Security
Your data is kept apart from every other dealership’s.
Your dealership's data is separated by a fail-closed data layer and by database constraints. Access is role-based, and the Assistant works within the permissions of its user.
Each dealership’s data is kept separate
Spectra enforces tenant isolation twice. A fail-closed data layer will not run a query without a tenant. Database composite tenant constraints stop a record pointing at another tenant's data.
Fail-closed data layer
Without a tenant, a query does not run.
Database composite tenant constraints
A record cannot point at another dealership's record.
Groups keep their data separate
A multi-site dealership runs inside one tenant, with per-user site assignment. Group consolidation links each company’s own tenant for reporting only.
Where your data lives
Spectra is hosted in the UK, in London. Our DPA, sub-processor list and security answers are available on request: email hello@spectradms.com.
Roles and permissions your team can reason about
Spectra has eight fixed roles: User, Sales, Sales Manager, Workshop, Accounts, Parts, Manager and Admin. Behind them sit 51 permissions in eight areas. There are no custom roles.
- Maker-checker on supplier payment runs: the person who creates a run cannot approve it
- Elevated permission for control-account journals and bad-debt write-off
- Manager overrides on orders need a reason and are recorded
- Agents connected through MCP need a separate permission to search stock across branches
Sign-in with a second factor
Staff sign-in supports TOTP two-factor authentication. Administrators invite staff, and login history is kept. Single sign-on is not available today.
A record of who did what
Field changes on key records, such as vehicles, deals, quotes, orders and jobs, go into an append-only audit trail. Destructive and super-admin actions are written to hash-chained logs.
- Append-only field-change audit trail on key records
- Hash-chained, tamper-evident logs for destructive and super-admin actions
- Login history and impersonation audit
- An agent audit log for MCP and mail-agent calls that tags each entry as agent, human or system (Professional)
Each AI feature has its own stated limits
Each guardrail covers only the feature named. Customer data is never used to train AI models. Assistant changes wait for your approval. It offers only the tools your role allows.
- Customer data is never used to train AI models
- Assistant: role-filtered tools, and every change waits for your approval
- Assistant: reads your screen only if your organisation allows it, with emails, phone numbers, postcodes, and card and bank details removed
- Assistant: conversations deleted after your organisation’s retention period
- Mail drafting: prompt-injection hardened, outcomes audited
- MCP and mail-agent calls go into an audit log
- Store listing Rewrite (Professional) checks factual claims against the source and flags any it cannot support
- Rate limiting on MCP
Tools for your GDPR duties
Spectra gives you per-channel consent, a public preference centre, one-click unsubscribe, contact anonymisation and an erasure tool. These help you meet your duties but do not guarantee compliance alone.
- Per-channel consent and a consent report
- Contact anonymisation, erasure tool
- Configurable retention with purge jobs
- Consent-first website event tracking
Getting your data out
On every plan, CSV exports cover contacts, deals and complaints, and Excel exports cover the stock report, stock book and training register. On Professional, Data Hub also exports tables.
Watching the platform
Spectra has a health endpoint and error tracking. The clocking app and health-check photo and video capture keep working without a signal. We publish no uptime figure or service-level agreement.
Supporting the trade's own rules
The compliance spine supports NCC Code of Practice requirements, from staff training and PDI to handover and complaints. It implies no approval or endorsement by the National Caravan Council.
See Code of Practice supportQuestions and answers
Where is my data hosted?
Spectra is hosted in the UK, in London.
Can we see your DPA and sub-processor list?
Yes. Our DPA, sub-processor list and security answers are available on request. Email hello@spectradms.com, or ask in a demo.
Is my data used to train AI models?
No. Customer data is never used to train AI models.
Can I see the audit trail for a record?
Field changes on key records such as vehicles, deals, quotes, orders and jobs are stored in an append-only audit trail. Destructive and super-admin actions go to separate hash-chained logs.
Do you support single sign-on?
Not today. Two-factor sign-in is by TOTP.
Can I create custom roles?
No. Spectra has eight fixed roles and 51 permissions.
Does the AI see my data, and can it change it?
The Assistant works on your live data through the tools your role allows, and anything it would save, send, delete or charge waits until you approve it. It reads the text on your screen only if your organisation turns that on, with email addresses, phone numbers, postcodes, and card and bank details removed first; complaints, support needs, notes and messages are never read from the screen. The other AI features wait for you. Mail drafting never sends, and on Professional, Document Import needs approval and AI Suggestions only record.
Can a supplier or customer see another dealership's data?
No. Tenant isolation is enforced by a fail-closed data layer and by database composite tenant constraints. Customer and supplier portals are dealer-branded with their own sign-in, and one-off customer pages such as quotes, e-signing and payment open from a secure link.
What can I export?
CSV and Excel exports cover contacts, deals, complaints, stock, the stock book and training records on every plan, and on Professional the Data Hub exports tables.
Ask us the hard questions
Talk to us about how your group would use roles, audit and isolation. We will answer what we can show, and say so when we cannot.
Spectra. The DMS for leisure dealers.