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Privacy Policy

We treat the privacy of any personal data that we hold with the same care and respect that we would want our data to be treated. Fleet Service GB is committed to complying with the Data Protection Act 2018 and the EU General Data Protection Regulation (GDPR). This privacy policy explains how we collect, store, and use any personal data about you that we collect, be it provided by you, your employer or a third-party.

Fleet Service GB logo

About us

Fleet Service GB (registered as Fleet Service (Great Britain) Limited) provides fleet management services in conjunction with our clients. If your employer contracts Fleet Service GB to provide services, then responsibility of the data we hold is jointly controlled by us and our employer.

Fleet Service GB is registered at The Stonehouse, Notton Business Park, Notton, Lacock, Chippenham, SN15 2NF.

If you have any questions about the data we hold or how we treat or process that data please contact: Customer Services via e-mail at customerservices@fleetservicegb.co.uk or call the team on 03332 200 501.

Fleet Service GB is a UK based company and therefore following Brexit we have appointed IT Governance Europe Limited to act as our EU Representative if you are an EU citizen and wish to exercise your rights under the EU General Data Protection Regulation (GDPR), or have any queries in relation to your rights or privacy matters generally please email our Representative at eurep@itgovernance.eu or post your request or query to:

EU Representative, IT Governance Europe, The Mill, Newtown Link Rd, Stagreenan, Drogheda, Co. Louth, A92 CD3D, Ireland

When contacting our Representative please ensure you include our company name in any correspondence you send.
Fleet Service GB is registered with the ICO, our registration number is ZA201610.

Fleet Service GB is an ISO 27001:2013 registered company; certificate number: 289802018

What does this policy cover?

This privacy policy applies to your use of Fleet Service GB online services (defined as any site with an address ending fleetservicegb.co.uk) and the Fleet Service GB App and our use of your personal information.

What information do we collect?

a. Device information

When viewing our website, our hub or using the Fleet Service GB App we automatically collect some technical and usage information to help us deliver the best experience and investigate any issues that may arise. This includes:

  • IP (internet protocol) address.
  • Device ID.
  • Browser type.
  • Browser version.
  • Device type.
  • Push notification token.
  • User journey using cookie tracking


b. Information about you (where your employer takes services with Fleet Service GB)

When your employer contracts Fleet Service GB to undertake fleet management on their behalf, we collect, hold and process the following data. The data held will depend on the exact services taken. Please contact either your employer or Fleet Service GB to obtain an exact list for your specific circumstances.

  • Your name.
  • Your address.
  • Job title.
  • Your phone number(s).
  • Your e-mail address.
  • Your date or birth.
  • Your national insurance number.
  • The registration number of your private vehicle (when used for business purposes).
  • Your location (temporarily for recovery during a breakdown).
  • Your driving licence number.
  • Your driving convictions.
  • Your accident history.
  • Driving profile.
  • Telematics driving score.
  • Details of vehicle related fines and charges.
  • Details of consent provided for the purposes of licence checking.


c. Information about you (where you have requested product information as a potential client)

  • Your name.
  • Your e-mail address.
  • Your employers name.
  • Your phone number(s).

d. Information about you (where you have applied for, or work for Fleet Service GB)

  • Your name.
  • Your e-mail address.
  • Copy of passport or other photo ID.
  • Employment history.
  • National insurance number.
  • Right to work information.
  • Education history.
  • Bank details.
  • Emergency contact details.


e. Audit information

We collect tracking information about any data changes that you may make when using our systems. This provides an audit log for us to track and understand how the data is updated and to correct any erroneous updates. We have a legitimate business interest in processing this data to ensure data integrity and auditing for dealing with any potential data issues.

How we collect your information

We collect data both directly from you but also via your employer when they take Fleet Service GB provided services. We also obtain some information from third party providers such as the DVLA for licence checking and telematics providers your employer may use.

How we use your information

The primary use of your information is to provide you and your employer with the services we are contracted to supply related to fleet and driver management. This includes, but is not limited to:

  1. Scheduled messaging via SMS, push notifications, and e-mail with important information about your vehicle, compliance, and bookings.
  2. Arranging collection and delivery of your vehicle for maintenance or repair.
  3. Arranging collection and delivery of rental or new vehicles.
  4. Processing of accident claims through insurance companies.
  5. Processing of fines or NIPs.
  6. Maintaining a driver history.
  7. Dealing with third party services on behalf of your employer such as parking services, low emission zone services, fuel card services.
  8. Reporting trends to your employer.
  9. Assessing training needs based on driving behaviour.

Your employer may also use the data that we hold for their needs and processes as your employer.

How we share your information

We may share your personal information with our supplier network in order to fulfil a request made by you or by your employer on your behalf, such as providing a home address to attend a vehicle breakdown.

We may share your personal information with your employer’s insurance company where you have been involved in an incident.

We may share your personal information where a parking offence or notice of indented prosecution is received for a vehicle you are driving for your employer.

In some circumstances we may be required by law to disclose your personal information. This could be through a court order or because the police or other legal or regulatory enforcement agency has requested it.

We require that all third parties with whom we may share your personal information treat it as confidential and comply fully with all applicable UK data protection laws.

Data processors

The following data processors are used by Fleet Service GB for core activities, other data processors may be used as detailed above. Please contacts Fleet Service for a full list specific to the services offered to you.

Google

  • Processing of user journey analytics of web site usage.
  • Processing of push notifications for the Fleet Service GB App.

Microsoft

  • Provision of e-mail services.
  • Provision of electronic document storage services.
  • Cloud hosting providing used to store the data we collect.

SMTP2GO

  • E-mail sending provider, used to send e-mails from our hub.

RingCentral

  • Provision of telephone services including call recording.

Bird

  • Provision of SMS text messaging.

Workbooks

  • Provision of CRM services for existing and potential clints.

HubSpot

  • Provision of CRM services for marketing requests.

How we store your information

All data collected by Fleet Service GB is kept on systems located in the EEA (European Economic Area) with the majority being based in the UK.

Our primary data store and associated backups are encrypted and all internet traffic is sent using HTTPS protocol to ensure secure communications.

How long do we keep your personal data?

Once you either leave your employer or your employer terminates their contract with Fleet Service GB then your data will be marked for data clearing. Data clearing is delayed for a period of time agreed with your employer and dependent upon the type and purpose of data to ensure that any subsequent queries can be dealt with. Please contact us for specific data retention schedules as agreed with your employer.

As per both the Data Protection Act 2018 and the EU GDPR you have the right to request that your data be removed from our systems at an earlier date and this will be agreed with your employer.

Licence checking consent data is held for 7 years as required as proof of initial consent by the DVLA.

What rights do you have?

You have the right to have any personal information held about you corrected if it is not accurate. Where possible your data can be edited directly by you but if not, you can contact our Customer Services Team.

You have the right to request a copy of the personal data we hold about you. Where possible you can access and view the data that we are holding. If you are unsure how to access your data or require additional assistance you can contact our Customer Services Team.

You have the right to take your personal data with you. Your data can be provided to you in an industry standard format as required.

You have the right, in certain circumstances, to object to our processing of your personal information. Please contact our Customer Services Team if you wish to object to any processing of your data.

You have the right to have your data erased. If you feel your data is being held longer than it needs to be you can contact our Customer Services Team to discuss your rights and any issues you may have with our processing and storage of your data.

Who do I contact?

Your information is collected and processed both by Fleet Service GB and your employer depending on the services being taken and how your employer uses our system. Please direct any questions and queries to Fleet Service GB in the first instances where it can then be directed to your employer if required.
You can contact Fleet Service GB on 03332 200 501 or via email to customerservices@fleetservicegb.co.uk or via post to Fleet Service GB, The Stonehouse, Notton Business Park, Notton, Lacock, Chippenham, SN15 2NF.

Fleet Service GB is a UK based company and therefore following Brexit we have appointed IT Governance Europe Limited to act as our EU Representative if you are an EU citizen and wish to exercise your rights under the EU General Data Protection Regulation (GDPR), or have any queries in relation to your rights or privacy matters generally please email our Representative at eurep@itgovernance.eu or post your request or query to:

EU Representative, IT Governance Europe, The Mill, Newtown Link Rd, Stagreenan, Drogheda, Co. Louth, A92 CD3D, Ireland

When contacting our Representative please ensure you include our company name in any correspondence you send.