Privacy Policy

Last updated: March 2026

1. Who We Are

Vekaro is a fleet management platform operated by Vekaro Ltd, registered in England and Wales. We are the data controller for personal data processed through the Service. For privacy enquiries, contact us at privacy@vekaro.co.uk.

2. What Data We Collect

Account information:

• Name, email address, and password (hashed) when you create an account
• Organisation name and details
• IP address and browser information for security and session management

Fleet data:

• Vehicle registration numbers you enter
• Vehicle details retrieved from the DVLA (make, model, year, colour, MOT status, tax status)
• Service records, schedules, and notes you create
• Service ticket history

Usage data:

• Pages visited, features used, and actions taken within the Service
• Session duration and login frequency
• We do not use third-party analytics or tracking scripts

3. How We Use Your Data

We use your data to:

• Provide and maintain the Service
• Query the DVLA VES API to retrieve vehicle data on your behalf
• Send service-related communications (welcome emails, expiry alerts, account notifications)
• Improve the Service based on aggregate usage patterns
• Respond to support requests
• Comply with legal obligations

We do not:

• Sell your data to third parties
• Use your data for advertising
• Share your fleet data with other Vekaro customers
• Profile you for marketing purposes without your consent

4. DVLA Data

When you add a vehicle by registration plate, we query the DVLA Vehicle Enquiry Service (VES) API to retrieve publicly available vehicle data. We store this data in your account to provide the Service. We do not share your registration numbers or fleet composition with the DVLA or any third party. DVLA data is Crown Copyright.

5. Data Storage and Security

Your data is hosted on servers located in the UK and EU. All data is encrypted in transit using TLS/SSL. Passwords are hashed using bcrypt and never stored in plain text. Each organisation's data is logically isolated — no organisation can access another's data. We implement appropriate technical and organisational measures to protect your data against unauthorised access, alteration, or destruction.

6. Data Retention

We retain your data for as long as your account is active. If you delete your account, we retain your data for 30 days (in case you change your mind), then permanently delete it. We may retain anonymised, aggregate data indefinitely for service improvement.

7. Third Parties

We share data with the following third parties, only as necessary to provide the Service:

• Stripe: payment processing (processes your card details — we never see or store your full card number)
• DVLA VES API: vehicle data retrieval (we send registration numbers, receive vehicle details)
• Hosting provider: infrastructure (data processed on our behalf under a data processing agreement)

We do not use third-party advertising, analytics, or social media tracking tools.

8. Your Rights Under UK GDPR

You have the right to:

• Access: request a copy of all personal data we hold about you
• Rectification: correct inaccurate personal data
• Erasure: request deletion of your personal data
• Portability: receive your data in a structured, machine-readable format
• Restriction: restrict processing of your data in certain circumstances
• Objection: object to processing based on legitimate interests
• Withdraw consent: where processing is based on consent

To exercise any of these rights, email privacy@vekaro.co.uk. We will respond within 30 days.

9. Cookies

We use essential cookies only. See our Cookie Policy for full details.

10. Children

The Service is not intended for use by anyone under 18. We do not knowingly collect data from children.

11. International Transfers

Your data is primarily stored in the UK/EU. If data is transferred outside these regions (e.g., for support purposes), we ensure appropriate safeguards are in place.

12. ICO Registration

We are registered with the Information Commissioner's Office (ICO). Registration number: pending.

13. Changes to This Policy

We may update this policy from time to time. Material changes will be communicated by email. The "Last updated" date at the top indicates the most recent revision.

14. Contact

For privacy-related questions or to exercise your rights:

Email: privacy@vekaro.co.uk