Effective Date: 12 March 2026
This Privacy Policy describes how FleetSentri ("we," "us," or "our"), a UK-based business, collects, uses, and protects the personal data of users ("you" or "your") of the FleetSentri HGV Walkaround Checks SaaS application (the "App"). The App is designed for UK haulage companies to digitally manage DVSA vehicle inspection checklists. We are committed to protecting your privacy and handling your personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This Privacy Policy aims to give you information on how FleetSentri collects and processes your personal data through your use of this App, including any data you may provide when you sign up for the App, use its services, or interact with us. It is important that you read this Privacy Policy together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data.
For personal data related to your account management (e.g., your name, email, company name provided during registration), FleetSentri acts as the Data Controller. This means we determine the purposes and means of processing this data.
For the vehicle inspection data and associated defect photos that your company's drivers input into the App, your haulage company acts as the Data Controller, and FleetSentri acts as a Data Processor. In this capacity, we process this data strictly on your company's instructions, as outlined in our Terms of Service and any separate Data Processing Agreement (DPA) we may have with your company. Your company is responsible for ensuring it has the necessary lawful bases and consents (where applicable) for the collection and processing of this data.
If you have any questions about this Privacy Policy or our privacy practices, please contact us at:
Email: [email protected]
Address: 22 Homestead Avenue, Bootle, Merseyside, L30 8RW
Personal data means any information about an individual from which that person can be identified. We may collect, use, store, and transfer the following kinds of personal data:
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
| Purpose / Activity | Type of Data | Lawful Basis |
|---|---|---|
| Register you as a new user and manage your account | Identity, Contact | Performance of a contract with you |
| Provide and maintain the App's functionality and services | Identity, Contact, Technical, Usage, Vehicle Inspection Data | Performance of a contract; Legitimate interests (running our business, IT services, network security, fraud prevention) |
| Process and manage payments for your subscription | Financial, Identity, Contact | Performance of a contract; Legitimate interests (recovering debts) |
| Manage our relationship with you | Identity, Contact | Performance of a contract; Legal obligation; Legitimate interests (keeping records updated) |
| Enable you to provide feedback | Identity, Contact, Usage | Legitimate interests (studying how customers use our services) |
| Administer and protect our business and this App | Identity, Technical, Usage | Legitimate interests (IT services, network security, fraud prevention); Legal obligation |
| Use data analytics to improve our App | Technical, Usage | Legitimate interests (keeping our App updated and relevant) |
We may share your personal data with the following external third parties:
We require all third parties to respect the security of your personal data and to treat it in accordance with the law.
Some of our external third parties, such as Firebase (Google), may be based outside the UK or European Economic Area (EEA). Specifically, some backend processing (Firebase Cloud Functions) is hosted in the United States (us-central1 region) via Google Cloud Platform. This constitutes an international transfer of your personal data outside the UK/EEA.
Whenever we transfer your personal data out of the UK/EEA, we ensure a similar degree of protection is afforded to it by implementing appropriate safeguards, such as Standard Contractual Clauses (SCCs) approved by the UK government or European Commission.
Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK/EEA.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for. Specifically:
In some circumstances, we will anonymise your personal data for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
Under data protection laws, you have the right to:
If you wish to exercise any of the rights set out above, please contact us at [email protected].
You will not usually have to pay a fee to access your personal data or exercise any other rights. We try to respond to all legitimate requests within one month.
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.
We keep our Privacy Policy under regular review. This version was last updated on the date stated at the beginning of the policy. Any changes we may make in the future will be posted on this page and, where appropriate, notified to you by email.
This App may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements.