Privacy Policy

Last updated: 9 August 2026

1. Introduction

PSV Fleet Ltd ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store and protect your personal data when you use our fleet management platform ("the Service").

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data We Collect

We collect the following categories of personal data:

• Account information: Name, email address, password (encrypted)
• Company information: Company name, operator licence, address, phone, registration number
• Vehicle data: Registration, make, model, body type, seating capacity, expiry dates
• Driver data: Name, email, phone, address, licence number, CPC records, medical certificates
• Operational data: Bookings, walkaround checks, defect reports, maintenance records, fuel logs, driver hours
• Usage data: Login times, feature usage, device type, IP address
• Contact form enquiries: Name, email, company, fleet size, message (stored until enquiry is resolved)

3. How We Use Your Data

We use your data to:

• Provide and maintain the Service
• Process bookings and walkaround checks
• Track vehicle compliance and expiry dates
• Send compliance alerts and notifications
• Generate compliance reports and audit packs
• Provide customer support
• Improve the Service
• Comply with legal obligations

4. Data Security

We implement industry-standard security measures to protect your data:

• AES-256 encryption for sensitive fields at rest
• TLS encryption for data in transit
• Row-level security isolating each operator's data
• SOC 2 Type II compliance
• Regular security audits and penetration testing
• Access controls with role-based permissions

5. Data Sharing

We do not sell, rent, or share your personal data with third parties except:

• With your explicit consent
• To comply with legal obligations (e.g., DVSA regulatory requirements)
• With service providers who assist in operating the Service, bound by data processing agreements
• In connection with a merger, acquisition, or sale of assets, with appropriate notice

6. Data Retention

We retain your data for as long as your account is active. After account deletion:

• Data is available for export for 30 days
• After 30 days, all personal data is securely deleted
• Operational records (walkarounds, defects) are retained for 15 months for compliance purposes, then archived

7. Your Rights

Under UK GDPR, you have the right to:

• Access — Request a copy of your personal data
• Rectification — Correct inaccurate or incomplete data
• Erasure — Request deletion of your personal data
• Restriction — Request restriction of processing
• Portability — Receive your data in a structured, machine-readable format
• Objection — Object to processing of your personal data
• Withdraw consent — Withdraw consent at any time where processing is based on consent

To exercise these rights, contact us at privacy@psvfleet.com.

8. DSAR (Data Subject Access Requests)

You can export all your data at any time through the built-in DSAR export feature in Settings. This generates JSON or CSV files containing your profile, bookings, walkarounds, defects, fuel logs, hours and messages.

We will respond to formal DSAR requests within 30 days as required by law.

9. Cookies & Analytics

We use only essential cookies required for authentication and session management. We do not use tracking or advertising cookies.

Our website uses Matomo, a self-hosted, privacy-friendly analytics tool. Matomo is configured to operate without cookies and does not collect personal data. All analytics data is anonymous, aggregated, and stored on our own servers within the UK.

10. International Transfers

Your data is stored in secure data centres within the United Kingdom. We do not transfer personal data outside the UK without appropriate safeguards.

11. Children

The Service is not directed at children under 16. We do not knowingly collect personal data from children.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or in-app notification at least 30 days before they take effect.

13. Contact

For any privacy-related enquiries, contact our Data Protection Officer at privacy@psvfleet.com.