1. Introduction

VTrack Solutions (“we”, “our”, “us”) is committed to protecting your personal data in compliance with the General Data Protection Regulation (GDPR) and the UK GDPR.

This Privacy Policy explains how we collect, use, and protect personal data when you use our Vehicle Inspection Application (“App”).

2. Roles & Responsibilities (Important for B2B Use)

Our App is typically used by businesses (fleet operators, logistics companies):

• Your Employer / Fleet Operator = Data Controller
• VTrack Solutions = Data Processor

We process personal data strictly on behalf of the controller and according to their instructions.

3. Data We Collect

a. Personal Data

• Name
• Email address
• Phone number
• Driver/employee ID
• Company/organization details

b. Vehicle & Inspection Data

• Vehicle details (registration number, VIN, model)
• Inspection checklists created & documented by drivers or fleet inspectors/managers
• Inspection reports and results
• Status of vehicle parts (working, non-functional, alerts)
• Notes, defect descriptions, and maintenance flags

c. Media Data

• Photos and videos uploaded during inspections

d. Location Data

• GPS location during inspection (if enabled by the organization)

e. Technical Data

• Device type, IP address
• Log files, usage data
• Crash diagnostics

4. Inspection Workflow (Core Functionality)

The App enables drivers and fleet inspectors to:

• Create and manage vehicle/fleet inspection checklists
• Perform inspections and evaluate vehicle components
• Mark parts as:
  
  • Valid / Working
  • Non-functioning / Faulty
  • Alert / Requires attention
• Upload supporting images or videos
• Submit structured inspection reports through the App

These reports are stored and made available to the concerned organization for operational, safety, and compliance purposes.

5. Legal Basis for Processing (GDPR Requirement)

We process personal data under the following legal bases:

• Contractual Necessity – to provide the App services
• Legitimate Interests – to improve services, ensure safety, prevent misuse
• Legal Obligation – where required by applicable laws
• Consent – for specific features like location tracking (where applicable)

6. How We Use Data

We use data to:

• Deliver and maintain the App
• Generate and manage inspection reports
• Enable fleet monitoring and compliance
• Improve performance and user experience
• Provide support and communicate updates

7. Data Sharing

a. With the Data Controller (Your Organization)

Inspection data, including reports and media, is shared with your employer or fleet operator.

b. Sub-processors

We may use third-party providers for:

• Cloud hosting
• Analytics
• Infrastructure services

All sub-processors are GDPR-compliant and bound by data processing agreements.

c. Legal Disclosures

We may disclose data if required to:

• Comply with legal obligations
• Protect rights, safety, or prevent fraud

8. International Data Transfers

If data is transferred outside the EU/UK, we ensure safeguards such as:

• Standard Contractual Clauses (SCCs)
• Transfers to countries with adequacy decisions

9. Data Retention

We retain data only as long as necessary for:

• Service delivery
• Legal and regulatory compliance

Retention periods may be determined by the data controller (your organization).

10. Data Security

We implement appropriate measures including:

• Encryption in transit
• Access controls
• Secure cloud infrastructure

Despite this, no system is completely secure.

11. Your Rights (EU/UK Users)

Under GDPR/UK GDPR, you have the right to:

• Access your data
• Rectify inaccurate data
• Request erasure (“right to be forgotten”)
• Restrict processing
• Data portability
• Object to processing

If you use the App through an organization, please contact your employer (data controller) to exercise these rights.

12. Cookies & Tracking

We may use cookies or similar technologies for:

• App functionality
• Analytics and performance

13. Children’s Data

This App is not intended for individuals under 18. We do not knowingly collect children’s data.

14. Changes to This Policy

We may update this Privacy Policy. Changes will be notified via the App or website.

15. Contact Information

VTrack Solutions
Email: sales@vtracksolutions.co.uk
Address: Rays House Business Centre, North Circular Road, London, NW10 7XP