FleetGS

Last updated: May 2026

Privacy Policy

This policy explains what personal data Rapid Dev Ltd (trading as FleetGS) collects through the FleetGS web platform and the FleetGS mobile app, 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

Rapid Dev Ltd is a company registered in England and Wales under company number 08515816. We trade as FleetGSand operate the FleetGS fleet management platform — a SaaS product (web + mobile app) that helps UK businesses manage their vehicles, drivers, and jobs.

For the purposes of UK data protection law, Rapid Dev Ltd is the Data Controller for account, billing, and FleetGS marketing data. For fleet and driver data entered by fleet managers (including driver location, work hours, photos, and incident records), Rapid Dev Ltd acts as a Data Processor on behalf of the fleet operator (who is the Data Controller for that data).

Contact details

  • Company: Rapid Dev Ltd (trading as FleetGS)
  • Company number: 08515816
  • Registered office: 12 Grizedale Close, Rochester, ME1 2UX, United Kingdom
  • ICO registration number: C1941286
  • General enquiries: info@rapiddev.co.uk
  • Data protection enquiries / DPO (Sebastian Pienio): privacy@rapiddev.co.uk

You can verify our ICO registration on the ICO's public register under registration number C1941286.

2. What data we collect

Account data

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

  • Name, email address, phone number
  • Company name and address
  • Job title or role
  • Password (stored as a one-way hash — we cannot see it)
  • Profile photo (if you upload one)

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/AdBlue data (where available from connected hardware)

Driver data

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

  • Full name, email, phone number
  • Driver's licence number
  • Profile photo
  • Work hours and shift records
  • Job assignments and location history

If you are a driver whose data has been added by your employer, please see Section 12 for information about your rights.

Mobile app data (FleetGS Driver and FleetGS Manager apps)

When you use the FleetGS mobile app, we additionally process:

  • Precise location — collected in the foreground while the app is open, and in the background only while a work shift is active. Background tracking stops automatically the moment you end your shift.
  • Photos uploaded for vehicle inspections, damage reports, incident reports, and expense receipts. Inspection and incident photos are associated with the relevant vehicle and shift record.
  • Third-party information in incident reports — names, contact details, and vehicle details of other drivers and witnesses, as entered by you when reporting an incident. This information is processed under our legitimate interest in establishing, exercising, and defending legal and insurance claims.
  • Push notification tokens — used to deliver shift updates, dispatch notifications, and incident alerts via Apple Push Notification service (APNs) on iOS and Firebase Cloud Messaging (FCM) on Android.
  • Device information — device type, operating system version, app version, and a non-resettable installation identifier used for crash diagnostics.

Analytics & product usage data

With your consent (where required), we use PostHog to understand how the platform and mobile app are used:

  • Pages visited, screens viewed, and features used
  • Buttons clicked, forms submitted, and key product interactions
  • Error logs, performance data, and timestamps of logins and key actions
  • Session replays in the mobile app, with all images and free-text content automatically masked. We cannot see photos, names, or any other content you enter — only the structure of your interaction with the UI.

PostHog data is stored on PostHog's European Union infrastructure (eu.posthog.com). You can opt out of analytics from the mobile app settings or the website cookie banner at any time.

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, contact us, or use the mobile app
  • From the mobile app — location, photos, inspection answers, and incident reports submitted via the FleetGS Driver / Manager apps
  • 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 and diagnostic data collected as 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 (Art. 6(1)(b)) — processing your account data, shift location, and inspection/incident records to provide the service your employer or you have subscribed to
  • Legitimate interests (Art. 6(1)(f)) — improving the platform, detecting fraud, ensuring security, defending legal and insurance claims (including processing third-party witness and incident data), and sending relevant product updates to existing customers
  • Legal obligation (Art. 6(1)(c)) — retaining records required by HMRC, DVSA, or other regulatory bodies
  • Consent (Art. 6(1)(a)) — for optional product analytics and session replay, and for marketing to prospective customers. You can withdraw consent at any time.

If an incident photo unintentionally contains health information (for example, an injury), we process that data under Article 9(2)(f) — establishment, exercise, or defence of legal claims.

5. How we use your data

  • Providing and maintaining the FleetGS platform and mobile app
  • Tracking active work shifts so fleet managers can dispatch jobs and respond to incidents
  • Recording vehicle inspections, damage reports, and incident reports
  • Processing payments and managing subscriptions
  • Sending compliance alerts (MOT expiry, licence checks) and push notifications
  • 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 (subprocessors)

We do not sell your data. We only share it with the following processors where necessary to provide the service, and only the minimum data required:

  • Hetzner Online GmbH — cloud hosting, database, and file storage. All FleetGS application data is stored in Hetzner's Nuremberg, Germany data centres (European Union).
  • PostHog (EU) — product analytics and mobile session replay, stored on European Union infrastructure (eu.posthog.com). All images and text content in mobile session replays are masked.
  • Stripe — payment processing. Card data is sent directly to Stripe and not stored by us.
  • Expo (Expo Application Services) — mobile app build, over-the-air update delivery, and push-notification routing.
  • Apple (APNs) and Google (FCM) — delivery of push notifications to iOS and Android devices respectively.
  • RAM Tracking, GeoTab, Teltonika — only if you connect one of these integrations. Data flows from their APIs into FleetGS under your authorisation.
  • DVLA / DVSA — we query official APIs to retrieve MOT and vehicle data. We do not share your personal data with them.
  • Email delivery provider — for transactional emails such as password resets and account notifications.
  • Crash and error reporting — we may use a crash reporting service (e.g. Sentry) to diagnose bugs. Crash reports include device type, OS version, app version, and a stack trace.
  • Legal authorities — if required to do so by law or a valid legal order.

Enterprise customers can request a list of our current subprocessors and a signed Data Processing Agreement (DPA) by emailing privacy@rapiddev.co.uk.

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
  • Shift location history — retained for 12 months from the date of the shift, then deleted
  • Inspection, damage, and incident records (including photos) — retained for up to 7 years to meet insurance and legal-claim obligations
  • 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 / analytics data (PostHog) — retained for up to 12 months
  • Crash / diagnostic logs — retained for up to 90 days

After these periods, data is securely deleted or anonymised. See Section 10 for how to delete your account.

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 privacy@rapiddev.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 (with consent) understand how people use our platform. For a full breakdown, see our Cookie Policy.

10. Deleting your account

FleetGS accounts are provisioned by the fleet operator (your employer), who is the Data Controller for your work-related data. To delete your account or erase your personal data:

  • If you are a driver, contact your fleet manager first — they can deactivate your account from the FleetGS web platform.
  • If you are a fleet manager or company admin, you can close your company's subscription from the web platform's account settings.
  • For any account, you can submit a deletion request via our account deletion request page or email privacy@rapiddev.co.uk from your registered email address.

When your account is deleted, we erase your personal details (name, phone, address, email, profile photo) and revoke all access tokens. Inspection, damage, and incident records you submitted are retained in anonymised form (linked to a non-identifying reference, not to you) because we are legally required to keep those records for insurance and regulatory purposes.

11. International transfers

Your data is stored within the European Union — specifically Hetzner's Nuremberg, Germany data centres. Product analytics data (PostHog) is also stored in the EU.

Push notifications are delivered to iOS devices via Apple Push Notification service (United States) and to Android devices via Firebase Cloud Messaging (United States). The only data shared with these services is the encrypted notification payload and your device's push token. Transfers rely on the UK Extension to the EU-US Data Privacy Framework (the "UK-US Data Bridge") and standard contractual clauses where required.

12. If you are a driver

If your employer uses FleetGS, your personal data (name, licence number, work hours, location during shifts, photos you submit) may have been added to the platform by your fleet manager — or by you, via the mobile app, while at work. In this case, your employer is the Data Controller for that data and Rapid Dev Ltd 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 privacy@rapiddev.co.uk.

13. Children

FleetGS is a business tool intended for use by employed adults. The app and platform are not directed at children, and we do not knowingly collect personal data from anyone under 16. If you believe a child's data has been submitted, please contact us and we will delete it.

14. Contact us and your right to complain

If you have any questions about this policy or how we handle your data, please contact our DPO, Sebastian Pienio:

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.