Privacy Policy

Last updated: 29 June 2026

1. Who we are

LogMyVehicle provides online vehicle check, mileage log, defect reporting and PDF audit report software for owner-drivers, small fleets and vehicle operators.

For privacy questions, contact us at: support@logmyvehicle.co.uk

2. What personal data we process

Depending on how the service is used, we may process:

• company or account name and contact details;
• administrator and driver names;
• email addresses and phone numbers;
• login, session and security records;
• vehicle details, registration numbers and vehicle status;
• mileage readings, check results and driver declarations;
• defect notes, severity levels and uploaded defect photos;
• PDF reports and audit records generated by the system;
• subscription, billing and Stripe customer or subscription references.

3. How we use this data

We process data to:

• create and manage user accounts;
• provide vehicle check, mileage log, defect reporting and PDF report features;
• support administrators and authorised drivers;
• maintain audit records for operators;
• process subscriptions and billing;
• secure the service, prevent misuse and troubleshoot problems;
• respond to support requests and service enquiries.

4. Lawful bases

We rely on different lawful bases depending on the situation. These may include performance of a contract where we provide the service to you, legitimate interests in operating, securing and improving the service, and legal obligations where we are required to keep certain business or billing records.

5. Operators and driver data

Where a business or operator creates accounts for drivers or records driver-related vehicle checks, that operator is responsible for ensuring that its drivers and staff understand how their information is used within LogMyVehicle. Operators should only add authorised users and should remove access when it is no longer needed.

6. Payments

Payments are handled by Stripe. LogMyVehicle does not store full card numbers. We may store Stripe customer IDs, subscription IDs, checkout references, billing status and related records so that subscriptions can be activated, managed and supported.

7. Service providers

We may use trusted service providers to host the website and application, process payments, send emails, maintain security, store files and provide technical infrastructure. These providers may process data only as needed to provide their services to us.

8. International transfers

Some service providers, such as payment, hosting or email providers, may process data outside the UK. Where this happens, we expect appropriate safeguards to be used where required by data protection law.

9. How long we keep data

Account, vehicle check, mileage and defect records may be kept while an account is active and for a reasonable period afterwards for audit, support, security and business record purposes. Operators may request deletion where legally and operationally appropriate. Some billing, tax, security or dispute records may need to be kept for longer.

10. Security

We use reasonable technical and organisational measures to protect data. No online service can be guaranteed to be completely secure, so account administrators and users must also protect their login details and use appropriate passwords.

11. Your rights

Depending on your situation and applicable law, you may have rights to request access, correction, deletion, restriction, objection, portability or withdrawal of consent where consent is used. To make a privacy request, contact us at: support@logmyvehicle.co.uk

12. Complaints

If you are unhappy with how your personal data is handled, please contact us first so we can try to resolve the issue. You may also have the right to complain to the UK Information Commissioner's Office.

13. Cookies

We use essential cookies for login sessions and security. For more information, see our Cookie Notice.

14. Changes to this policy

We may update this Privacy Policy from time to time. The latest version will be published on this page.