Privacy Policy

1. Who This Policy Applies To

This policy applies to:

• Delivery drivers using FP MOVE
• Dealers and brokers using FP MOVE
• Lease companies and OEM users
• End-user customers receiving vehicle deliveries
• Visitors to any associated FP MOVE website

2. Information We Collect

We collect information necessary to provide secure vehicle delivery, proof-of-delivery, audit and compliance services.

A. Account & Identity Information

• Name
• Business name
• Email address
• Telephone number
• Company role (e.g. driver, dealer, broker)
• Login credentials

B. Delivery & Vehicle Information

• Vehicle registration number
• VIN (Vehicle Identification Number)
• Vehicle make and model
• Mileage at handover
• Fuel/charge level
• Condition/damage reports
• Photographs and videos of vehicle condition
• Digital signatures
• Date and time of collection and delivery

C. Location Data

FP MOVE may collect real-time or timestamped location data when:

• Tracking delivery progress
• Recording delivery completion
• Providing proof of delivery

Location tracking only occurs when required for operational use and while the App is active.

D. Device Information

• Device type
• Operating system
• App version
• IP address
• Log data
• Crash reports

E. Audio Recording (If Enabled)

If dispute capture or incident recording functionality is enabled, audio may be recorded during vehicle handover events. Users will be notified when audio recording is active.

3. How We Use Your Information

We use collected information to:

• Facilitate vehicle collection and delivery
• Provide proof of delivery and audit trail
• Record and evidence vehicle condition
• Resolve disputes
• Improve operational transparency between brokers, dealers, lease companies and end customers
• Comply with legal and regulatory obligations
• Provide customer support
• Improve and secure the App

We do not sell personal data.

4. Legal Basis for Processing (UK GDPR)

We process data under the following lawful bases:

• Contractual necessity – To fulfil vehicle delivery agreements
• Legitimate interests – To provide auditability and operational transparency
• Legal obligation – For compliance and dispute resolution
• Consent – Where required (e.g. optional audio recording features)

5. Third-Party Service Providers

We may share data with trusted service providers necessary to operate FP MOVE.

A. Clear Vehicle Data

We use Clear Vehicle Data (clearvehicledata.com) to provide official vehicle manufacturer logos and associated vehicle data imagery within the App. Clear Vehicle Data does not receive personal user data through FP MOVE. Their services are used solely for vehicle branding and identification purposes.

B. Hosting & Infrastructure

We use secure cloud hosting providers located within the UK.

C. Analytics & Error Monitoring

We may use third-party analytics or crash reporting services to improve app performance. All third parties are contractually required to protect personal data.

6. Data Sharing

We may share relevant delivery information with:

• The relevant dealer
• The leasing company
• The broker
• OEM partners (where required)
• The end customer (delivery confirmation only)

We do not share personal data for marketing purposes.

7. Data Retention

We retain data only as long as necessary for:

• Audit purposes
• Contractual obligations
• Legal and compliance requirements
• Dispute resolution

Delivery and condition records may be retained for up to 7 years in line with contractual limitation periods.

8. Data Security

We implement appropriate technical and organisational measures, including:

• Encrypted data transmission (HTTPS/TLS)
• Secure cloud storage
• Role-based access controls
• Audit logging
• Secure authentication

No system is 100% secure, but we take reasonable steps to protect your information.

9. Your Data Protection Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Correct inaccurate data
• Request erasure (where applicable)
• Restrict processing
• Object to processing
• Request data portability

To exercise your rights, contact: info@fleetprocure.com

You also have the right to complain to the Information Commissioner's Office (ICO): https://ico.org.uk/

10. Children's Privacy

FP MOVE is a business-to-business operational platform and is not intended for use by children under 18. We do not knowingly collect data from children.

11. International Transfers

If data is transferred outside the UK or EEA, we ensure appropriate safeguards are in place, including:

• Adequacy decisions
• Standard contractual clauses
• Secure hosting environments

12. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted within the App and on our website.

13. Contact Us

If you have questions about this Privacy Policy, contact: