Vehicle Walk-Around Pro

1. Introduction

Vehicle Walk Around Check ("we", "us", "our") is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you use our Service at vehiclewalkaroundcheck.com. This policy is compliant with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Controller

Vehicle Walk Around Check is the data controller for personal data processed through the Service. If you have any questions about how we handle your data, please contact us at [email protected].

3. Data We Collect

We collect the following categories of personal data:

Account data: your name, email address, and hashed password when you register.
Inspection data: vehicle registrations, driver names, inspection results, defect notes, and photographs you submit through the Service.
Payment data: billing information processed by Stripe. We do not store full card details; only Stripe customer and subscription identifiers are retained by us.
Usage data: log data, IP addresses, browser type, and pages accessed, collected automatically for security and performance purposes.
Communications: any messages you send to us for support purposes.

4. How We Use Your Data

We use your personal data for the following purposes:

To provide, operate, and maintain the Service.
To process payments and manage your subscription.
To send transactional emails such as password reset links.
To notify you of changes to the Service or these policies.
To ensure the security and integrity of the Service.
To comply with our legal obligations.

5. Legal Basis for Processing

We process your personal data on the following legal bases under UK GDPR:

Contract performance: processing necessary to provide the Service you have subscribed to.
Legitimate interests: security monitoring, fraud prevention, and service improvement.
Legal obligation: compliance with applicable laws and regulations.
Consent: where you have given explicit consent, such as for marketing communications.

6. Data Retention

We retain your personal data for as long as your account is active or as necessary to provide the Service. Inspection records are retained for a minimum of 15 months in line with DVSA guidance for commercial vehicle operators. Upon account deletion, we will delete or anonymise your personal data within 30 days, except where retention is required by law.

7. Data Sharing

We do not sell your personal data. We may share your data with the following categories of third parties:

Stripe, Inc.: for payment processing. Stripe's privacy policy is available at stripe.com/privacy.
Cloud infrastructure providers: for hosting and data storage, operating under appropriate data processing agreements.
Law enforcement or regulatory authorities: where required by law or to protect the rights and safety of users.

8. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

Right of access: to request a copy of the personal data we hold about you.
Right to rectification: to request correction of inaccurate or incomplete data.
Right to erasure: to request deletion of your data in certain circumstances.
Right to restriction: to request that we limit how we use your data.
Right to data portability: to receive your data in a structured, machine-readable format.
Right to object: to object to processing based on legitimate interests.

To exercise any of these rights, please contact us at [email protected]. We will respond within 30 days. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

9. Cookies

We use a single session cookie to maintain your login state. This cookie is strictly necessary for the Service to function and does not track you across other websites. We do not use advertising or analytics cookies.

10. Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or destruction. These include encrypted data transmission (HTTPS), hashed password storage, and access controls. However, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security.

11. International Transfers

Your data may be processed by infrastructure providers operating outside the UK. Where this occurs, we ensure that appropriate safeguards are in place, such as standard contractual clauses approved by the ICO.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on the Service and updating the "Last updated" date above. Your continued use of the Service after such changes constitutes your acceptance of the updated policy.

13. Contact Us

For any privacy-related queries or to exercise your rights, please contact us at [email protected].