Privacy notice

This notice explains how personal information is handled in FleeetMate, a fleet management service provided by ZKM Holdings Limited, a company registered in England and Wales.

Who is responsible for your information

If you use FleeetMate through your employer, your employer decides what information is collected about you and why. Your employer is the data controller. ZKM Holdings Limited runs the service for them as a data processor and only uses the information to provide FleeetMate. For questions about how your employer uses your information, ask them first.

What we hold

• Your name, work email, phone number, role and depot.
• Driving licence details your employer records: expiry date, categories, penalty points and when it was checked. Licence numbers are not stored.
• Vehicle records linked to you: walkaround checks, defects, journeys and mileage, pool bookings, penalty notices, and accident reports, including any photos you upload.
• If your employer connects vehicle trackers: the vehicle's mileage and last known location. Only managers can see locations.
• Sign-in records and an audit trail of changes, kept for security.

Why it's used

To keep vehicles safe and legal, meet employer duties for people who drive for work, manage costs and fines, and keep records an employer may need for HMRC or insurers. The lawful bases are usually the employer's legitimate interests and legal obligations.

Who it's shared with

We use these suppliers to run the service, under contracts that protect your information: Vercel (hosting), Neon (database, hosted in London), and Resend (email). Vehicle registrations are sent to the DVLA and DVSA to look up tax, MOT and recall information. We don't sell information or use it for advertising.

How long it's kept

Records are kept while your employer uses FleeetMate, or until they delete them. Your employer should set retention periods that suit their obligations, for example keeping accident records for insurance claims.

Cookies

FleeetMate uses only the cookies needed to keep you signed in. There are no advertising or tracking cookies.

Your rights

You can ask to see the information held about you, have it corrected, and in some cases have it deleted or restricted. Contact your employer first. You can also complain to the Information Commissioner's Office (ico.org.uk).

Contact

Questions about this notice: contact ZKM Holdings Limited through your fleet team.