Privacy Policy

Depending on how our services are used, we may collect:

• account information, such as names, email addresses, phone numbers and login details;
• workforce profile details, such as job role, company, emergency contact fields, licence or qualification fields where entered by a customer;
• attendance and timesheet data, including clock-in and clock-out times, amendments and related records;
• location data, including GPS coordinates captured during attendance events or other operational actions;
• vehicle, job, site and defect-reporting information entered by users or administrators;
• support communications, enquiries and correspondence;
• technical and usage information, such as IP address, device type, browser type, app version, crash data, log events and audit records;
• website information submitted through forms, including business name, name, email address, phone number and message content.

We use personal data where necessary to:

• provide and maintain our services;
• create and manage user accounts;
• record attendance, timesheets, job activity, vehicle checks and related workforce records;
• verify operational events, including by using location data where enabled in the service;
• respond to enquiries and provide support;
• protect the security and integrity of the platform;
• detect misuse, fraud or unauthorised access;
• carry out analytics, diagnostics and service improvement;
• manage contracts, invoicing, payments and business administration;
• comply with legal and regulatory obligations.

Where Fleetwide Digital Ltd acts as a controller, we rely on one or more lawful bases under UK data protection law, including:

• Contract, where processing is necessary to provide our services or take steps before entering into a contract;
• Legitimate interests, for example to secure, improve and administer our services, communicate with business users and prevent misuse;
• Legal obligation, where we must process data to comply with applicable law;
• Consent, where we specifically ask for it, such as for non-essential cookies or certain marketing activities.

Where we act as a processor for a customer, that customer is responsible for identifying the appropriate lawful basis for its own processing activities involving employee or contractor data.

Our services may process location data and other operational data linked to attendance, movements between sites or work-related actions. This information is used to provide the relevant workforce-management features requested by the customer.

Business customers are responsible for ensuring that workers are properly informed about any monitoring or location-based processing they carry out through the platform, including the purposes, proportionality and retention of that information.

We may receive personal data directly from:

• the individual user;
• the customer organisation using the platform;
• website enquiries and support requests;
• automated technical systems used to operate the service.

We may share personal data with trusted service providers where necessary to operate the service, such as:

• cloud hosting and database providers;
• authentication, email delivery and communications providers;
• analytics, monitoring and error-reporting providers;
• professional advisers, insurers or auditors where needed;
• public authorities, courts or regulators where required by law.

We do not sell personal data.

Some of our service providers may process personal data outside the United Kingdom. Where that happens, we take reasonable steps to ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses or other recognised transfer mechanisms where required.

We keep personal data only for as long as reasonably necessary for the purposes described in this policy, including to provide the service, maintain security, resolve disputes, enforce our agreements and comply with legal obligations.

Retention periods may vary depending on the nature of the data, the customer’s account settings, legal requirements and whether the data forms part of audit, accounting, support or security records.

We use technical and organisational measures designed to protect personal data against unauthorised access, loss, misuse, alteration or disclosure. These measures may include access controls, authentication, permissions, encryption in transit, audit logging and role-based restrictions.

No system is completely immune from risk, and we cannot guarantee absolute security.

Depending on the circumstances, individuals may have the right to request access to personal data, rectification, erasure, restriction, objection, data portability or withdrawal of consent where consent is relied on.

Where Fleetwide Digital Ltd acts purely as processor on behalf of a customer, requests relating to employee or workforce data may need to be handled by that customer as the controller.

We would appreciate the opportunity to address concerns first. You may also have the right to lodge a complaint with the UK Information Commissioner’s Office.

We may update this Privacy Policy from time to time. The latest version published on our website will apply from its stated last updated date.