Privacy Policy
Who we are
FleetBase is a vehicle fleet register and key-date reminder app made by Azury Digital & Tech Solutions Ltd (company no. 13446812; registered office 23a The Precinct, London Road, Waterlooville PO7 7DT, United Kingdom). We are the data controller for the personal data described below and are registered with the Information Commissioner's Office under reference ZC188926. Contact: info@azurydigital.co.uk.
Vehicle lookups. When you tap "Look up" or "Fetch MOT history", the vehicle's registration number is sent to the DVLA Vehicle Enquiry Service and/or the DVSA MOT History service, which return public vehicle data (tax and MOT status, make, colour, MOT test results). No other data about you is sent to them. Insurance details are never looked up — you enter them yourself.
What we collect and why
- Your account — your name, business name, email address and password. The password is stored only as a salted hash (PBKDF2); we cannot read it. Signing in issues a login token so the app can talk to your account. Lawful basis: performance of our contract with you.
- Your vehicles — the details you choose to record: registrations, makes and models, VINs, drivers' names, depots, mileage, purchase details, insurer and policy numbers, the key dates you track (for example MOT, insurance renewal or service dates), service and repair history, uploaded documents (such as MOT certificates, insurance certificates, V5C logbooks and invoices), optional photos and notes. Lawful basis: performance of our contract with you. Where you record a driver's name, you are responsible for telling them.
- Data returned by DVLA / DVSA — tax and MOT status, vehicle details and MOT test history for registrations you look up, kept against the vehicle so you can see when it was checked. Lawful basis: performance of our contract with you.
- Reminder emails — if reminders are switched on, we email you before the key dates you've recorded come due. Lawful basis: performance of our contract with you; you can switch reminders off at any time (below).
- Password-reset codes — sent by email only when you request one. Lawful basis: performance of our contract with you.
- Support correspondence — emails you send us and our replies. Lawful basis: our legitimate interest in responding to enquiries.
The app contains no ads, no analytics SDKs and no third-party tracking, and we never sell personal data.
Where your data is stored, and for how long
Your account and everything you add are stored on our UK-hosted server, under your account only — each account's data is isolated from every other account's. We keep it for as long as your account exists. When you delete your account, your data — including uploaded documents and photos — is deleted. We may keep records we are legally required to hold (for example purchase records for tax purposes) for the statutory period. Lawful basis for that retention: compliance with a legal obligation.
Emails, and how to stop them
Reminder digests can be switched off in the app: open Account and untick "Email me before my vehicles' key dates come due". Password-reset emails are only ever sent when you ask for one. We do not send marketing email.
Who we share data with
Only the service providers needed to run FleetBase: our UK hosting provider (the server the app runs on), our email delivery provider (which carries the emails above), and — only when you ask for a lookup — the DVLA and DVSA, which receive the registration number. None of them uses your data for anything else. We may disclose data where the law requires it. We never sell personal data and there are no advertising or analytics partners.
Your rights
Under UK GDPR you have the right to access the personal data we hold about you, to have it corrected or erased, to restrict or object to its use, and to data portability (the app's CSV export covers your vehicle register). Email info@azurydigital.co.uk and we will respond within one month. If you are unhappy with our handling of your data you can complain to the Information Commissioner's Office (ico.org.uk).
Deleting your account and data
You can delete your account yourself from inside the app (Account → Delete account…), which permanently removes your account, all vehicles, key dates, service history, uploaded documents and photos and reminder settings. If you can't sign in, email us instead. Full details of both routes are on our account deletion page.
A note on reminders and lookups
FleetBase is a register and reminder tool. It reminds you about dates you have recorded (or that DVLA returned when you looked a vehicle up) — it does not provide legal, safety or compliance advice, and it cannot know about obligations you haven't entered. DVLA and DVSA data is shown as returned at the time of the lookup and may since have changed.
Changes to this policy
If we change this policy we will update this page and its effective date. Significant changes will be flagged in the app or by email.
Contact
Azury Digital & Tech Solutions Ltd, 23a The Precinct, London Road, Waterlooville PO7 7DT, United Kingdom — info@azurydigital.co.uk.