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FleetPro UK

Home · Last updated: 8 October 2026

Privacy Policy

This privacy policy explains how Operator Labs Ltd ("Operator Labs", "we", "us") collects, uses, stores and shares personal information when you use FleetPro UK — our fleet compliance software product — including the website at www.fleetprouk.co.uk, our web applications for transport operators and workshops, and our mobile applications (including the FleetPro UK driver app distributed via Google Play and the App Store).

FleetPro UK is a product of Operator Labs Ltd. It is not a separate company or legal entity.

1. Who we are

Operator Labs Ltd provides FleetPro UK, fleet compliance, maintenance and driver workflow software for UK HGV, PSV and workshop operators. Our Data Protection Officer is Rhys Hughes. Contact for privacy matters: support@fleetprouk.co.uk. Customer use of FleetPro UK is also governed by our Terms of Service and, where we act as your processor, our Data Processing Agreement. Operator Labs maintains a record of processing activities and a data protection impact assessment for FleetPro UK; these are available to customers or the ICO on request.

2. Who controls your data

If you are a driver or other employee using FleetPro UK through your employer or client organisation, your employer (the transport operator or workshop) is usually the data controller for information processed about you in connection with your work. Operator Labs Ltd acts as a data processor on their instructions, to provide the FleetPro UK service they have contracted for.

If you register an organisation, start a free trial, or contact support directly, Operator Labs Ltd is the data controller for that interaction.

Questions about how your employer uses your data should be directed to them in the first instance. You may also contact us and we will help where we can.

3. Information we collect

Depending on how you use FleetPro UK, we may process the following categories of data:

  • Account and profile information — name, email address, phone number, role, organisation membership, depot assignments and authentication credentials.
  • Driver compliance records — driving licence details (including licence number), date of birth, National Insurance number where recorded, address and emergency contact details, CPC and tachograph card information, ADR qualifications, licence check results (including DVLA checks initiated by your organisation), eyesight and induction records, and related expiry dates.
  • Health-related compliance and incident data — eyesight check results (including vision aid where recorded) and, where an accident or incident report is submitted, descriptions of injuries and related narrative. This may constitute special category health data under UK GDPR (see section 6).
  • Driving endorsement / offence-related data — where your organisation runs DVLA Access to Driver Data checks, licence reports may include endorsements, penalty points and related conviction dates. This may constitute criminal offence data under the Data Protection Act 2018 (see section 6).
  • Vehicle and operational data — walkaround and safety inspection checklists, defect reports, photos, signatures, mileage readings, VOR status, job assignments, fuel entries and maintenance records linked to vehicles and trailers.
  • Location data — when you report an accident or incident in the mobile app, we may collect GPS coordinates and related location information you submit with that report. We do not continuously track your location in the background unless a feature you actively use requires it and your organisation has enabled it (for example, integrated vehicle tracking configured by your operator).
  • Photos and files — images and documents you or your organisation upload (for example defect photos, inspection certificates, signed letters, toolbox talks and company documents).
  • Messages and acknowledgements — operational messages, read receipts, digital signatures and consent forms (including DVLA driver consent where used).
  • Tachograph data — driver and vehicle unit files uploaded by your organisation for drivers' hours analysis and compliance review.
  • Technical and usage data — device type, operating system, app version, push notification tokens, IP address, browser type, log data and coarse usage analytics to operate, secure and improve the service. Optional website analytics only run if you consent via our cookie banner; see our Cookie Policy.
  • Demo and sales enquiries — information you provide when requesting a demo or contacting support (name, company, fleet size, message content).
  • Marketing mailing list — if you opt in on our website (or via a demo form checkbox), your email address and optional name/company, consent timestamp, and subscription status so we can send product updates and confirm or honour unsubscribe requests.
  • First introduction email — if we email a published business address once to introduce FleetPro UK, we keep that email address, the company name, the public source (such as an operator-licence record, Companies House, or the business website), and whether you unsubscribed. Unsubscribe stops further marketing email to that address, and we keep the suppression record so we do not add it again.

4. How we use your information

We use personal information to:

  • Provide, maintain and secure the FleetPro UK platform and mobile apps.
  • Authenticate users and enforce organisation access controls.
  • Record compliance activity required or requested by transport operators (walkarounds, defects, inspections, licence checks, tachograph review, incident reports).
  • Send service notifications (for example push notifications for messages or assignments, email alerts configured by your organisation, and security notices).
  • Process free trial sign-ups and respond to support enquiries.
  • Send marketing emails about FleetPro UK where you have given consent (double opt-in). You can unsubscribe at any time using the link in those emails.
  • Send one introduction email to a published business address. You can unsubscribe, and we will not email that address again.
  • Monitor performance, diagnose errors and improve reliability (including analytics services described below).
  • Meet legal obligations and respond to lawful requests from authorities where required.

5. Legal bases (UK GDPR)

Where Operator Labs Ltd is the controller, we rely on:

  • Contract — to provide the service you or your organisation has signed up for.
  • Legitimate interests — to secure our platform, prevent abuse, and improve the product, and to send one introduction to a published business address, balanced against your rights. You can object by using the unsubscribe link.
  • Legal obligation — where we must comply with applicable law.
  • Consent — where required (for example marketing emails from our prospect mailing list, certain optional communications, or where your organisation collects explicit consent on forms you complete).

Where your employer is the controller, they determine the appropriate legal basis for workforce compliance data under UK GDPR Article 6 (and any additional conditions that apply — see section 6).

6. Special category and criminal offence data

Some features of FleetPro UK may involve categories of data that require additional conditions under UK data protection law:

  • Special category (health) data — UK GDPR Article 9 — for example eyesight check outcomes and injury information recorded in accident or incident reports.
  • Criminal offence data — Data Protection Act 2018 (and UK GDPR Article 10) — for example DVLA licence endorsements, penalty points and conviction dates returned in Access to Driver Data checks authorised by your organisation and the driver.

Where your employer (or another organisation) is the controller, they are responsible for identifying a lawful Article 6 basis and the applicable Article 9 and/or criminal-offence conditions (for example employment, social security and social protection law, or another condition that applies to their operation), for informing drivers in their own privacy notice, and for ensuring any required consent or authority (including DVLA D906/ADD driver consent) is obtained before checks are run. Operator Labs Ltd processes this data as a processor on their documented instructions to provide FleetPro UK.

Where Operator Labs Ltd is the controller (for example demo or support enquiries), we do not seek to collect special category or criminal offence data about you for those interactions.

We apply additional technical and organisational measures appropriate to this sensitivity, including organisation (tenant) isolation, role-based access, and restricting customer access to raw DVLA response payloads (customers receive a FleetPro UK licence-check report). Raw DVLA responses are treated as Restricted information under our Information Security Policy.

7. Sharing your information

We do not sell your personal information. We share data only as needed to run FleetPro UK:

  • Your organisation — managers, transport managers, workshop staff and other authorised users within your tenant can access data according to their role and your operator's configuration.
  • Connected workshops and customers — when your operator links a maintenance provider or workshop, relevant vehicle, defect and job data may be shared as part of that connection.
  • Service providers (subprocessors) — companies that process personal data on our instructions to host and operate FleetPro UK. Current providers include:
    • Supabase — database, authentication and file storage (primary database hosted in London, United Kingdom).
    • Vercel — application hosting and, where you consent, performance analytics (see our Cookie Policy).
    • Stripe — subscription billing and payment processing (for example organisation billing email, customer and subscription identifiers, and invoice metadata needed to charge for the service).
    • Resend — email delivery for transactional/operational messages, marketing emails from our prospect mailing list where you have consented, and one introduction email to a published business address.
    • Expo — push notification delivery for the FleetPro UK mobile app.
    • OpenStreetMap / Nominatim — map tiles and reverse geocoding when your organisation uses live tracking map views (location coordinates may be sent to perform a lookup).
  • Integrations your organisation enables — when connected in FleetPro UK, relevant data is shared with that provider only as needed for the integration:
    • DVLA — vehicle enquiry and Access to Driver Data (ADD) licence checks.
    • DVSA — MOT history where that integration is used.
    • FreeAgent — invoicing and accounting sync where connected.
    • GPS / telematics providers — currently TruTrak, TrustTrack and RAM Tracking, for live vehicle positions when your organisation connects them.
  • Legal and safety — regulators, courts or law enforcement when required by law or to protect rights, safety and security.

We will update this list when we add or remove material subprocessors. Material changes may also be notified through the service or by email where appropriate.

8. International transfers

Operator Labs Ltd operates FleetPro UK from the United Kingdom. Some service providers may process data in the United States or other countries. Where personal data is transferred outside the UK, we use appropriate safeguards (such as UK International Data Transfer Agreements or equivalent mechanisms) required by UK data protection law.

9. Retention

We retain personal information for as long as your organisation's account is active and as needed to provide the service, meet compliance obligations, resolve disputes and enforce agreements. Retention of driver and fleet records may also be governed by your employer's policies and statutory retention requirements for transport operators. DVLA Access to Driver Data licence-check records are retained for 12 months from the check date and then deleted by automated purge, unless a lawful or documented controller requirement requires different treatment. A separate Operator Labs enquiry audit log of DVLA API calls (ADD and vehicle enquiry) is retained for 24 months. When other data is no longer required, we delete or anonymise it in line with our procedures and contractual commitments. Addresses that unsubscribe from a first introduction or from the mailing list are kept on a suppression list so we do not email them again.

10. Security

We use technical and organisational measures appropriate to the sensitivity of the data, including encrypted connections (HTTPS), access controls, tenant isolation and role-based permissions. No online service can be guaranteed 100% secure; please use a strong password and report suspected unauthorised access to support@fleetprouk.co.uk.

11. Your rights

Under UK GDPR you may have rights to access, rectify, erase, restrict processing, object to processing, and data portability in respect of personal data we control. You may also withdraw consent where processing is based on consent, and lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.

To exercise rights against data processed on behalf of your employer, contact your employer first. Organisation administrators can export a structured driver data package from FleetPro UK (Drivers → SAR export) to help respond to access requests. For requests relating to data Operator Labs Ltd controls directly, email support@fleetprouk.co.uk.

12. Children

FleetPro UK is a business service for transport operators and is not directed at children. Accounts are provided to employees and authorised users of organisations. We do not knowingly collect personal information from anyone under 18 except where an operator legitimately employs younger workers and processes their employment records in accordance with law.

13. Changes to this policy

We may update this privacy policy from time to time. The "Last updated" date at the top of this page will change when we do. Material changes may also be communicated through the app or by email where appropriate.

14. Contact

For privacy questions or requests relating to FleetPro UK or Operator Labs Ltd, contact our Data Protection Officer, Rhys Hughes, at support@fleetprouk.co.uk.

Operator Labs Ltd is a company registered in England and Wales, company number 17485447. Registered office: 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ.