Privacy policy
Last updated: 7 May 2026
Who we are
Fleetkeep is a UK fleet compliance dashboard with a 30-day trial and paid plans, run by the operator of fleetkeep.co.uk. We are the data controller for your account information. Contact us at 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.
- Reminder activity: records of which emails we sent, when, and their delivery status.
- Audit logs: a record of significant account events (signup, vehicle add / delete, consent changes, DVLA lookups) for security and dispute resolution. Consent rows store the IP address and user-agent captured at sign-in as evidence of consent.
- 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, we also use Google Analytics 4 to understand which pages help operators and which acquisition channels are working.
Why we collect it
To send you operational reminders before MOT, road tax, insurance and service renewals, the core service you signed up for. 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.
Lawful basis
- Operational reminders: contract, necessary to perform the service you signed up for.
- DVLA / DVSA lookups: contract, necessary to populate the reminder dates.
- 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.
- Google Analytics 4: consent - optional analytics cookies, controlled by the cookie banner.
Where we host your data
Your account and vehicle data is stored on a Neon Postgres database hosted in the EU (London region). Application traffic is served by Cloudflare Pages and Cloudflare Workers. Outgoing emails go through Resend. All transfers between us and our processors use TLS encryption.
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 (EU region).
- Resend: outgoing transactional email delivery.
- 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.
- 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. We do not share it for advertising.
Cookies
We set one essential cookie when you sign in: an authenticated session identifier. It is HTTP-only and used solely to keep you signed in. If you accept analytics cookies, Google Analytics 4 may set analytics cookies so we can measure site usage. You can decline them or reopen Cookie settings from the footer.
Security
Sign-in is delegated to Google OAuth. We never see your password. Sessions are server-validated on every request. Database connections use TLS. Secrets are stored in encrypted Cloudflare environment variables. 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 your data as JSON or delete your account.
- Or email hello [at] fleetkeep.co.uk for 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:
- Account, vehicle, compliance, MOT history, contact, consent and reminder records are hard-deleted immediately.
- 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 held by partners is governed by their own retention policies.
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.
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.