Privacy

Last updated: 12 June 2026

Bakfleet ("we", "us" or "our") is committed to protecting your privacy and handling personal data responsibly. This Privacy Policy explains how we collect, use, store and protect information when you use the Bakfleet fleet management platform and associated services.

1. Who We Are

Bakfleet is a cloud-based fleet management platform providing services including vehicle management, driver management, maintenance planning, compliance monitoring, defect reporting and digital driver walkaround inspections.

For the purposes of UK data protection law, the organisation operating Bakfleet may act as a Data Controller or Data Processor depending on the circumstances described in this policy.

2. Information We Collect

Account Information

• Name and contact details
• Email addresses
• User roles and permissions
• Profile images where provided
• Password hashes (encrypted passwords are never stored in plain text)

Fleet and Operational Information

• Vehicle details and records
• Trailer information
• Maintenance schedules and compliance records
• Driver walkaround inspection data
• Defect reports and corrective actions
• Uploaded photographs and supporting documents

Location Information

• GPS coordinates submitted during digital inspections or operational processes where location services are enabled by the user or device

Security and Technical Information

• IP addresses
• Browser and device information
• Login activity and security logs
• Authentication records including two-factor authentication events and trusted device records
• Cookies and similar technologies

3. How We Use Your Information

We use information collected through Bakfleet to:

• Provide, maintain and improve our services
• Create and manage user accounts
• Authenticate users and protect account security
• Provide fleet management, reporting and compliance functionality
• Maintain security records and investigate suspicious activity
• Communicate important service information
• Meet legal and regulatory obligations

4. Legal Basis for Processing

Where UK GDPR applies, we process personal data under one or more of the following lawful bases:

• Performance of a contract with our customers
• Legitimate interests in operating and securing our services
• Compliance with legal obligations
• Consent where required, such as optional cookies or analytics technologies

5. Data Security

Bakfleet uses appropriate technical and organisational measures designed to protect information against unauthorised access, alteration, disclosure or destruction.

Security measures may include:

• Password hashing
• Multi-factor authentication
• Encrypted communications using HTTPS
• Access controls and user permissions
• Security logging and monitoring
• Regular security improvements and system updates

6. Data Sharing

We do not sell personal data.

Information may be shared with trusted service providers where necessary to operate the Bakfleet platform, such as:

• Website hosting and infrastructure providers
• Email delivery providers
• Technical service providers supporting the platform

All such providers are expected to handle information securely and in accordance with applicable data protection laws.

7. Data Retention

We retain information only for as long as reasonably necessary to provide our services, meet contractual obligations, comply with legal requirements, resolve disputes and maintain appropriate business records.

When data is no longer required, it will be securely deleted or anonymised where appropriate.

8. International Transfers

Where personal information is transferred outside the United Kingdom, appropriate safeguards will be implemented as required by applicable data protection laws.

9. Your Rights

Depending on your circumstances and applicable law, you may have rights including:

• The right to access your personal data
• The right to correct inaccurate information
• The right to request deletion of your data
• The right to restrict or object to certain processing activities
• The right to request data portability
• The right to withdraw consent where processing is based on consent
• The right to complain to the Information Commissioner’s Office (ICO)

10. Cookies

Bakfleet uses essential cookies required for authentication, account security and trusted device recognition. Optional cookies or analytics technologies are used only where appropriate consent has been obtained.

Further information can be found in our separate Cookie Policy.

11. Customer Responsibilities

Where Bakfleet is provided to a business customer, that customer is responsible for ensuring that they have an appropriate legal basis for entering personal information relating to their employees, drivers or other individuals into the Bakfleet platform.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Any significant changes will be communicated through the Bakfleet platform or other appropriate channels.

13. Contact Us

If you have any questions regarding this Privacy Policy or how your personal data is handled, please contact us using the details available on our website.