Privacy Policy

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Privacy Policy

ProFleet Compliance (“we”, “us”, or “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal data when you interact with us, use our services, or visit our website.

1.What Data We Collect

We may collect the following types of personal data:

• Identity Data: Name, title, company name.
• Contact Data: Email address, phone number, business address.
• Business Information: Operator’s licence details, fleet data, compliance documents.
• Technical Data: IP address, browser type, operating system (if using our website).
• Usage Data: How you interact with our website and services.

3. How We Collect Your Data

We collect data when:

• You contact us via email, phone, or through our website.
• You use our services.
• You provide documents or information for compliance checks.
• You subscribe to updates or newsletters.

4. How We Use Your Data

We use your personal data to:

• Provide our transport compliance services.
• Maintain legal and contractual obligations.
• Communicate with you regarding services, updates, and invoices.
• Improve our services and website.
• Comply with legal or regulatory requirements.

We do not sell your personal data to third parties.

5. Lawful Basis for Processing

We process personal data under the following lawful bases:

• Contractual necessity – to deliver our services.
• Legal obligation – to meet regulatory compliance requirements.
• Legitimate interests – such as improving our services or communicating with clients.

6. Data Sharing

We may share your data with:

• Regulatory authorities (e.g. DVSA) when required.
• Subcontractors or partners strictly for the purpose of delivering services.
• Professional advisers (e.g. accountants, legal consultants).
• IT and cloud service providers for data hosting and storage.

All data sharing is secure and subject to confidentiality agreements where appropriate.

7. Data Retention

We retain personal data only as long as necessary:

• To fulfil the purpose it was collected for.
• To comply with legal, accounting, or reporting requirements (typically 6–7 years for business records).

8. Your Rights

Under UK GDPR and the Data Protection Act 2018, you have the right to:

• Access your personal data.
• Request correction or deletion of your data.
• Object to processing or request restriction.
• Data portability.
• Withdraw consent where processing is based on consent.

To exercise any of these rights, contact us using the details provided above.

9. Data Security

We implement appropriate technical and organisational measures to protect your data from unauthorised access, loss, or misuse.

10. Cookies (If You Have a Website)

Our website may use cookies to improve user experience and analyse traffic. You will be asked for consent before non-essential cookies are placed.

11. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website, and where appropriate, we will notify you of significant changes.

12. Complaints

If you are unhappy with how we handle your data, please contact us directly. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Website: https://ico.org.uk