Privacy Policy

Last updated: 4 August 2026

1. Introduction

Fleet Track PRO ("we", "our", "us") operates this website, dashboard, and companion mobile app. This policy explains what personal data we collect, why we collect it, how we use it, and your rights when using our services.

Read this together with our Terms and Conditions, Subscription Terms, and Cookie Policy.

2. Who is the controller?

  • For account, billing, website, and support data relating to how we operate Fleet Track PRO, Fleet Track PRO is the data controller.
  • For fleet, inspection, defect, and team records that your organisation stores in the Service, your organisation is typically the data controller, and we act as a processor on your instructions to provide the Service.
  • If you are an employee or contractor using the app for your employer, contact your employer first about access, correction, or deletion of workplace records.

3. Information we collect

3.1 Information you provide

  • Account information (name, business email, password, company details)
  • Team invitations and role assignments (manager or user)
  • Company, vehicle, inspection, and defect reporting data
  • Support and contact messages you send us

3.2 Automatically collected information

  • Device and app metadata (model, OS, app version)
  • Usage and event data required to operate features and diagnose faults
  • Security, audit, and service logs
  • Approximate technical identifiers needed for authentication and session security

3.3 Camera, photos, and notifications

We may request device permissions for:

  • Taking vehicle inspection photos (including multi-photo walkaround checks)
  • Storing inspection photos and PDF reports securely in our cloud systems
  • Push notification tokens for operational alerts (for example defect notifications and MOT/tax reminders for managers)

4. Lawful bases and how we use information

We process personal data only where we have a lawful basis under UK GDPR, including:

  • Contract — to create accounts, provide the Service, and manage subscriptions
  • Legitimate interests — to secure the Service, prevent abuse, improve reliability, and provide support (balanced against your rights)
  • Legal obligation — where we must keep records for tax, accounting, or regulatory reasons
  • Consent — where required (for example certain optional communications or non-essential cookies, if introduced later)

We use Firebase / Google Cloud to:

  • Authenticate users and manage secure sign-in
  • Store fleet data, profiles, and company data in Firestore and related storage
  • Host data on Google Cloud infrastructure with encryption in transit and at rest

We use other providers to operate billing and communications:

  • Stripe for subscription checkout, billing portal, payment processing, and webhook events
  • SMTP / email providers for invites and transactional service emails
  • Notification services for push alerts and scheduled reminders

5. Data storage and security

  • Data is encrypted in transit and at rest using provider controls
  • Access is role-based within each company; staff see only what their role permits
  • A small number of authorised Fleet Track PRO staff may have elevated platform access solely for support, security monitoring, and maintenance — restricted, logged, and subject to internal controls
  • No security measure is perfect; you must also protect account credentials and devices

6. International transfers

Our processors (including Google / Firebase and Stripe) may process data in the UK, EEA, United States, or other countries. Where data is transferred outside the UK, we rely on appropriate safeguards such as adequacy regulations or standard contractual clauses provided by those vendors, as applicable.

7. Your rights

Under UK data protection law, you may have the right to:

  • Access your personal data
  • Request rectification of inaccurate data
  • Request erasure (subject to legal and contractual retention needs)
  • Restrict or object to certain processing
  • Data portability where applicable
  • Withdraw consent where processing is based on consent
  • Opt out of marketing emails (transactional service emails may still be sent)
  • Complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we handle your data

To exercise rights we control directly, email help@fleettrackpro.co.uk. For workplace fleet records, your employer may need to action the request as controller.

8. Subscriptions and billing data

  • Subscriptions are sold and managed via website checkout powered by Stripe
  • Card and payment details are handled by Stripe; we do not store full card numbers on our servers
  • Managers can open the Stripe billing portal from the dashboard

Contractual billing rules are in our Subscription Terms.

9. Cookies and similar technologies

We use essential cookies and local storage to run the website, keep sessions secure, and remember cookie preferences. We use privacy-friendly Vercel Web Analytics for aggregate traffic (not advertising cookies) and first-party dashboard usage counts in Firebase to understand which manager tools are used. We do not use Google Analytics or advertising pixels. Details are in our Cookie Policy.

10. Third-party services

Key processors / service providers include:

  • Firebase / Google LLC (authentication, database, storage, hosting-related services)
  • Vercel Inc. (website hosting and privacy-friendly Web Analytics)
  • Stripe Payments Europe Ltd / Stripe, Inc. (payments and billing)
  • Email delivery providers (transactional messages)
  • Apple / Google (app distribution and, where used, push notification infrastructure)

Each provider processes data under its own terms and privacy notices when acting as an independent controller (for example Stripe for payment fraud prevention).

11. Data retention

Access periods, trials, and suspension are described in our Subscription Terms. Retention principles:

  • Account data is retained while your user account is active
  • Vehicle and inspection data are retained according to your company’s needs and legal obligations
  • Inactive individual user accounts with no sign-in for 90 consecutive days may be deleted with associated personal data where this does not conflict with an active company subscription or legal retention duties; we will give reasonable notice where practicable
  • After company cancellation, account and fleet data are normally retained for up to 90 days to allow reactivation or export requests, then deleted or anonymised, unless a longer legal hold applies (for example ongoing disputes, security investigations, or tax/accounting requirements). Inspection and defect records may also be retained up to the operational compliance window of 15 months where that is longer and still relevant

12. How to delete your account and data

You can delete your personal user account from the Fleet Track PRO mobile app:

  1. Open the app and go to the Account tab
  2. Tap Manage Account
  3. Choose Delete Account
  4. Confirm deletion when prompted

When you delete your account:

  • Your user profile, credentials, and user-level settings are permanently removed
  • Content you created may be removed where deletion is permitted under your role, employer policies, and law
  • Some records may be retained where the law requires (tax, investigations, security, or fraud prevention). Company-wide fleet data may remain under the company controller after your profile is deleted

Important: Account deletion is permanent and cannot be undone. Export anything you need first. Subscription cancellation is managed through the Stripe billing portal linked from your dashboard (see Subscription Terms).

13. Children’s privacy

Fleet Track PRO is a business service and is not aimed at children. We do not knowingly collect personal data from anyone under 13. If you believe we have processed such information in error, contact help@fleettrackpro.co.uk and we will delete it promptly where the law allows.

14. Changes to this policy

We may update this Privacy Policy from time to time. Where changes are material, we will notify you through the app or by email where we have your contact details. The “Last updated” date at the top will change when we do.

15. Contact us

16. App store requirements

Our companion app follows applicable Apple App Store and Google Play privacy and data transparency requirements. In-app account deletion is provided as described above.