Privacy Policy — SmartFleet Compliance
SmartFleet Compliance

Privacy Policy

Last updated: January 2026

1. Who We Are

SmartFleet Compliance Automation Ltd (“SmartFleet”, “we”, “us”) is a company registered in England and Wales. We provide compliance automation, monitoring, and reporting services for commercial vehicle fleets.

Email: hello@smartfleetcompliance.co.uk

2. Scope of This Policy

This Privacy Policy explains how we collect, use, store, and protect personal data when you:

  • Visit our website
  • Contact us or request a service
  • Use our compliance automation services
  • Receive reports, alerts, or emails from us

Our services are provided exclusively to businesses (B2B).

3. Data Controller & Data Processor Roles

Depending on the context:

  • We act as a Data Controller for website, sales, and marketing data
  • We act as a Data Processor for fleet, vehicle, and operational data provided by customers

Customers remain the Data Owners of all fleet and operational data.

4. Data We Collect

We may collect the following categories of data:

  • Contact details (name, email, phone, company name)
  • Vehicle identifiers (registration numbers, asset IDs)
  • Compliance-related dates (MOT, tachograph calibration, inspections)
  • Usage data related to reports, alerts, and communications

We do not intentionally collect sensitive personal data.

5. Data Sources

Data processed by SmartFleet may originate from:

  • Information provided directly by customers
  • Uploaded files (CSV, spreadsheets)
  • Emails sent to SmartFleet
  • Third-party systems and APIs (where enabled)

Third-party data is processed “as received” without independent verification.

6. Purpose & Legal Basis

We process data under UK GDPR Article 6 on the basis of:

  • Performance of a contract
  • Legitimate business interests
  • Legal obligations

Data is used solely to deliver services, generate reports, send alerts, and operate our business.

7. AI & Automated Processing

SmartFleet uses automated workflows and AI-assisted systems to:

  • Aggregate and structure data
  • Generate reports and summaries
  • Trigger reminders and alerts

Automated outputs are informational only and must be reviewed by customers. No automated decision-making with legal or significant effect is performed.

8. Data Sharing

We do not sell personal data. Data may be shared with:

  • Email delivery providers
  • Hosting and infrastructure providers
  • Workflow automation platforms

All providers are bound by appropriate data protection agreements.

9. Data Retention

Data is retained only as long as necessary to provide services or meet legal obligations. After termination, data may be retained for a limited period for backup and audit purposes.

10. Security Measures

We apply technical and organisational measures including:

  • Encrypted data transmission
  • Access controls and role separation
  • Limited data access on a need-to-know basis

However, no system can be guaranteed 100% secure.

11. Your Rights

You have the right to:

  • Request access to your personal data
  • Request correction or deletion
  • Object to certain processing
  • Lodge a complaint with the UK ICO

12. International Transfers

Where data is processed outside the UK, appropriate safeguards are applied in accordance with UK GDPR.

13. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be published on our website.

14. Contact

Questions regarding privacy or data protection should be sent to:
hello@smartfleetcompliance.co.uk