Privacy Policy

This privacy policy explains how FleetPro UK ("FleetPro", "we", "us") collects, uses, stores and shares personal information when you use our website at fleetprouk.co.uk, our web applications for transport operators and workshops, and our mobile applications (including the FleetPro UK driver app distributed via Google Play and other stores).

1. Who we are

FleetPro UK provides fleet compliance, maintenance and driver workflow software for UK HGV, PSV and workshop operators. Our contact address for privacy matters is support@fleetprouk.co.uk.

2. Who controls your data

If you are a driver or other employee using FleetPro through your employer or client organisation, your employer (the transport operator or workshop) is usually the data controller for information processed about you in connection with your work. FleetPro acts as a data processor on their instructions, to provide the service they have contracted for.

If you register an organisation, request a demo, or contact support directly, FleetPro is the data controller for that interaction.

Questions about how your employer uses your data should be directed to them in the first instance. You may also contact us and we will help where we can.

3. Information we collect

Depending on how you use FleetPro, we may process the following categories of data:

Account and profile information — name, email address, phone number, role, organisation membership, depot assignments and authentication credentials.
Driver compliance records — driving licence details, CPC and tachograph card information, ADR qualifications, licence check results (including DVLA checks initiated by your organisation), eyesight and induction records, and related expiry dates.
Vehicle and operational data — walkaround and safety inspection checklists, defect reports, photos, signatures, mileage readings, VOR status, job assignments, fuel entries and maintenance records linked to vehicles and trailers.
Location data — when you report an accident or incident in the mobile app, we may collect GPS coordinates and related location information you submit with that report. We do not continuously track your location in the background unless a feature you actively use requires it and your organisation has enabled it (for example, integrated vehicle tracking configured by your operator).
Photos and files — images and documents you or your organisation upload (for example defect photos, inspection certificates, signed letters, toolbox talks and company documents).
Messages and acknowledgements — operational messages, read receipts, digital signatures and consent forms (including DVLA driver consent where used).
Tachograph data — driver and vehicle unit files uploaded by your organisation for drivers' hours analysis and compliance review.
Technical and usage data — device type, operating system, app version, push notification tokens, IP address, browser type, log data and coarse usage analytics to operate, secure and improve the service.
Demo and sales enquiries — information you provide when requesting a demo or contacting support (name, company, fleet size, message content).

4. How we use your information

We use personal information to:

Provide, maintain and secure the FleetPro platform and mobile apps.
Authenticate users and enforce organisation access controls.
Record compliance activity required or requested by transport operators (walkarounds, defects, inspections, licence checks, tachograph review, incident reports).
Send service notifications (for example push notifications for messages or assignments, email alerts configured by your organisation, and security notices).
Process demo requests and respond to support enquiries.
Monitor performance, diagnose errors and improve reliability (including analytics services described below).
Meet legal obligations and respond to lawful requests from authorities where required.

5. Legal bases (UK GDPR)

Where FleetPro is the controller, we rely on:

Contract — to provide the service you or your organisation has signed up for.
Legitimate interests — to secure our platform, prevent abuse, and improve the product, balanced against your rights.
Legal obligation — where we must comply with applicable law.
Consent — where required (for example certain optional communications or where your organisation collects explicit consent on forms you complete).

Where your employer is the controller, they determine the appropriate legal basis for workforce compliance data.

6. Sharing your information

We do not sell your personal information. We share data only as needed to run FleetPro:

Your organisation — managers, transport managers, workshop staff and other authorised users within your tenant can access data according to their role and your operator's configuration.
Connected workshops and customers — when your operator links a maintenance provider or workshop, relevant vehicle, defect and job data may be shared as part of that connection.
Service providers — infrastructure and subprocessors that host data, send email, deliver push notifications, or provide analytics, under contracts that require them to protect your information. This includes providers such as Supabase (database and authentication hosting), Vercel (application hosting and performance analytics), Resend (transactional email where used), and Expo (push notification delivery for the mobile app).
Integrations you enable — for example DVLA licence checking, FreeAgent invoicing, or GPS tracking providers, when your organisation connects those services.
Legal and safety — regulators, courts or law enforcement when required by law or to protect rights, safety and security.

7. International transfers

FleetPro is operated from the United Kingdom. Some service providers may process data in the United States or other countries. Where personal data is transferred outside the UK, we use appropriate safeguards (such as UK International Data Transfer Agreements or equivalent mechanisms) required by UK data protection law.

8. Retention

We retain personal information for as long as your organisation's account is active and as needed to provide the service, meet compliance obligations, resolve disputes and enforce agreements. Retention of driver and fleet records may also be governed by your employer's policies and statutory retention requirements for transport operators. When data is no longer required, we delete or anonymise it in line with our procedures and contractual commitments.

9. Security

We use technical and organisational measures appropriate to the sensitivity of the data, including encrypted connections (HTTPS), access controls, tenant isolation and role-based permissions. No online service can be guaranteed 100% secure; please use a strong password and report suspected unauthorised access to support@fleetprouk.co.uk.

10. Your rights

Under UK GDPR you may have rights to access, rectify, erase, restrict processing, object to processing, and data portability in respect of personal data we control. You may also withdraw consent where processing is based on consent, and lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.

To exercise rights against data processed on behalf of your employer, contact your employer first. For requests relating to data FleetPro controls directly, email support@fleetprouk.co.uk.

11. Children

FleetPro is a business service for transport operators and is not directed at children. Accounts are provided to employees and authorised users of organisations. We do not knowingly collect personal information from anyone under 18 except where an operator legitimately employs younger workers and processes their employment records in accordance with law.

12. Changes to this policy

We may update this privacy policy from time to time. The "Last updated" date at the top of this page will change when we do. Material changes may also be communicated through the app or by email where appropriate.

13. Contact

For privacy questions or requests relating to FleetPro UK, contact us at support@fleetprouk.co.uk.