Fleet Matters Ltd - Privacy Policy

It is our policy that we shall at all times endeavour to comply with the requirements of the General Data Protection Regulation (GDPR).

We shall achieve this by doing our best to protect personal information or identifying data and never knowingly:

  1. fail to comply with the requirements of GDPR
  2. fail to protect your data or
  3. misuse your data.

We shall respond to and deal with enquiries or complaints promptly and fairly

Our contact details

Name: Fleet Matters Ltd
Address: 9 Spiers Drive, Brackley, Northants, NN136JB
Phone Number: 07845 406064
E-mail: info@fleetmatters.org
Website: www.fleetmatters.org

OUR ICO details

Organisation name: Fleet Matters LTD
Our ICO reference number: A1099251
Privacy code created date: 17 February 2021
Version: 1/17022021
Approved by: D Holloway
Reviewed by: D Holloway
Next review due: 17 February 2022

Short version - details

Your consent – Please only provide us with personal information or identifying data, henceforth referred to as data, about yourself that is necessary to enable us to communicate with each other and work together, by providing data to us you give us consent to retain and use that data for as long as we need communicate or work together, or until you withdraw your consent in writing.

Removing your consent – You can remove your consent at any time by emailing or writing to us at: Fleet Matters Ltd, 9 Spiers Drive, Brackley, Northants, NN136JB.

E-mail: info@fleetmatters.org  Website: www.fleetmatters.org

The data we may collect and store – Your name, telephone number, email addresses, occupation and workplace.

How we collect the data – you or your colleagues will provide it to us

Our use of your data – We process and store your data so that we can communicate with you and work together.

Sharing your data – We won’t share the data with anyone else unless you give us permission to share it, except where we are required to share it by law.

When the need to store the data ends:

  1. when we cease to communicate with each other, or
  2. stop working together, or
  3. you withdraw your consent in writing for us to store your data.

We shall delete your data, except where we are required to retain the data by law.

The access and complaints process is outlined below in the longer version of our policy.

Long version - details

Your consent

Please only provide us with personal information or identifying data, henceforth referred to as data, about yourself that is necessary to enable us to communicate with each other and work together effectively.

The data we will need to do this will generally be limited to name, telephone number, email addresses, occupation and place of work.

If you provide us with this sort of data you are giving us the consent required for us to keep the data for the use, length of time and reasons explained below.

Removing your consent

You may withdraw your consent at any time by writing or emailing:

Name: Fleet Matters Ltd
Address: 9 Spiers Drive, Brackley, Northants, NN136JB
E-mail: info@fleetmatters.org
Website: www.fleetmatters.org

The data we may collect and store

We may currently collect and process the following information:

  1. The name and email address you provide to us.
  2. The telephone number you provide to us.
  3. Your work title, role and location as you provide it to us.

How we get the data and why we have it

The data we process is provided to us directly by you or your colleagues for one of the following reasons:

  1. So that we can contact you to respond to an enquiry.
  2. So that we can assess your needs in order to answer an enquiry effectively.
  3. So that we can work together effectively.

How we will use your data?

  1. We will only use it to communicate with you to discuss working together, or
  2. While we are working together.
  3. We will not share your data unless we are required to do so by law.

Once the need to retain your data no longer applies?

  1. We will delete your data from our records except where we are required to retain that data by law.

The Lawful base we rely on for processing the data you provide to us are the reasons shown below:

    1. Your consent. NB: You are able to remove your consent at any time by contacting Fleet Matters Ltd by email or in writing.
    2. We have a contractual obligation, for processing contracts.
    3. We have a legal obligation, we are required to retain some records by law.
    4. We have a legitimate interest, we need to be able to communicate with you, and you with us, to discuss if we will work together and once we work together.

How we store your data

Your data is securely stored within the UK online and in a computer database.

We process:

  1. The name and email address you provide to us.
  2. The telephone number you provide to us.
  3. Your work title, role and location as you provide it to us.

How long will we keep your data:

  1. Long enough to contact you about your enquiry. Once we have contacted you, if we mutually decide that we will not be working together, we will delete your data.
  2. For as long as we work together. Once we cease to work together, we shall delete your data, unless we are required to retain it by law.
  3. For as long as we are legally required to retain it under UK law.
  4. Otherwise, until you withdraw your consent.

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

If you wish to make a request, please contact us at:
E-mail: info@fleetmatters.org
or write to
Name: Fleet Matters Ltd, 9 Spiers Drive, Brackley, Northants, NN136JB

How to complain

It is our policy that we shall at all times endeavour to comply with the requirements of the General Data Protection Regulation (GDPR).

We shall achieve this by doing our best to protect personal information or identifying data and never knowingly:

  1. fail to comply with the requirements of GDPR
  2. fail to protect your data or
  3. misuse your data.

We shall respond to and deal with enquiries or complaints promptly and fairly

However, if you feel that we have made a mistake, or got something wrong, please let us know so that we can look into it and take appropriate action.

If you have any concerns about our use of your personal data or identifying information, you can make a written complaint to us at:

Fleet Matters Ltd
9 Spiers Drive, Brackley, Northants, NN136JB

E-mail: info@fleetmatters.org
Or you can call us, 07845 406064, we may be able to resolve your concern over the phone.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk