Fleet VMS

1. Introduction

Fleet Vehicle Management System ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal and business data when you use our vehicle check management platform. This policy applies to all users of the Service, including company administrators, drivers, repair contacts, and technicians.

2. Information We Collect

We collect the following types of information:

Account Information

Business name, contact name, email address, telephone number, and business address provided during registration.

Vehicle Data

Vehicle registration numbers, make, model, year, MOT dates, service dates, mileage readings, and inspection results.

Driver Information

Driver names, usernames, email addresses, and phone numbers as provided by company administrators.

Inspection Data

Check results, photographs of faults, digital signatures, GPS coordinates at the time of signing, and general notes.

Payment Information

Payment processing is handled by Stripe. We store only Stripe customer and subscription identifiers, not your card details.

3. How We Use Your Information

We use your information to provide and improve the Service, including: processing vehicle inspections and generating reports; sending email notifications about failed checks, MOT reminders, and service due dates; managing billing and subscriptions; communicating with repair contacts about vehicle faults; and providing customer support. We do not sell your personal data to third parties.

4. Data Storage and Security

Your data is stored on secure servers with industry-standard encryption. Photographs and documents are stored in encrypted cloud storage (Amazon S3). Passwords are hashed using bcrypt with a cost factor of 12. We implement appropriate technical and organisational measures to protect your data against unauthorised access, alteration, disclosure, or destruction.

5. Data Sharing

We may share your data with: Stripe for payment processing; email service providers for sending notifications; and repair contacts when faults are forwarded by your company administrator. We will not share your data with any other third parties without your explicit consent, except where required by law.

6. Your Rights

Under applicable data protection laws, you have the right to: access the personal data we hold about you; request correction of inaccurate data; request deletion of your data (subject to legal retention requirements); object to or restrict processing of your data; and request data portability. To exercise any of these rights, please contact us at the address below.

7. Data Retention

We retain your data for as long as your account is active or as needed to provide the Service. Vehicle check records are retained for a minimum of 3 years to support compliance and audit requirements. Upon account termination, we will delete or anonymise your data within 90 days, except where longer retention is required by law.

8. Cookies and Tracking

The Service uses essential cookies for authentication and session management. We do not use third-party tracking cookies or advertising cookies. Analytics data is collected in aggregate form to improve the Service and does not identify individual users.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users of material changes via email. The "Last updated" date at the top of this page indicates when the policy was last revised.

10. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your data rights, please contact us at [email protected].