Last updated: 1 May 2026 · Version 3.2
01Who we are
FleetEase ("FleetEase," "we") is a UK‑based fleet management software product. 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 90 days post‑cancellation for export.
- 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 30‑day window. Then permanently destroyed.
07FleetIQ & AI
FleetIQ 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.
- You can disable FleetIQ at any time from your account settings — no tickets, no waiting.
08Your rights
Under UK GDPR you have the right to:
- Access — get a copy of your data, in a portable format.
- Rectify — correct anything inaccurate.
- 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 — receive your data in a machine‑readable format.
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.
For privacy questions, data subject requests or to raise a concern:
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.