Legal · plain‑English version

Privacy policy. Without the dark patterns.

What data we collect, what we do with it, where it's hosted, and how to get rid of it. Compliant with UK GDPR and the Data Protection Act 2018 — written so a person can read it.

Last updated: 17 August 2026 · Version 3.4

01Who we are

FleetEase is a product of AutoEase AI Limited (Company No. 17398976), a company registered in England and Wales. Registered Office: Newstead House, Pelham Road, Nottingham, NG5 1AP. We are the data controller for marketing data collected on this website, and the data processor for fleet data you store inside the FleetEase platform.

For platform data (vehicles, drivers, etc.) you are the data controller. We act on your written instructions only.

02What we collect

From this website

  • Name, email, phone, company and fleet size — when you submit a contact, demo or trial form.
  • Anonymous analytics — page views, referrer, device type. No tracking cookies, no third‑party ad pixels.

From the FleetEase platform

  • Vehicle data — registration, V5C, lease, insurance, MOT, photos.
  • Driver data — names, contact, licence categories, endorsements, training records.
  • Operational data — fuel, maintenance, walkaround inspections, accidents, documents.
  • Audit data — who did what, when. Held for compliance & insurer queries.

03Why we collect it

Lawful bases under UK GDPR Article 6:

  • Contract — to deliver the service you've signed up for.
  • Legitimate interest — to run the business, secure the platform and respond to enquiries.
  • Legal obligation — where statute (HMRC, DVSA, insurer audits) requires we keep records.
  • Consent — for marketing emails. Withdrawable at any time.

04Who we share with

A short list, on purpose:

  • Hosting providers — Render, Netlify, Neon. Sub‑processors under DPA.
  • Anthropic (PBC) — provider of the Claude model used by FleetIQ. Data sent for inference is not used for model training (zero‑retention API). Detail in section 7.
  • Stripe — for payment processing. Card data never touches our servers.
  • UK regulators — DVSA, HMRC, ICO — only when legally compelled and only the records named.

We do not sell your data. We do not share it with advertisers or data brokers. Ever.

05Where it's hosted

FleetEase platform data is hosted with trusted providers (Render, Neon). Backups are encrypted. We do not transfer your data outside the UK without explicit consent. All third‑party providers are contractually required to protect your data in line with UK GDPR.

In short

UK GDPR‑compliant, AES‑256 at rest, TLS 1.3 in transit. Full DPA available on request.

06How long we keep it

  • Active platform data — for the lifetime of your subscription, plus 30 days post‑cancellation for you to export your data. After 30 days, all personal data is permanently deleted.
  • Audit logs — 6 years. Required for DVSA, HMRC and insurer audits.
  • Marketing contacts — until you unsubscribe or 24 months without engagement, whichever comes first.
  • Backups — rolling 7‑day window. Then permanently destroyed.

07FleetIQ & AI

FleetIQ is an optional paid add‑on — it is not enabled by default. If you choose to activate FleetIQ, it is built on Anthropic's Claude API under a Zero Data Retention agreement. This means:

  • Your fleet data is sent to Claude only when you ask FleetIQ a question, and only the records relevant to that question.
  • Anthropic does not retain prompts or responses after the request completes.
  • Your data is never used to train Anthropic's models.
  • FleetIQ is only active if you have purchased the add‑on. You can disable it at any time from your account settings — no tickets, no waiting.

08Your rights

Under UK GDPR you have the right to:

  • Access — export your data at any time using the built‑in reports in the FleetEase platform (vehicles, drivers, fuel, maintenance).
  • Rectify — correct your own records directly in the platform. All changes are logged in the audit trail.
  • Erase — request deletion (subject to audit‑log retention obligations).
  • Restrict — pause processing while a dispute is resolved.
  • Object — to processing on legitimate interest grounds.
  • Port — export your data in standard formats using the built‑in reports. Available throughout your subscription and during the 30‑day post‑cancellation window.

To exercise any of these rights, email privacy@fleetease.co.uk. We respond within 30 days, usually faster.

09Cookies

We use one cookie — a session cookie — to keep you logged in to the FleetEase platform. It is essential, expires at logout, and contains no personal data.

This marketing site uses no third‑party cookies. No Google Analytics. No Hotjar. No Facebook pixel. We use server‑side, anonymised page counts.

10Contact & complaints

For privacy questions, data subject requests or to raise a concern:

  • Email — privacy@fleetease.co.uk
  • Post — Data Protection Officer, AutoEase AI Limited, Newstead House, Pelham Road, Nottingham, NG5 1AP

If you're not satisfied with our response, you have the right to complain to the UK Information Commissioner's Office (ICO) at ico.org.uk. Our ICO registration reference is ZC222576.