Privacy policy
Last updated: 28 September 2026
Who we are
Fleetkeep is a UK fleet compliance dashboard with a 30-day trial and paid plans, operated by Studea Limited (company number 17228961). Studea Limited is the data controller for your account information. Contact us at hello [at] fleetkeep.co.uk.
What we collect
- Account details: your email address and name from Google when you sign in.
- Vehicle records: registration numbers, labels, make, model, fuel type, colour, MOT and tax due dates retrieved from the DVLA Vehicle Enquiry Service, MOT history (test dates, results, mileage, defects) retrieved from the DVSA MOT History API, plus insurance and service dates you enter, operational status, assigned driver/owner notes, optional vehicle photos, condition checks, walkaround and defect evidence files, vehicle documents, toll/charge account records, toll/charge spend rows and status notes you choose to store.
- Optional telematics data: if you connect an authorised tracking provider, its vehicle or device ID and the latest position, mileage, speed, heading, ignition, voltage, driver assignment and device-status reading it sends. When you request recent routes, Fleetkeep retrieves the selected route, trip, fuel-card and diagnostic data from the provider for display without retaining that route history in Fleetkeep's database.
- Reminder activity: records of which emails we sent, when, and their delivery status.
- Servicing evidence: service schedules supplied by a provider or entered by your fleet team, requests sent to a customer, contact and delivery history, customer-submitted service dates, mileage, statements and files, and the fleet team's review decisions. We also record orders and payment status when your fleet team requests paid schedule data.
- Audit logs: a record of significant account events (signup, vehicle add / delete, consent changes, DVLA lookups) for security and dispute resolution. Consent and email-preference rows store the IP address and user-agent captured at sign-in as evidence of your choices.
- Waitlist data (US beta only): if you sign up at fleetkeep.co.uk/us we record your email address, an optional one-line note, the consent text and version you agreed to, your IP address and user-agent. We use this only to email you once when US support launches. You can request deletion at any time by emailing hello [at] fleetkeep.co.uk.
We use Cloudflare's privacy-preserving Web Analytics and Ahrefs Web Analytics for traffic measurement. These help us understand which pages are being visited and how search visibility changes over time. If you accept analytics cookies, Fleetkeep records the page and channel that led to signup and uses Google Analytics 4 to understand which pages help operators.
Why we collect it
To send you operational reminders before MOT, road tax, insurance and service renewals, the core service you signed up for. If setup is incomplete, we may send one email offering help with adding a vehicle or choosing a plan. You can stop setup emails from the link in that message without stopping vehicle reminders. With your separate consent, we may also send marketing updates, or refer your renewal intent to vetted UK partners so you can compare quotes. You can change consent or delete your account at any time from your settings.
If you enable telematics, we use the latest reading to show the current vehicle position and status in your dashboard. When you choose a route period, we request that recent history from your provider and display it for the signed-in account. The account holder confirms that their organisation is authorised to process this data and will give affected drivers the required information about its use.
If your fleet team uses service evidence requests, we show each submission to that team for review and keep the request, follow-up and decision history with the vehicle record.
Lawful basis
- Operational reminders: contract, necessary to perform the service you signed up for.
- Setup assistance: legitimate interests, limited to one optional email with a separate opt-out.
- DVLA / DVSA lookups: contract, necessary to populate the reminder dates.
- Marketing: consent, explicit, granular, withdrawable.
- Partner referrals: consent, explicit, withdrawable.
- Waitlist (US beta): consent, explicit, single-purpose (one launch announcement), withdrawable on request.
- Site analytics: legitimate interest, no personal identifiers, aggregate only.
- Optional signup attribution and Google Analytics 4: consent, controlled by the cookie banner.
- Telematics data you enable: contract, to provide the connected vehicle status feature you choose to use. The account holder is responsible for having an appropriate basis to provide driver location data to Fleetkeep.
Where we host your data
Your account and vehicle data is stored on a Neon Postgres database configured in the London region. Application traffic is served by Cloudflare Pages and Cloudflare Workers. Private photos, documents and evidence files are stored in Cloudflare R2. Outgoing emails go through Resend. Data sent between Fleetkeep and these services uses TLS encryption. Provider support and subprocessors may process data outside the UK. We use the contractual and transfer safeguards offered under the applicable provider agreement where required by UK data-protection law.
Who we share data with
- Google Analytics 4 - optional site analytics if you accept analytics cookies.
- Ahrefs: search and web analytics for site performance measurement.
- Google: sign-in (your email and name only).
- Cloudflare: application hosting, CDN and privacy-preserving Web Analytics.
- Neon: database hosting (EU region).
- Resend: outgoing transactional email delivery.
- Stripe: subscription checkout, payment collection, invoices and billing portal. Fleetkeep stores Stripe customer and subscription references, plan and billing status, but does not receive your full card details. Stripe also uses payment data for its own regulatory, security and fraud-prevention purposes.
- DVLA Vehicle Enquiry Service: we send the registrations you add to retrieve MOT and tax dates.
- DVSA MOT History API: we send the registrations you add to retrieve MOT test history.
- Your chosen tracking provider: when you connect one, it sends the latest vehicle reading to Fleetkeep using the credentials you configure. Its handling of your data is governed by its own terms and privacy information.
- AI services you connect: when you authorise Fleetkeep in ChatGPT, Claude or another compatible service, Fleetkeep returns only the account-scoped vehicle, compliance, maintenance and non-personal reminder fields requested through the connector. The AI service receives and handles that response under its own terms and privacy policy. Fleetkeep does not send provider credentials, driver contact details or reminder-recipient email addresses through this connector.
- Affiliate networks (e.g., Awin): if and when you click an affiliate link, we may pass a session-level click reference to the partner so the booking can be attributed. We never share your email with affiliates without your consent.
We do not sell your data. We do not share it for advertising.
Cookies
We set an HTTP-only session cookie to keep you signed in. Before sign-in, a one-day preference cookie records whether you want one setup email if you do not finish. If you accept analytics cookies, Fleetkeep sets a 14-day first-touch cookie containing the landing page, channel and campaign label, and Google Analytics 4 may set analytics cookies. You can decline them or reopen Cookie settings from the footer.
Security
Standard customer sign-in is delegated to Google or Apple, so Fleetkeep does not receive your Google or Apple password. The isolated marketplace-review account stores only a one-way hash of its dedicated test password and contains fictional data. Sessions are server-validated on every request. Database connections use TLS. Secrets are stored in encrypted Cloudflare environment variables. Webhook tokens are stored as one-way hashes. If you choose a direct tracking-provider connection, its restricted access token is encrypted before storage and is not shown again. We log access in our audit trail and review it for unusual activity.
Your rights (UK GDPR)
You have the right to access, correct, export and delete your data, to restrict or object to processing, and to withdraw consent at any time. To exercise these rights:
- Sign in and use your dashboard settings page to export the available account data as JSON or delete your account. Uploaded files remain available through their dashboard download links while the account is active.
- Or email hello [at] fleetkeep.co.uk for a complete access request or any other request.
We respond within 30 days. If you are not satisfied, you have the right to complain to the Information Commissioner's Office (ico.org.uk).
Retention
We keep your account data for as long as your account is active. When you delete your account:
AI connector access tokens expire after one hour and refresh tokens expire after 30 days. Revoking or disconnecting the connector prevents future access. Connector authorisation and consent records are retained while the account is active so the authorised connection can operate and be audited, and are deleted with the account.
- Account, vehicle, compliance, MOT history, servicing, contact, consent and reminder records, together with private photos, documents and evidence files stored under the account, are deleted from the active service immediately. This includes the latest telematics snapshots and connection records. Protected infrastructure backups may persist until they expire under the relevant provider's backup cycle and are not restored to active use except for disaster recovery or legal necessity.
- Audit log entries are anonymised (user reference is removed and metadata stripped) and retained for up to 24 months for security and fraud prevention, after which they are automatically purged.
- Affiliate click events (partner, category, timestamp) are retained anonymously for up to 90 days for accounting reconciliation.
- Waitlist entries (US beta) are retained until US launch + 6 months, or sooner on request, then deleted.
Aggregated, anonymised statistics may be retained for product analytics. Affiliate-network attribution data and payment records held by Stripe or other partners are governed by their own retention policies and legal obligations.
Children
Fleetkeep is intended for users aged 17 and over (the minimum age to drive in the UK). We do not knowingly collect data from children under that age.
Changes
If we change this policy materially we will email registered users at least 14 days before the change takes effect, and update the date above.