Privacy Policy

1. Who We Are

Fleet Comply is a compliance management platform for external transport managers and fleet operators in the United Kingdom. This Privacy Policy explains how we collect, use, store and protect your personal data when you use our platform.

2. Information We Collect

Fleet Comply collects and processes the following information:

• Name
• Email address
• Company information
• Vehicle information
• Compliance records
• Uploaded documents
• User account activity required for platform operation

3. How We Use Your Information

Information is collected for:

• Account management
• User authentication
• Compliance reminders
• Audit pack generation
• Platform administration
• Service improvement and support

4. Communications We Send

Fleet Comply sends:

• Password reset emails
• Account notifications
• Compliance reminders
• Essential service communications
• Platform update emails (with an unsubscribe option where applicable)

5. Legal Basis for Processing

We process personal data on the basis of contract (to provide the service), legitimate interests (security, fraud prevention and service improvement), legal obligation, and consent where required. You may withdraw consent at any time by contacting us or using unsubscribe links.

6. Data Storage & Security

Data is stored using secure cloud infrastructure. Access is restricted to authorised users and administrators. We implement appropriate technical and organisational measures, including encryption in transit and at rest, access controls and regular security reviews. No system is completely secure, and we cannot guarantee absolute security.

7. Data Sharing

Fleet Comply does not sell user data to third parties. We share data only with:

• Other users within your organisation as authorised by the Account Owner.
• Service providers who assist with hosting, email delivery and analytics, under strict confidentiality obligations.
• Regulators or law enforcement when legally required.

8. Your Rights

Under UK data protection law, users may request:

• Access to their data
• Correction of inaccurate information
• Account deletion
• Removal of personal information where legally applicable
• Restriction of, or objection to, certain processing
• Data portability

To exercise any of these rights, contact notify@fleetcomply.co.uk.

9. Data Retention

We retain your personal data for as long as your account is active or as needed to provide the service. Compliance records are retained in line with your organisation's requirements and applicable legal obligations. When an account is deleted or archived, we securely delete or anonymise data unless retention is required by law.

10. Cookies

The platform uses essential cookies for authentication and session management. We do not use third-party advertising cookies. You can control cookies through your browser settings.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or through the platform. The “Last updated” date at the top of this page indicates when it was last revised.

12. Contact

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at notify@fleetcomply.co.uk.