Privacy policy

SwiftFleet Privacy Policy

Effective Date: 28/09/2025

Last Updated: 28/09/2025

Company Name: SwiftFleet

Email: support@swiftfleet.co.uk

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1. Purpose of This Policy

This Privacy Policy explains how SwiftFleet (“SwiftFleet”, “we”, “our”, “us”) collects, stores, uses, protects, and shares your personal information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our platform, booking an inspection, or submitting any personal information to SwiftFleet, you confirm that you have read and agreed to this policy.

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2. Who This Policy Applies To

This policy applies to:

• Customers booking inspections

• Visitors to our website or app

• Individuals contacting SwiftFleet by phone, email, or through any platform-integrated communication channel

It does not apply to freelance mechanics who are subject to a separate data processing agreement.

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3. What Data We Collect

We collect the minimum necessary data to operate, verify, and protect the platform:

3.1 Personal Information

• Full name

• Email address

• Phone number

• Billing and payment details (via third-party processors only)

• Booking and service history

3.2 Technical Data

• IP address

• Device and browser information

• Session logs

• Location (if permission granted)

3.3 Vehicle & Inspection Data

• Vehicle registration, make, model, and location

• Inspection photos, reports, comments, and ratings

• Feedback submitted by you or about your experience

We do not collect sensitive personal data (race, religion, biometrics, etc.).

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4. How We Use Your Data

Your data is used strictly for the following purposes:

• Processing and managing your bookings

• Communicating with you about your inspection

• Assigning you to available mechanics

• Preventing fraud, abuse, and misuse of the platform

• Analysing trends and service usage (anonymised where possible)

• Complying with legal obligations (e.g. HMRC, law enforcement requests)

We do not use your personal data for:

• Unsolicited marketing

• Data resale

• Automated profiling that produces legal effects

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5. Lawful Basis for Processing

SwiftFleet processes your data under the following lawful grounds:

• Contractual necessity: To fulfil our agreement with you when you book an inspection

• Legitimate interests: To prevent fraud, improve security, and enhance service

• Legal obligation: Where required to comply with UK laws

• Consent: For optional services like marketing (opt-in only)

You can withdraw your consent for marketing or tracking cookies at any time.

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6. Data Sharing & Disclosure

SwiftFleet shares your data only when necessary and strictly controlled, including:

• With freelance mechanics assigned to your booking

• With payment providers for secure transactions (e.g. Stripe, Apple Pay)

• With cloud storage and service providers under strict data processing terms

• With law enforcement or regulators when legally compelled

• With analytics providers (in anonymised or aggregated form only)

We never sell, rent, or trade your data to third parties.

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7. International Transfers

Your data is hosted primarily in the United Kingdom and European Union. If any data is processed outside these areas, it will be subject to:

• UK adequacy regulations, or

• Binding contracts incorporating Standard Contractual Clauses (SCCs) as approved by the UK ICO

No transfer happens without a legal basis and documented protection.

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8. Data Security

We apply enterprise-grade security protocols, including:

• Encryption of data in transit and at rest

• Firewall and intrusion detection systems

• Access control and role-based data access

• Staff confidentiality agreements and GDPR training

• Secure data centres with restricted physical access

Despite best efforts, no system is 100% immune to breach. In the event of a serious data breach, you will be notified as required by law.

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9. Data Retention

We retain personal data only as long as necessary:

• Customer booking records: 6 years (for legal/accounting compliance)

• Inspection reports: 3 years (audit and fraud defence)

• Contact history: 2 years

• Marketing consent records: until withdrawn or expired

When no longer needed, your data is securely deleted or anonymised.

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10. Your Rights

Under UK GDPR, you have the following rights:

• Access – Request a copy of the data we hold

• Rectification – Correct inaccurate data

• Erasure – Request deletion of your data (where legally possible)

• Restriction – Ask us to stop processing your data in certain cases

• Objection – Object to processing based on legitimate interest

• Data portability – Request transfer of your data to another provider

To exercise any of these rights, email:support@swiftfleet.co.uk

We may need to verify your identity before acting on the request.

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11. Cookie Policy

We use cookies for:

• Session management

• Load balancing

• Basic analytics

• Fraud prevention

You can manage your cookie preferences through your browser or our site’s consent manager. We do not deploy tracking or advertising cookies without explicit opt-in.

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12. Complaints & Contact

If you have questions or concerns about how your data is used:

Data Protection Officer (DPO)

SwiftFleet

Email: support@swiftfleet.co.uk

If you are dissatisfied with our response, you may contact:

Information Commissioner’s Office (ICO)

Website: www.ico.org.uk

Tel: 0303 123 1113

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13. Changes to This Policy

SwiftFleet may update this Privacy Policy from time to time. Changes will be announced via platform notification or email. Continued use of SwiftFleet after updates constitutes acceptance.

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14. Governing Law

This Privacy Policy is governed by the laws of England and Wales.