How Logbook handles personal data

Placeholder · pending review by counsel

In one paragraph: Logbook is a shared vehicle-history registry for the Cayman Islands. Member organisations — insurers, lenders, dealers, customs brokers, garages and the police — record events against vehicles so that buyers and members can check a vehicle's story before money changes hands. Registry records describe vehicles, not people: public reports never show names, addresses, plate numbers, policy numbers, loan amounts or sale prices, and every lookup is logged with who searched and why.

1. Who we are

Logbook ("the Registry", "we", "us") is operated by DORDLE Ltd and made available to member organisations and, through this website's free vehicle check, to anyone. For the purposes of the Data Protection Act (2021 Revision) ("the DPA"), the operator of Logbook is the data controller for the personal data described below. Member organisations remain controllers of the records they hold in their own systems.

2. What personal data we hold

2.1 Member user data

For the people who sign in to the member portal: name, work email, phone number, role, the organisation they act for, sign-in activity and two-factor authentication enrolment.

2.2 Vehicle data

Most registry content — identifiers, makes and models, import records, inspections, odometer readings, write-offs — is information about a vehicle and is not personal data. A small number of fields could identify an owner when combined with other information (for example finance status or claim references); those fields are restricted, encrypted at rest, and never appear on the public report.

2.3 Dispute contact details

If you dispute an entry from this website, we hold the name, email address and optional phone number you give us, together with your reason. These are encrypted at rest, used only to review the dispute and send you its outcome, and are visible only to registry administrators — never to member organisations.

2.4 Public accounts and report purchases

If you create an account to purchase report access we hold your email address, the name you give us, a cryptographic hash of your password (never the password itself), and your purchase history (vehicle identifier, amount, the last four digits of the card and the payment reference — never the card number). Purchases grant 30-day access to the reports you buy.

2.5 Public checks and the lookup audit

Every search and report view — by members and by the public — is recorded before results are returned. For public checks that record is an anonymous session identifier and your IP address, the identifier you searched, and a verification hash of what was shown; for members it also includes the acting user, organisation and stated purpose. The audit trail exists so that access to the registry is always answerable, and it is retained accordingly.

3. Cookies

This website sets a single first-party cookie, lb_session: an opaque anonymous session identifier used to link your public checks in the lookup audit and to operate fair-use rate limits. It contains no personal information, is not used for advertising or cross-site tracking, and expires after 30 days. No third-party or analytics cookies are set.

4. Your rights

Under the DPA you may ask what personal data we hold about you, ask for it to be corrected, or request erasure of your personal data. Identity is verified before anything is removed. Vehicle records are kept for the life of the vehicle and are not personal data subject to erasure; if you believe a vehicle record is wrong, use the dispute process instead.

Contact for data protection matters: privacy@logbook.ky.