Privacy Policy

1. Introduction

Brindleford Technologies Ltd ("we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our FleetMan.io fleet management platform and related services.

We are registered in England and Wales under company number 16871436, with our registered office at 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ.

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we are the data controller.

2. Information We Collect

2.1 Information You Provide

We collect information you provide directly to us, including:

• Account Information: Name, email address, password, company name, job title, and contact details when you register for an account.
• Vehicle Information: Vehicle registration numbers, make, model, VIN numbers, MOT and tax status, mileage, and maintenance records.
• Driver Information: Driver names, licence numbers, licence categories, contact details, and training records.
• Inspection Data: Vehicle inspection reports, defect reports, photographs, and related documentation.
• Payment Information: Billing address and payment card details (processed securely by our payment provider).
• Communications: Any correspondence you send to us, including support requests.

2.2 Information Collected Automatically

When you use our services, we automatically collect:

• GPS and Location Data: If you enable GPS tracking, we collect vehicle location data, routes, and journey information.
• Device Information: IP address, browser type, operating system, device identifiers, and mobile network information.
• Usage Data: Pages visited, features used, time spent on the platform, and interaction patterns.
• Log Data: Server logs including access times, errors, and system activity.

2.3 Information from Third Parties

We may receive information from third-party services, including:

• DVLA: Vehicle registration details, tax status, and vehicle specifications.
• DVSA: MOT history, test results, and advisory notices.
• Telematics Providers: Vehicle diagnostics and telemetry data if integrated.

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our fleet management services
• Process transactions and send related information
• Send technical notices, updates, security alerts, and support messages
• Respond to your comments, questions, and support requests
• Monitor and analyse trends, usage, and activities
• Detect, investigate, and prevent fraudulent or unauthorised activity
• Personalise and improve your experience
• Comply with legal obligations and enforce our terms
• Generate compliance reports and audit trails
• Send marketing communications (with your consent)

4. Legal Basis for Processing

Under UK GDPR, we process your personal data on the following legal bases:

• Contract: Processing necessary to perform our contract with you (providing the FleetMan.io service).
• Legitimate Interests: Processing necessary for our legitimate business interests, such as improving our services, preventing fraud, and ensuring security.
• Legal Obligation: Processing necessary to comply with legal requirements.
• Consent: Where you have given explicit consent, such as for marketing communications.

5. Data Sharing and Disclosure

We may share your information with:

• Service Providers: Third parties who perform services on our behalf, such as hosting, payment processing, and customer support.
• Government Agencies: DVLA, DVSA, and other regulatory bodies as required for vehicle and driver compliance.
• Business Transfers: In connection with a merger, acquisition, or sale of assets.
• Legal Requirements: When required by law, court order, or governmental authority.
• With Your Consent: When you have given us permission to share your information.

We do not sell your personal data to third parties.

6. International Data Transfers

Your information may be transferred to and processed in countries outside the UK. When we transfer data internationally, we ensure appropriate safeguards are in place, including:

• Transfers to countries with adequate data protection laws
• Standard Contractual Clauses approved by the UK Information Commissioner
• Other legally approved transfer mechanisms

7. Data Retention

We retain your personal data for as long as necessary to:

• Provide our services to you
• Comply with legal obligations (including tax and accounting requirements)
• Resolve disputes and enforce our agreements

Specific retention periods:

• Account Data: Retained while your account is active and for 7 years after closure
• Vehicle Records: Retained for 7 years for compliance purposes
• Inspection Reports: Retained for 15 months minimum (as per DVSA requirements) or longer if specified
• Financial Records: Retained for 7 years as required by UK tax law
• GPS/Location Data: Retained for 90 days unless longer retention is required

8. Your Rights

Under UK GDPR, you have the following rights:

• Right of Access: Request a copy of your personal data.
• Right to Rectification: Request correction of inaccurate data.
• Right to Erasure: Request deletion of your data (subject to legal retention requirements).
• Right to Restrict Processing: Request limitation of how we use your data.
• Right to Data Portability: Receive your data in a structured, machine-readable format.
• Right to Object: Object to processing based on legitimate interests or for marketing.
• Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent.

To exercise these rights, contact us at privacy@fleetman.io.

9. Data Security

We implement appropriate technical and organisational measures to protect your personal data, including:

• Encryption of data in transit (TLS/SSL) and at rest
• Regular security assessments and penetration testing
• Access controls and authentication mechanisms
• Employee training on data protection
• Incident response procedures
• Regular backups and disaster recovery planning

10. Cookies

We use cookies and similar technologies to enhance your experience. For detailed information, please see our Cookie Policy.

11. Children's Privacy

Our services are not intended for individuals under 18 years of age. 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 any material changes by posting the new policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically.

13. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

14. Complaints

If you are not satisfied with our response to any data protection concern, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):