referred you sees: a number, and nothing else. They are told how many people used their code. They are never told who you are, that you specifically signed up, or anything about your vehicles. Telling them would be disclosing your personal data to a third party, and we do not do it.
We also record when a referral benefit becomes due — which happens once the referred account adds its first vehicle — so that we can apply it and so that the twelve-month annual limit can be enforced.
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 these policies: which document, which version of it, the date and time, and whether you accepted from the web or the app. We also record a withdrawal the same way.
Why: GDPR requires us to be able to *demonstrate* that you agreed, not merely to believe it (Art. 5(2) and 7(1)). A single "accepted" flag could not show what you agreed to or when, which matters whenever a document changes.
What this means 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. Your earlier record is kept rather than overwritten — the history is the point.
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 |
| Cloudflare Turnstile | Bot protection on sign-up | Short-lived |
Because these are strictly necessary for a service you requested, they do not require consent under the ePrivacy Directive. If analytics are added later, this policy will be updated and consent sought 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 page
- Restrict or object to processing based on legitimate interests
- Data portability — your export is machine-readable
- Withdraw consent for 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.
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 the date it was published at the top of this page.
When a change affects how we handle your data, we do not rely on you noticing. You are asked to read and accept the new version the next time you sign in, and that acceptance is recorded with the new version number. Minor corrections — typos, clearer wording with no change of substance — do not trigger this, on purpose: asking people to re-accept for no reason teaches them to click through without reading.
13. Contact
Questions about this policy or your data: support@vgman.com