Privacy Policy

1.1

This Privacy Policy explains how HiFleet Ltd (“HiFleet”, “we”, “us” or “our”) collects, uses, shares and protects personal data when you use our website and mobile application (together, the “Service”), together with your rights in relation to that data.

1.2

By logging in to and using the Service, you accept this Privacy Policy and agree to the ways in which we use and share data as set out below.

1.3

We are the controller of the personal data described in this policy, except where we act on behalf of a business customer (see clause 11). Our details are set out below:

(a)

Company: HiFleet Ltd, registered in England and Wales, company number 16405153.

(b)

Registered office: 124 City Road, London, England, EC1V 2NX.

(c)

ICO registration number: ZC000903.

(d)

Contact: info@hifleet.co.uk.

1.4

We handle personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 (as amended by the Data (Use and Access) Act 2025) and the Privacy and Electronic Communications Regulations 2003 (PECR).

2.1

HiFleet provides a fleet management and compliance platform through our website and mobile app. This covers digital tachograph and driver-card analysis, drivers’ hours and working-time monitoring, infringement reporting, and related fleet management and compliance tools.

2.2

We provide the data and analysis; we do not take on your compliance. The Service is designed to help you manage compliance, but the legal responsibility for meeting drivers’ hours, tachograph, working-time, operator-licensing and other obligations remains with you. We are not responsible for your compliance, or for the decisions you take using the Service. Please see clause 11.

3.1

Depending on how you use the Service, we may collect the following:

(a)

Account and identity data: name, job title, employer or organisation, username and password.

(b)

Contact data: email address, telephone number and business address.

(c)

Driver and compliance data: where you upload or connect it, driver names, driver (tachograph) card numbers, driving, break, rest and working-time records, infringements, vehicle registrations and assignments, and, where provided, driving-licence details. This data is normally processed on behalf of the operator (see clause 11).

(d)

Vehicle and location data: vehicle information and, where applicable, journey or telematics location data used to deliver fleet management features.

(e)

Billing data: billing address and subscription details. Card payments are handled by our payment providers, and we do not store full card numbers.

(f)

Usage and technical data: IP address, device identifiers, device and operating-system type, app version, log data, features used, and the dates and times of access.

(g)

Communications: records of your correspondence with us, including support requests and feedback.

(h)

Cookies and similar technologies, as described in clause 5.

4.1

We use personal data for the purposes set out in the table below, relying on the lawful basis shown alongside each purpose.

4.2

Where we rely on legitimate interests, we have weighed those interests against your rights. Where we rely on consent, such as for certain cookies or marketing, you may withdraw it at any time.

5.1

Our website and app use cookies and similar technologies to operate the Service, remember your preferences, keep it secure and help us understand how it is used. Non-essential cookies, such as analytics, are used only with your consent, which you give through our cookie banner and can change at any time.

6.1

By logging in and using the Service, you agree that we may use data processed through the Service, including usage data and, where relevant, data that you upload, to operate, maintain, improve and develop the Service and to train and improve our analytical and machine-learning models. Where it is practical to do so, we aggregate or de-identify the data used for these purposes so that it no longer identifies individuals.

7.1

We do not sell your personal data, and we do not share it with other organisations for their own purposes.

7.2

We disclose personal data only in the following limited circumstances:

(a)

Authorities, when legally required. We disclose personal data to regulators, authorities, law enforcement or the courts (for example the DVSA, Traffic Commissioners, the police, HMRC or a court) where we are legally required or obliged to do so.

(b)

Service providers acting for us. Trusted providers who help us operate the platform, such as secure hosting and payment processing, may process data strictly on our instructions and under contract, and may not use it for their own purposes.

(c)

With your express agreement. We will not share your data with any other party unless you have expressly agreed.

(d)

Business transfers. If we sell or reorganise our business, data may pass to a successor, who must continue to protect it.

8.1

We process personal data in the UK wherever possible. If any data is transferred outside the UK to a country that is not covered by UK adequacy regulations, we put appropriate safeguards in place, such as the ICO’s International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, together with any additional measures needed to protect it.

9.1

We keep personal data only for as long as we need it for the purposes set out in this policy and to meet our legal, accounting and record-keeping obligations. Tachograph, drivers’ hours and working-time records are retained for the periods required by law and in accordance with the operator’s instructions. When we no longer need data, we securely delete or anonymise it.

10.1

We use appropriate technical and organisational measures, including access controls, encryption in transit and secure hosting, to protect personal data against loss, misuse and unauthorised access. No system is completely secure, but we work to protect your data and to respond promptly to any incident.

11.1

If you use the Service on behalf of an organisation, for example as a transport operator uploading driver and tachograph data, you are the controller of that data and we act as your processor, handling it on your instructions.

11.2

As controller, you are responsible for:

(a)

having a valid lawful basis for the driver and compliance data you put into the Service;

(b)

informing your drivers and staff about how their data is used;

(c)

keeping the data accurate and using it lawfully; and

(d)

responding to your drivers’ data protection rights.

11.3

HiFleet provides the platform and the analysis. We are not responsible for how you use the Service, or for your compliance with data protection or any other laws.

12.1

Under UK data protection law you have the right to be informed, to access your data, to have it corrected, to have it erased in certain circumstances, to restrict or object to processing, to data portability, and to withdraw consent where we rely on it. Where we process data on behalf of an operator, please contact that operator to exercise your rights, and we will support them in responding.

12.2

To exercise your rights or ask a question, please email info@hifleet.co.uk. We will respond within one month. For complex requests we may extend this by up to two further months, and we will tell you if we do.

13.1

The Service is intended for business and professional use and is not directed at children under 18. We do not knowingly collect data from children.

14.1

We may update this policy from time to time. We will post the updated version here and change the “Last updated” date shown above.

15.1

If you have any questions, wish to exercise your rights, or want to make a data protection complaint, please contact us by email at info@hifleet.co.uk or by post at HiFleet Ltd, 124 City Road, London, England, EC1V 2NX.

15.2

We will acknowledge your complaint, investigate it without undue delay and keep you informed of the outcome.

15.3

If you remain dissatisfied, you have the right to complain to the Information Commissioner’s Office (ICO), at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF (helpline 0303 123 1113; www.ico.org.uk). We would, however, appreciate the opportunity to resolve your concerns before you approach the ICO.