Privacy Policy

This privacy notice is issued by Fleetvend Ltd (“FleetVend”, “we”, “us”, “our”), the data controller responsible for personal data processed through our website, dashboard, mobile storefronts and related services.

Registered address: Unit 3 Stockwell Road, Cutliffe Farm, Taunton, Somerset, England, TA1 3FU.
Contact: privacy@fleetvend.co.uk

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).

Depending on how you interact with us, we may collect:

• Contact and enquiry data — name, business name, email, phone number and message content when you submit our demo or contact forms.
• Account data — for merchants using our dashboard: name, work email, role, and authentication credentials.
• Customer order data — when an end customer buys from a merchant’s mobile storefront: items purchased, price, time, vehicle/location reference and (where provided) email or phone for the receipt.
• Payment data — processed directly by our payment provider; we receive only a transaction reference and the last four digits of the card.
• Technical data — IP address, device type, browser, pages viewed, referring URL, and timestamps, collected via server logs and cookies.
• Correspondence — emails, support tickets and call notes when you contact us.

We do not knowingly collect special category data or data relating to children under 16.

• To respond to enquiries and provide demos — legitimate interests (running and growing our business) and, where applicable, steps prior to entering a contract.
• To provide the FleetVend platform to merchants — performance of a contract.
• To process customer orders placed at a merchant’s mobile storefront — performance of a contract between the customer and the merchant; FleetVend acts as a processor for the merchant for this data.
• To send service emails (receipts, account notifications, security alerts) — performance of a contract / legitimate interests.
• To send marketing emails about FleetVend — consent (where required) or the “soft opt-in” under PECR for existing business contacts. You can unsubscribe at any time.
• To secure our systems and prevent fraud — legitimate interests and legal obligation.
• To comply with legal, tax and accounting obligations — legal obligation.

We use strictly necessary cookies to operate the site and, with your consent, analytics cookies to understand how visitors use FleetVend. You can withdraw consent at any time via your browser settings or our cookie banner where shown.

We share personal data only with trusted providers acting on our instructions, including:

• Cloud hosting and database providers (UK/EEA or covered by UK adequacy/IDTA safeguards).
• Email delivery and customer-support tools.
• Payment processors for handling transactions.
• Professional advisers (legal, accounting, insurance) where necessary.
• Law enforcement or regulators where required by law.

We do not sell personal data. Where data is transferred outside the UK, we rely on UK adequacy regulations or the International Data Transfer Agreement / Addendum with appropriate safeguards.

• Enquiry and marketing data: up to 24 months from last interaction.
• Merchant account data: for the duration of the contract and up to 7 years afterwards for tax and accounting purposes.
• Order and transaction records: 7 years (HMRC requirement).
• Server and security logs: typically up to 12 months.

Under the UK GDPR you have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate data.
• Request erasure of your data (in certain circumstances).
• Restrict or object to our processing.
• Request data portability.
• Withdraw consent at any time where processing is based on consent.
• Lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk — though we’d appreciate the chance to address your concern first.

To exercise any of these rights, email privacy@fleetvend.co.uk. We will respond within one month.

We use industry-standard technical and organisational measures to protect personal data, including encryption in transit, access controls, audit logging and least-privilege principles for staff access. No system is ever 100% secure, and we cannot guarantee absolute security.

We may update this notice from time to time. Material changes will be communicated by email to account holders or via a notice on this page. The “Last updated” date at the top reflects the latest version.

Questions about this notice or how we handle your data? Email privacy@fleetvend.co.uk or write to us at Fleetvend Ltd, Unit 3 Stockwell Road, Cutliffe Farm, Taunton, Somerset, England, TA1 3FU.