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Privacy Policy for Smartfleet UK Online Mobile Application

Effective Date: 07/05/2026

SmartFleet UK (“we”, “our”, “the service”) provides fleet management tools for transport companies, including real‑time driver tracking, job management, proof‑of‑delivery capture, timesheets, and expense submissions. This Privacy Policy explains how we collect, use, store, and protect personal data when drivers and administrators use the SmartFleet UK mobile application and platform.

By using SmartFleet UK, you agree to the practices described in this policy.

1. Information We Collect

1.1 Location Data (Foreground & Background)

SmartFleet UK collects precise GPS location, including when the app is running in the background. This is required for:

  • Real‑time driver tracking
  • Route progress monitoring
  • Automatic arrival/departure detection (geo‑fencing)
  • Accurate job timestamps
  • Safety and compliance reporting

Drivers are notified via a persistent foreground notification whenever tracking is active.

1.2 Device Information

We may collect:

  • Device model
  • Operating system version
  • Unique device identifiers
  • Network information
  • Crash logs and diagnostics

This helps us maintain app stability and security.

1.3 Account & Profile Information

We collect:

  • Driver name
  • Email address
  • Company assignment
  • Authentication tokens

This is required to authenticate users and link activity to the correct fleet.

1.4 Job & Operational Data

We collect operational data such as:

  • Job assignments
  • Proof‑of‑delivery (POD) uploads
  • Digital signatures
  • Photos
  • Timesheets
  • Expense submissions

This data is stored securely and made available to the fleet operator.

2. How We Use Your Information

We use collected data to:

  • Provide real‑time fleet visibility
  • Track driver progress and job completion
  • Generate arrival/departure events
  • Improve safety and compliance
  • Sync data between driver devices and the fleet dashboard
  • Diagnose and fix technical issues
  • Prevent fraud or misuse

We do not use location data for advertising or marketing.

3. Legal Basis for Processing

We process data under:

  • Legitimate interest (fleet management, safety, compliance)
  • Contractual necessity (providing the service to your employer)
  • User consent (location permissions on the device)

Drivers may withdraw consent for location access at any time via device settings, but doing so will disable core functionality.

4. Data Sharing

We do not sell personal data.

We may share data only with:

  • The fleet operator or employer using SmartFleet UK
  • Service providers who host or process data on our behalf
  • Law enforcement if legally required

All data sharing is strictly controlled and logged.

5. Data Storage & Security

We use industry‑standard security measures including:

  • Encrypted data transmission (HTTPS/TLS)
  • Secure token‑based authentication
  • Access controls for fleet administrators
  • Encrypted storage for sensitive data

Data is stored on secure servers located in the United Kingdom or EU‑compliant regions.

6. Data Retention

We retain data only as long as necessary for:

  • Legal compliance
  • Operational reporting
  • Fleet management requirements

Drivers may request deletion of personal data via their fleet operator or by contacting us directly.

7. Your Rights

Depending on your region, you may have the right to:

  • Access your data
  • Correct inaccurate data
  • Request deletion
  • Restrict processing
  • Object to processing
  • Request data portability

To exercise these rights, contact us using the details below.

8. Children’s Privacy

SmartFleet UK is intended for professional adult drivers only. It is not directed at children under 18, and we do not knowingly collect data from minors.

9. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated “Last updated” date.

10. Contact Us

If you have questions about this Privacy Policy or wish to make a data request, contact:

SmartFleet UK – Data Protection
Email: support@smartfleetuk.online
Website: https://www.smartfleetuk.online