Privacy Policy

1. Who we are

Vehigo is a digital compliance platform for haulage operators. Our services may include the public website, the company administration portal, driver-facing mobile tools, compliance reporting, and related support.

For privacy questions, contact: privacy@vehigo.app

2. Controller and processor roles

Vehigo may act in different privacy roles depending on the data and the context.

• For website operation, account administration, service security, support, and core platform management, Vehigo generally acts as the data controller.
• For customer operational data entered into the service by a haulage company, including driver details, vehicle details, route information, checklist responses, compliance evidence, and location records, Vehigo generally acts as a data processor or service provider on behalf of that customer.

If you are a driver, manager, or employee using Vehigo through your employer, your employer may also be the primary controller for much of the operational data processed in the service.

3. The data we collect

Depending on how you use Vehigo, we may collect and process:

• Identity and account data, such as name, email address, role, login credentials, and company association.
• Company and operational setup data, such as company name, managers, drivers, vehicles, trailers, and route assignments.
• Trip and route data, such as stops, planned and actual timings, vehicle usage, route status, and related operational notes.
• Checklist and compliance data, such as answers, timestamps, signatures or acknowledgements, and generated reports.
• Evidence data, such as uploaded photos and related metadata.
• Location data, such as latitude, longitude, GPS accuracy, and related time of capture when checks are completed or route activity is recorded.
• Technical data, such as browser type, app version, device identifiers, IP address, logs, and authentication metadata.
• Local browser storage and cached app data used to support offline operation in the mobile app.
• Communications data, such as support emails, onboarding emails, and administrative account notifications.

4. How we collect data

• Directly from you when you register, log in, create users, add vehicles, create routes, submit checks, or contact us.
• From business customers who add employees, drivers, managers, vehicles, trailers, and trip data to the platform.
• Automatically from devices and browsers when the website, admin portal, or driver tools are used.
• From mobile/browser permissions, such as location access and camera access, when granted by the user.

5. Why we use personal data

• To create and manage user accounts.
• To let haulage companies configure managers, drivers, vehicles, trailers, and routes.
• To support digital vehicle and security checks and generate compliance records.
• To capture and store evidence, including location and photo data, where used by the service.
• To provide offline-capable app functionality and synchronize stored records later.
• To generate reports, including reports that may be shared with regulators, customs, or Border Force-related inspections.
• To maintain security, prevent misuse, diagnose technical issues, and protect the service.
• To communicate operational messages, onboarding notices, and account-related emails.
• To comply with legal obligations, defend legal claims, and enforce our terms.

6. Legal bases for UK and EEA users

Where UK GDPR or EU GDPR applies, we rely on one or more of these legal bases:

• Performance of a contract, including providing the service requested by a customer or user.
• Legitimate interests, including operating, securing, improving, and supporting the platform.
• Compliance with legal obligations.
• Consent, where consent is specifically requested, for example for certain device permissions or optional communications.

7. Location data and compliance evidence

Vehigo may process location data and photo evidence as part of digital compliance checks. This information is used to help prove when and where checks were completed and to support audit, reporting, and dispute resolution.

Business customers are responsible for ensuring that drivers and staff are properly informed about the use of these features where required by employment, privacy, or transport law.

8. Public reports and shared links

Vehigo may generate shareable compliance reports and public verification pages. If a business customer shares a report URL, QR code, or other verification link, the information available through that link may be accessible to anyone who receives it.

Customers should share report links carefully and only with intended recipients.

9. Cookies, local storage, and offline app storage

Vehigo uses cookies, sessions, local storage, and similar browser technologies for authentication, security, language preferences, offline cache, and application performance.

In the driver-facing mobile app, certain data may be stored temporarily on the device to support offline operation and later synchronization.

10. How we share personal data

We may share personal data with:

• The relevant business customer and its authorized users.
• Hosting, infrastructure, backup, email, authentication, and security providers acting on our instructions.
• Professional advisers, auditors, insurers, and legal representatives where needed.
• Authorities, regulators, courts, customs, or law-enforcement bodies where required by law or where a customer instructs disclosure for compliance purposes.
• A buyer, investor, or transaction counterparty if our business or assets are reorganized, sold, financed, or transferred, subject to appropriate safeguards.

11. International transfers

Vehigo may process or store data in countries other than the country where the user or customer is based. Where required by applicable law, we use appropriate safeguards for international transfers, such as contractual protections and transfer mechanisms recognized under UK GDPR or EU GDPR.

12. Retention

We keep personal data only for as long as necessary for the purposes described in this policy, including service delivery, security, troubleshooting, legal compliance, dispute handling, and backup recovery.

• Account and company setup data is generally retained while the customer account remains active and for a reasonable period after closure.
• Operational compliance data, such as trips, checks, reports, location records, and evidence, is retained according to the customer service configuration, legal requirements, and legitimate business needs.
• Some records may remain in backups, archives, and legal hold systems for a limited period.

13. Security

We use administrative, technical, and organizational safeguards designed to protect personal data against unauthorized access, loss, misuse, alteration, or disclosure. No system is completely risk-free, but we aim to use reasonable and proportionate controls appropriate to the nature of the data we process.

14. Your rights

Depending on your location and role, you may have rights to:

• request access to personal data
• request correction of inaccurate data
• request deletion in certain cases
• object to or restrict certain processing
• request data portability where applicable
• withdraw consent where processing is based on consent
• complain to a supervisory authority or privacy regulator

If you use Vehigo through a haulage company, you may need to contact your employer or account administrator first, because they may be the main controller of your operational data.

15. California privacy notice

For California residents, we collect categories of personal information similar to those described above, including identifiers, account data, commercial or operational records, geolocation data, internet or device activity, and communications data.

We use these categories for service delivery, security, administration, customer support, legal compliance, and operational reporting. We do not sell personal information and we do not use personal information for cross-context behavioral advertising.

California residents may have rights to know, access, correct, delete, and limit certain uses of personal information, subject to applicable exceptions.

16. Children

Vehigo is intended for business and professional use and is not directed to children.