Data sources and privacy
Last updated: 20 August 2026 · Plain-English summary. The formal version lives in the privacy notice.
Fleetkeep holds two kinds of data: information about you (the operator), and information about your vehicles. This page lists every field, where it comes from, what we do with it, and what we never do with it. If anything below is unclear, email hello [at] fleetkeep.co.uk.
What we hold about you
- Email address: the one you sign in with. Used to send reminders and to identify your account. You provide this when you sign in.
- Name (optional): taken from your Google account if you sign in with Google, otherwise blank. Used in the greeting line of reminder emails.
- Reminder recipients (optional): additional email addresses you nominate so reminders reach the right people. We email these addresses only with reminders for vehicles on your account, never with marketing.
- Account events: sign-ins, vehicles added, reminders sent and other significant account actions. Used for support, security and fraud prevention. Identifying record metadata is removed when the account is deleted. Anonymised audit entries may be kept for up to 24 months.
What we hold about your vehicles
- Registration plate: the only field you have to type. Used to look up the vehicle with DVLA and DVSA.
- Make, model, year, fuel, colour: pulled from DVLA Vehicle Enquiry Service when you add the vehicle. Refreshed periodically.
- MOT due date and MOT history: pulled from the DVSA MOT history service. Refreshed periodically.
- Road tax due date: pulled from the same DVLA Vehicle Enquiry Service. Refreshed periodically.
- Insurance renewal date: supplied by you. We do not check the Motor Insurance Database; the date is whatever you enter. Used to schedule reminders.
- Service interval and last service date: supplied by you. Used to schedule the next service reminder.
- Operational status, assigned driver/owner and status notes: supplied by you. Used to help you see whether a vehicle is active, standby, in maintenance, off road or removed, and who currently owns the follow-up.
- Optional vehicle photo: supplied by you. Used only to make the dashboard easier to scan. Vehicle photos are stored privately and served only to signed-in account users.
- Walkaround and defect evidence: optional photos or short videos supplied by you. Used to keep condition, defect and repair follow-up evidence beside the vehicle task. Evidence files are stored privately and served only to signed-in account users.
- Condition checks: optional handover, return or spot-check records supplied by you. Used to store mileage, fuel or charge level, condition notes, sign-off details and supporting evidence beside the vehicle record.
- Toll and charge records: supplied by you or imported from statement CSVs. Used to keep provider names, account references, official portal links, Auto Pay/account-billing notes, review dates, charge dates, amounts and invoice references beside the vehicle record.
- Optional label: your free-text nickname for the vehicle (for example, "white Transit" or "Driver 2's van"). Stored as you type it.
Where each piece of data comes from
The vehicle data on your dashboard comes from three places:
- You. The registration plate, optional label, optional vehicle photo, walkaround evidence, condition checks, operational status, assigned driver/owner, toll/charge account notes, toll/charge spend rows, insurance renewal date, last service date and service interval are all things you tell us. We never guess these.
- DVLA. The make, model, year, fuel, colour and road-tax due date come from the official DVLA Vehicle Enquiry Service. This is the same database the gov.uk vehicle tax page reads from.
- DVSA. The MOT due date and MOT history (passes, fails, advisories, mileage) come from the official DVSA MOT history service. This is the same data shown on the public MOT history check at gov.uk.
Fleetkeep does not invent dates and does not modify them. If a date looks wrong, the source is DVLA or DVSA and the correction has to be made there.
Where the data does not go
- We do not sell your data. Not to insurers, not to garages, not to anyone.
- We do not share your data with affiliates without consent. If you click a partner link, the partner sees a click reference and the page you came from. They do not see your email, your fleet, or any vehicle details unless you fill in a quote form on their site.
- We do not use your renewal dates for marketing. The dates we hold to send you reminders are operational data only. We do not target you, retarget you, or rent the signal to anyone.
- Our cloud providers may process data outside the UK. Cloudflare provides hosting and private file storage, Neon/Databricks provides the database, and Resend provides email delivery. We use the safeguards in the applicable provider agreement where UK data-protection law requires them. The formal privacy notice lists the providers and uses.
How long we keep it
- Active account. While the account is in use, vehicle records and reminder schedules persist.
- Account closed by you. Active account, vehicle, contact and reminder records and private uploaded files are deleted immediately. Protected infrastructure backups may persist until the relevant provider's backup cycle expires. Identifying metadata is removed from audit entries retained for security and fraud prevention.
- Account inactive for 24 months. We will email a warning, then delete the account if there is no response in 30 days.
- Audit logs. Identifying metadata is removed when the account is deleted. The remaining anonymised entries may be kept for up to 24 months. Email delivery records linked to an account are removed with that account.
Your rights
Under UK GDPR you can ask us, at any time, for any of the following:
- Export and access. The dashboard provides a machine-readable export of available account data, and uploaded files remain downloadable while the account is active. Email us for a complete access request. We respond within one month, usually faster.
- Correction. Anything that is wrong, except for fields that come from DVLA or DVSA. Those corrections have to go through DVLA or DVSA directly. We pull the next refresh.
- Deletion. Immediate deletion from the active service, subject to the protected backup qualification above.
- Complaint. If you are not satisfied with how we handle a request, you can complain to the Information Commissioner's Office.
To exercise any of these, email hello [at] fleetkeep.co.uk from the address on your account.
Where to read more
- Formal privacy notice: the full UK GDPR version with named processors, lawful bases and retention table.
- Terms of service: the rules for using the reminder service.
- Partner link disclosure: how optional partner links work and which standards we apply.
- Contact: for anything not covered above.