FleetGS

Last updated: April 2026

Privacy Policy

We take your privacy seriously. This policy explains what personal data FleetGS Ltd collects, why we collect it, how we use it, and what rights you have. We've written it in plain English — if anything is unclear, please get in touch.

1. Who we are

FleetGS Ltd is a company registered in England and Wales. We operate the FleetGS fleet management platform — a SaaS product that helps UK businesses manage their vehicles, drivers, and jobs.

For the purposes of UK data protection law, FleetGS Ltd is the Data Controller for account and billing data. For fleet and driver data entered by fleet managers, FleetGS acts as a Data Processor on behalf of the fleet operator (who is the Data Controller for that data).

Contact details

We are registered with the Information Commissioner's Office (ICO). You can verify our registration on the ICO's public register.

2. What data we collect

Account data

When you sign up, we collect the information needed to create and manage your account:

  • Name and email address
  • Company name and address
  • Job title or role
  • Password (stored as a one-way hash — we cannot see it)

Vehicle data

To provide fleet management functionality, we process:

  • Vehicle registration numbers
  • GPS location data (live and historical)
  • MOT expiry dates and service history
  • Vehicle make, model, and year
  • Mileage and fuel data (where available from connected hardware)

Driver data

Fleet managers add driver profiles to the platform. This typically includes:

  • Full name
  • Driver's licence number
  • Profile photo
  • Work hours and shift records
  • Job assignments and location history
  • Contact details (where provided by the fleet manager)

If you are a driver whose data has been added by your employer, please see Section 11 for information about your rights.

Usage data

  • IP address and browser type
  • Pages visited and features used within the platform
  • Error logs and performance data
  • Timestamps of logins and key actions

Payment data

Payments are processed by Stripe. We do not store your card details — they go directly to Stripe's secure servers. We retain billing records (amounts, dates, invoices) for accounting and legal purposes. Stripe's privacy policy applies to payment data: stripe.com/gb/privacy.

3. How we collect your data

  • Directly from you — when you sign up, fill in forms, or contact us
  • From connected tracking hardware — via integrations with RAM Tracking, GeoTab, or Teltonika (GPS and telematics data)
  • From DVLA / MOT APIs — we look up vehicle MOT status and registration details using official government APIs
  • Automatically — usage data collected when you use the platform

4. Legal basis for processing

Under UK GDPR, we need a legal basis for every type of processing. Here's ours:

  • Contract performance — processing your account data and providing the service you've subscribed to
  • Legitimate interests — improving the platform, detecting fraud, ensuring security, and sending relevant product updates to existing customers
  • Legal obligation — retaining records required by HMRC, DVSA, or other regulatory bodies
  • Consent — where we rely on consent (e.g. marketing to prospective customers), you can withdraw it at any time

5. How we use your data

  • Providing and maintaining the FleetGS platform
  • Processing payments and managing subscriptions
  • Sending compliance alerts (MOT expiry, licence checks)
  • Generating reports for fleet managers
  • Responding to customer support requests
  • Diagnosing technical issues and improving performance
  • Sending product updates and relevant information (you can opt out anytime)
  • Complying with legal and regulatory obligations

6. Who we share your data with

We do not sell your data. We only share it with third parties where necessary to provide the service or comply with the law:

  • Stripe — payment processing. Data transferred under UK GDPR-compliant mechanisms.
  • Amazon Web Services (AWS) — cloud hosting and data storage. Data is stored in AWS eu-west-2 (London).
  • RAM Tracking, GeoTab, Teltonika — only if you connect one of these integrations. Data flows from their APIs to FleetGS under your authorisation.
  • DVLA / DVSA — we query official APIs to retrieve MOT and vehicle data. We do not share your data with them.
  • Legal authorities — if required to do so by law or a valid legal order.

7. How long we keep your data

  • Active account data — retained for the duration of your subscription and for 30 days after cancellation, to allow for reactivation or data export
  • DVSA / compliance records — retained for 5 years to meet legal obligations relating to fleet operator compliance
  • Billing records — retained for 7 years in line with HMRC requirements
  • Usage / log data — retained for up to 12 months

After these periods, data is securely deleted or anonymised.

8. Your rights

Under UK GDPR, you have the following rights:

  • Access — request a copy of the personal data we hold about you
  • Rectification — ask us to correct inaccurate data
  • Erasure — ask us to delete your data ("right to be forgotten")
  • Restriction — ask us to limit how we process your data
  • Portability — receive your data in a machine-readable format
  • Object — object to processing based on legitimate interests
  • Withdraw consent — where processing is based on consent

To exercise any of these rights, email us at dpo@fleetgs.co.uk. We'll respond within 30 days. For more detail, see our GDPR & Data Rights page.

9. Cookies

We use cookies to keep you logged in, remember your preferences, and understand how people use our platform. For a full breakdown, see our Cookie Policy.

10. International transfers

Your data is stored on AWS eu-west-2 (London), within the UK. Where data is transferred outside the UK (for example, if a third-party service processes data in the EU or US), we ensure appropriate safeguards are in place — including UK adequacy decisions or standard contractual clauses.

11. If you are a driver

If your employer uses FleetGS, your personal data (name, licence number, work hours, location) may have been added to the platform by your fleet manager. In this case, your employer is the Data Controller for that data — FleetGS processes it on their behalf.

To exercise your data rights, you should contact your employer in the first instance. If you believe your data is being processed unlawfully or your employer is not responding, you are also welcome to contact us at dpo@fleetgs.co.uk.

12. Contact us and your right to complain

If you have any questions about this policy or how we handle your data, please contact us:

If you're not happy with how we've handled your data, you have the right to complain to the Information Commissioner's Office (ICO) — the UK's data protection regulator. You can report a concern at ico.org.uk or call their helpline on 0303 123 1113.