Privacy policy

Last updated: 24 October 2026

The full AI connection is not yet available to customers. We will give registered users at least 14 days' notice before enabling it, including the date the updated terms and data use apply.

This update explains existing app subscriptions, maps, saved comparisons and local document analysis. Optional Meta advertising measurement, added on 23 October, runs only after a new, separate consent choice. Existing analytics consent does not enable it.

Who we are

Fleetkeep is a UK fleet compliance dashboard with a 30-day trial and paid plans, operated by Studea Limited (company number 17228961). Studea Limited is the data controller for your account information. Contact us at hello [at] fleetkeep.co.uk.

Enquiries and correspondence

When you contact Fleetkeep, including through the vehicle-check enquiry form, we receive the name, email address, optional phone number, vehicle or fleet details and message you provide. The form sends an email through Resend to our Google Workspace business mailbox. It does not create an account or add a research request to your vehicle records.

We use this information to investigate your enquiry and reply, and to agree any scope and price before work begins. Our basis is our legitimate interest in responding to enquiries; where you ask for a quote for yourself, it is taking steps at your request before entering a contract. Sending an enquiry does not subscribe you to marketing.

We keep correspondence while handling the enquiry and any agreed work, and where needed to resolve follow-up questions or legal claims. We delete it when those purposes no longer require it. You can ask us to delete your correspondence by contacting hello [at] fleetkeep.co.uk.

What we collect

• Account details: your email address and name from Google when you sign in.
• Vehicle records: registration numbers, labels, make, model, fuel type, colour, MOT and tax due dates retrieved from the DVLA Vehicle Enquiry Service, MOT history (test dates, results, mileage, defects) retrieved from the DVSA MOT History API, plus insurance and service dates you enter, operational status, assigned driver/owner notes, optional vehicle photos, condition checks, walkaround and defect evidence files, vehicle documents, toll/charge account records, toll/charge spend rows and status notes you choose to store.
• Vehicle comparisons: vehicle descriptions, mileage, ownership periods, prices, budgets, charging assumptions and source references you choose to save in a comparison.
• Optional telematics data: if you connect an authorised tracking provider, its vehicle or device ID and the latest position, mileage, speed, heading, ignition, voltage, driver assignment and device-status reading it sends. When you request recent routes, Fleetkeep retrieves the selected route, trip, fuel-card and diagnostic data from the provider for display without retaining that route history in Fleetkeep's database.
• Reminder activity: records of which emails we sent, when, and their delivery status.
• Servicing evidence: service schedules supplied by a provider or entered by your fleet team, requests sent to a customer, contact and delivery history, customer-submitted service dates, mileage, statements and files, and the fleet team's review decisions. We also record orders and payment status when your fleet team requests paid schedule data.
• Audit logs: a record of significant account events (signup, vehicle add / delete, consent changes, DVLA lookups) for security and dispute resolution. Consent and email-preference rows store the IP address and user-agent captured at sign-in as evidence of your choices.
• Waitlist data (US beta only): if you sign up at fleetkeep.co.uk/us we record your email address, an optional one-line note, the consent text and version you agreed to, your IP address and user-agent. We use this only to email you once when US support launches. You can request deletion at any time by emailing hello [at] fleetkeep.co.uk.

We use Cloudflare's privacy-preserving Web Analytics and Ahrefs Web Analytics for traffic measurement. These help us understand which pages are being visited and how search visibility changes over time. If you accept analytics cookies, Fleetkeep records the page and channel that led to signup and uses Google Analytics 4 to understand which pages help operators.

On supported iPhones, optional quote or invoice analysis runs on the device using Apple's local document and language tools. The selected file is copied to the app's private cache for analysis. The app removes the cached copy afterwards and blocks import if removal fails. This analysis does not upload the document. Only the amount and document details you confirm are added to your comparison; those details are sent to Fleetkeep when you calculate or save it.

Why we collect it

To send you operational reminders before MOT, road tax, insurance and service renewals, the core service you signed up for. If setup is incomplete, we may send one email offering help with adding a vehicle or choosing a plan. You can stop setup emails from the link in that message without stopping vehicle reminders. With your separate consent, we may also send marketing updates, or refer your renewal intent to vetted UK partners so you can compare quotes. You can change consent or delete your account at any time from your settings.

If you enable telematics, we use the latest reading to show the current vehicle position and status in your dashboard. When you choose a route period, we request that recent history from your provider and display it for the signed-in account. The account holder confirms that their organisation is authorised to process this data and will give affected drivers the required information about its use.

If your fleet team uses service evidence requests, we show each submission to that team for review and keep the request, follow-up and decision history with the vehicle record.

We use comparison inputs to calculate the costs you request and retain comparisons you save.

Lawful basis

• Operational reminders: contract, necessary to perform the service you signed up for.
• Setup assistance: legitimate interests, limited to one optional email with a separate opt-out.
• DVLA / DVSA lookups: contract, necessary to populate the reminder dates.
• Comparisons: contract, to provide the calculations and saved comparisons you choose to use.
• Marketing: consent, explicit, granular, withdrawable.
• Partner referrals: consent, explicit, withdrawable.
• Waitlist (US beta): consent, explicit, single-purpose (one launch announcement), withdrawable on request.
• Site analytics: legitimate interest, no personal identifiers, aggregate only.
• Optional signup attribution and Google Analytics 4: consent, controlled by the cookie banner.
• Telematics data you enable: contract, to provide the connected vehicle status feature you choose to use. The account holder is responsible for having an appropriate basis to provide driver location data to Fleetkeep.

Where we host your data

Your account and vehicle data is stored on a Neon Postgres database configured in the London region. Application traffic is served by Cloudflare Pages and Cloudflare Workers. Private photos, documents and evidence files are stored in Cloudflare R2. Outgoing emails go through Resend. Data sent between Fleetkeep and these services uses TLS encryption. Provider support and subprocessors may process data outside the UK. We use the contractual and transfer safeguards offered under the applicable provider agreement where required by UK data-protection law.

Who we share data with

• Google Analytics 4 - optional site analytics if you accept analytics cookies.
• Ahrefs: search and web analytics for site performance measurement.
• Google: sign-in (your email and name only).
• Cloudflare: application hosting, CDN and privacy-preserving Web Analytics.
• Neon: database hosting (London region).
• Resend: outgoing transactional email delivery.
• Stripe: subscription checkout, payment collection, invoices and billing portal. Fleetkeep stores Stripe customer and subscription references, plan and billing status, but does not receive your full card details. Stripe also uses payment data for its own regulatory, security and fraud-prevention purposes.
• Apple, Google and RevenueCat: native app subscriptions use the relevant app store for payment. RevenueCat receives an app user identifier, purchase and subscription information and the device information needed to manage access and restore purchases. When signed in, your Fleetkeep account identifier links that access to your account. RevenueCat also uses purchase history for subscription reporting, such as renewals and cancellations. This is separate from optional website analytics and is not used for advertising tracking. Fleetkeep does not receive your full payment-card details from the app store.
• Apple Maps and Google Maps: native maps use the platform's map service. If you choose Directions, we pass the selected destination coordinates to your maps service. The provider handles map requests and any location you share under its own privacy policy.
• DVLA Vehicle Enquiry Service: we send the registrations you add to retrieve MOT and tax dates.
• DVSA MOT History API: we send the registrations you add to retrieve MOT test history.
• Your chosen tracking provider: when you connect one, it sends the latest vehicle reading to Fleetkeep using the credentials you configure. Its handling of your data is governed by its own terms and privacy information.
• AI services you connect: when you authorise Fleetkeep in ChatGPT, Claude or another compatible service, the existing read-only connection returns account-scoped vehicle, compliance, maintenance and non-personal reminder fields. It does not return driver contacts or reminder-recipient email addresses. The separate full connection exchanges the account-scoped records and user-supplied changes requested through the permissions you approve. This may include vehicle, driver, document, maintenance, reminder recipient, booking, cost and tracking data. Neither connection sends provider credentials. The AI service handles conversation content and tool responses under its own terms and privacy policy.
• Affiliate networks (e.g., Awin): if and when you click an affiliate link, we may pass a session-level click reference to the partner so the booking can be attributed. We never share your email with affiliates without your consent.

We do not sell your data. Advertising measurement is optional and requires your separate consent, as described above.

The full connection is currently restricted to review accounts with fictional records and is unavailable to customers. Its customer data flows will begin only from the effective date announced at least 14 days after actual notice delivery. No customer effective date has been set.

Cookies

We set an HTTP-only session cookie to keep you signed in. Before sign-in, a one-day preference cookie records whether you want one setup email if you do not finish. If you accept analytics cookies, Fleetkeep sets a 14-day first-touch cookie containing the landing page, channel and campaign label, and Google Analytics 4 may set analytics cookies. You can decline them or reopen Cookie settings from the footer.

Security

Standard customer sign-in is delegated to Google or Apple, so Fleetkeep does not receive your Google or Apple password. The isolated marketplace-review account stores only a one-way hash of its dedicated test password and contains fictional data. Sessions are server-validated on every request. Database connections use TLS. Secrets are stored in encrypted Cloudflare environment variables. Webhook tokens are stored as one-way hashes. If you choose a direct tracking-provider connection, its restricted access token is encrypted before storage and is not shown again. We log access in our audit trail and review it for unusual activity.

Your rights (UK GDPR)

You have the right to access, correct, export and delete your data, to restrict or object to processing, and to withdraw consent at any time. To exercise these rights:

• Sign in and use your dashboard settings page to export the available account data as JSON or delete your account. Uploaded files remain available through their dashboard download links while the account is active.
• Or email hello [at] fleetkeep.co.uk for a complete access request or any other request.

We respond within 30 days. If you are not satisfied, you have the right to complain to the Information Commissioner's Office (ico.org.uk).

Retention

We keep your account data for as long as your account is active. When you delete your account:

AI connector access tokens expire after one hour. Refresh tokens use a rolling 30-day rotation lifetime, so ongoing renewal is not a fixed 30-day connection limit. Revoking or disconnecting the connector prevents future access. Connector authorisation and consent records are retained while the account is active so the authorised connection can operate and be audited, and are deleted with the account.

Service review identifiers, payload digests, outcomes and timestamps prevent duplicate or cancelled reviews being saved. Approval expiry does not delete the review ledger; account deletion deletes it. Fleetkeep retains its existing records, audit history, confirmation and retry safeguards.

• Account, vehicle, comparison, compliance, MOT history, servicing, contact, consent and reminder records, together with private photos, documents and evidence files stored under the account, are deleted from the active service immediately. This includes the latest telematics snapshots and connection records. Protected infrastructure backups may persist until they expire under the relevant provider's backup cycle and are not restored to active use except for disaster recovery or legal necessity.
• Audit log entries are anonymised (user reference is removed and metadata stripped) and retained for up to 24 months for security and fraud prevention, after which they are automatically purged.
• Affiliate click events (partner, category, timestamp) are retained anonymously for up to 90 days for accounting reconciliation.
• Waitlist entries (US beta) are retained until US launch + 6 months, or sooner on request, then deleted.

Aggregated, anonymised statistics may be retained for product analytics. Affiliate-network attribution data and payment records held by Stripe or other partners are governed by their own retention policies and legal obligations.

Children

Fleetkeep is intended for users aged 17 and over (the minimum age to drive in the UK). We do not knowingly collect data from children under that age.

Upcoming account-linked vehicle data requests

Customer access to saved, account-linked vehicle data requests remains unavailable while advance notice is pending. Before enabling this feature for customers, we will email registered users at least 14 days in advance and state its effective date. When available, an optional request will store the vehicle description, year, fuel, requested information, notes you submit and request status with your account so Fleetkeep can research the information you ask for. These records will be deleted when you delete your account. This processing will be necessary to provide a research request you choose to make under our contract with you.

Changes

If we change this policy materially we will email registered users at least 14 days before the change takes effect, and update the date above.

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