Privacy & Cookies Policy

1. Introduction

Hughes FleetGuard Compliance ("we", "our", "us") is committed to protecting your privacy and handling your personal data in an open and transparent manner. This Privacy & Cookies Policy explains how we collect, use, store, and protect your personal information when you use our website or services.

2. Information We Collect

2.1 Information You Provide To Us

We collect information that you voluntarily provide when you:

• Fill out contact forms or enquiry forms on our website
• Request a compliance review or quote
• Sign up for our services
• Communicate with us via email or phone
• Subscribe to our newsletter or updates

This information may include:

• Name and contact details (email, phone number, address)
• Company name and business information
• O-License details and fleet information
• Vehicle registration numbers and compliance data
• Driver information (names, license details, qualifications)
• Payment and billing information

2.2 Information We Collect Automatically

When you visit our website, we automatically collect:

• IP address and browser type
• Pages visited and time spent on site
• Referring website
• Device information

3. How We Use Your Information

We use your personal information for the following purposes:

3.1 Service Delivery

• Providing compliance monitoring and assurance services
• Reviewing your compliance data and flagging risks
• Sending alerts about expiry dates and compliance issues
• Generating compliance reports and recommendations

3.2 Communication

• Responding to your enquiries and requests
• Sending service updates and important notices
• Providing customer support
• Sending marketing communications (with your consent)

3.3 Legal and Regulatory

• Complying with legal obligations
• Responding to DVSA or Traffic Commissioner requests (where legally required)
• Protecting our legal rights

4. Legal Basis For Processing

Under UK GDPR, we process your personal data based on:

• Contract: To deliver the services you've requested
• Consent: For marketing communications and non-essential cookies
• Legitimate Interests: For website analytics and service improvement
• Legal Obligation: To comply with regulatory requirements

5. How We Share Your Information

We do not sell your personal data. We may share your information with:

5.1 Service Providers

• Cloud hosting providers (for data storage)
• Email service providers (for communications)
• Payment processors (for billing)

5.2 Legal Requirements

• DVSA or Traffic Commissioner (if legally required)
• Law enforcement (if required by law)
• Legal advisors (for legal proceedings)

6. Data Retention

We retain your personal data for as long as necessary to provide our services and comply with legal obligations:

• Active clients: Data retained for duration of service plus 7 years (regulatory requirement)
• Enquiries: Contact details retained for 2 years
• Financial records: 7 years (HMRC requirement)
• Marketing data: Until you withdraw consent

7. Your Rights

Under UK GDPR, you have the following rights:

• Right to Access: Request a copy of your personal data
• Right to Rectification: Request correction of inaccurate data
• Right to Erasure: Request deletion of your data (subject to legal obligations)
• Right to Restrict Processing: Request limitation on how we use your data
• Right to Data Portability: Request transfer of your data
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent for marketing at any time

To exercise any of these rights, contact us at info@fleetguardcompliance.co.uk

8. Cookies Policy

Our website uses cookies to improve your experience. Cookies are small text files stored on your device.

8.1 Types of Cookies We Use

8.2 Managing Cookies

You can control cookies through your browser settings:

• Chrome: Settings > Privacy and Security > Cookies
• Firefox: Options > Privacy & Security > Cookies
• Safari: Preferences > Privacy > Cookies
• Edge: Settings > Cookies and Site Permissions

Note: Blocking essential cookies may affect website functionality.

9. Data Security

We implement appropriate technical and organizational measures to protect your data:

• Encryption of data in transit (SSL/TLS)
• Secure cloud storage with encryption at rest
• Regular security assessments
• Access controls and authentication
• Staff training on data protection

10. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these sites. Please review their privacy policies before providing any personal information.

11. Children's Privacy

Our services are not directed at children under 18. We do not knowingly collect personal information from children.

12. International Transfers

Your data is primarily stored and processed in the UK. If we transfer data outside the UK, we ensure appropriate safeguards are in place (e.g., Standard Contractual Clauses).

13. Changes To This Policy

We may update this Privacy & Cookies Policy from time to time. We will notify you of significant changes via email or prominent notice on our website. Continued use of our services after changes constitutes acceptance of the updated policy.

14. Contact & Complaints

Data Controller: Hughes FleetGuard Compliance

Email: info@fleetguardcompliance.co.uk

Phone: 07502 024607