GVL COMPASS Privacy Policy
BACKGROUND:
Guardian Vehicle Logistics Ltd understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of everyone who visits this Website/App, www.gvlcompass.com. Our Site/App will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
Please read this Privacy Policy carefully and ensure that you understand it. Your acceptance of this Privacy Policy is assumed by continuing to use our Site/App.
Definitions and Interpretation
In this Policy the following terms shall have the following meanings:
| “Account” | means an account required to access and/or use certain areas and features of our Site/App; |
| “Cookie” | means a small text file placed on your computer or device by our Site/App when you visit certain parts of Our Site/App and/or when you use certain features of Our Site/App. Details of the Cookies used by our Site/App are set out in Part 14, below; and |
| “Cookie Law” | means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003, as amended, relating to the use of cookies and similar technologies; |
Information About Us
Our Site/App is owned and operated by Guardian Vehicle Logistics Ltd, a limited company registered in England under company number 13652129.
Registered address: Quarry Farm, Bowbridge Lane, Balderton, NG24 3BZ.
Main trading address: Quarry Farm, Bowbridge Lane, Balderton, NG24 3BZ
VAT number: 391225503.
Data Protection Lead: Amelia Macdonald.
Email address: compliance@gvlogistics.net.
Telephone number: 0115 667 0081.
Postal address: Quarry Farm, Bowbridge Lane, Balderton, NG24 3BZ.
We are regulated by the Information Commissioner’s Office: Registration ref ZB789741
What Does This Policy Cover?
This Privacy Policy applies only to your use of Our Site/App and explains how any personal data collected through Our Site/App is used, as well as your rights and how to raise concerns or complaints.
What Is Personal Data?
Personal data is defined by the UK GDPR and the Data Protection Act 2018, as amended by the Data (Use and Access) Act 2025 and other applicable legislation relating to data protection and privacy (“the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
What Are My Rights?
Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:
The right to be informed about our collection and use of your personal data. This Privacy Policy should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 15.
The right to access the personal data we hold about you. Part 13 will tell you how to do this.
The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 15 to find out more.
The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold. Please contact us using the details in Part 15 to find out more.
The right to restrict (i.e. prevent) the processing of your personal data.
The right to object to us using your personal data for a particular purpose or purposes.
The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
Rights relating to automated decision-making and profiling. We do not use your personal data in this way.
For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 15.
It is important that your personal data is kept accurate and up-to-date. If any of the personal data we hold about you changes, please keep us informed as long as we have that data.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to complain to us using the contact details provided in Part 15 (or by any other method). We will do our best to resolve your complaint. We will acknowledge your complaint within 30 days and will respond to it without undue delay.
You also have the right to lodge a complaint with the Information Commissioner’s Office. You may wish to raise your concerns with us first, so that we can try to resolve them. If you are not satisfied with our response, you can complain to the Information Commissioner’s Office.
What Data Do You Collect and How?
Depending upon your use of our Site/App, we may collect and hold some or all of the personal data set out in the table below, using the methods also set out in the table. Please also see Part 14 for more information about our use of Cookies and similar technologies. We do not collect any ‘special category’ or ‘sensitive’ personal data and/or personal data relating to children and/or data relating to criminal convictions and/or offences with the exception of driving offences. We also confirm that we do not use analytics or similar tracking technologies on our Site/App.
| Data Collected | How we Collect the Data |
|---|---|
| Identity information - name, and the professional role held within the operator's business (e.g. Driver, Transport Manager, Principal, Administrator). | Provided by the user, or entered on their behalf by their employer/account administrator when the account is created. |
| Contact information - email address; telephone number; and the business address of the operator's organisation. | Provided by the user or their administrator at account setup, or updated by the user in the app. |
| Business information - organisation/trading name; operator ("O") licence details; job title/role; and fleet details (vehicle registration marks, make/model, associated compliance dates). | Entered by the customer organisation (its Principal or Administrator) when setting up and using the account. |
| Payment information - billing contact details and invoice/transaction records. | Billing details provided by the customer at sign-up. Card/bank details are entered directly into, and held by, our payment provider (Stripe) on its own secure pages - they never reach our servers. Invoice records are generated by our billing process. |
| Profile information - account role and permissions; in-app preferences; and a record of the user's activity in the app (checks completed, reports submitted, subscription/plan). | Created when the account is set up and generated as the user uses the app; authentication managed by Microsoft. |
| Technical information - IP address and basic request/device information (browser type and version, operating system) held in server logs for security and service operation. | Collected automatically by our servers when you use the Website/App. |
| Data from third parties - vehicle information (MOT status, tax status, make/registration details) from DVLA using the vehicle registration mark; and authentication confirmation from Microsoft when you log in. | Retrieved automatically from DVLA and Microsoft via secure interfaces (APIs) when you use the relevant features. |
| Compliance, qualification & safety records - driving licence details, Driver CPC, digital tachograph card details and infringement data, IRTEC inspector qualification; daily vehicle walkaround checks, defect reports, incident reports; and electronic signatures used to sign off checks and reports. | Entered by users (drivers, transport managers, administrators) in the course of using the app; some vehicle data retrieved from DVLA as above. |
How Do You Use My Personal Data?
Under the Data Protection Legislation, we must always have a lawful basis for using personal data. The following table describes how we may use your personal data, and our lawful bases for doing so:
| What we Do | What Data we Use | our Lawful Basis |
|---|---|---|
| Registering you | Identity (name, role); contact (email, phone); profile (Microsoft login identifier, account role). | Performance of a contract - setting up your account so we can provide the service. Where an employer registers a user, also legitimate interests (of the operator in managing its compliance workforce). |
| Providing and managing your Account. | Identity; contact; profile; technical (for security). | Performance of a contract. |
| Providing and managing your access to our Site/App. | Profile (role, permissions, login identifier); technical (IP address, device, server logs). | Performance of a contract, and legitimate interests - keeping the platform secure, controlling who can access which data, and preventing unauthorised use. |
| Personalising and tailoring your experience on our Site/App. | Profile (role, preferences); usage records. | Legitimate interests -showing each user the tools and records relevant to their role (e.g. a driver sees driver features). |
| Administering our Site/App. | Technical (IP, browser, OS, logs); profile. | Legitimate interests - keeping the Site/App running securely, diagnosing faults, and preventing fraud or misuse. |
| Administering our business | Identity; contact; business; payment/billing records; profile. | Legitimate interests (running and managing the business, and internal record-keeping); legal obligation (retaining financial/tax records); and performance of a contract (billing). |
| Supplying our products/services to you | The aforementioned plus the core compliance data: qualification and safety records, walkaround checks, defects, incidents, tacho data, vehicle data (incl. DVLA), electronic signatures. | Performance of a contract - delivering the compliance platform you subscribed to. Supported by legal obligation where records underpin statutory compliance duties (operator licensing, tachograph, DVSA). |
With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email and/or text message with information, news, and offers on our products and/or services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the Data Protection Legislation and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out. We will always obtain your express opt-in consent before sharing your personal data with third parties for marketing purposes and you will be able to opt-out at any time.
Some features automatically highlight compliance items for review (for example, flagging potential tachograph infringements or upcoming expiry dates), but these are reviewed and acted upon by a person; no decisions affecting individuals are made by automated means alone.
We will only use your personal data for the purpose(s) for which it was originally collected unless we reasonably believe that another purpose is compatible with that or those original purpose(s) and need to use your personal data for that purpose. In some cases, the law may treat certain further uses of personal data as compatible with the original purpose, subject to appropriate safeguards. If we rely on compatibility in this way and you want us to explain how the new purpose is compatible with the original, please contact us using the details in Part 15.
If we need to use your personal data for a purpose that is unrelated to, or incompatible with, the purpose(s) for which it was originally collected, we will inform you and explain the legal basis which allows us to do so.
In some circumstances, where permitted or required by law, we may process your personal data without your knowledge or consent. This will only be done within the bounds of the Data Protection Legislation and your legal rights.
How Long Will You Keep My Personal Data?
We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):
| Type of Data | How Long we Keep It |
|---|---|
| Identity information (name, professional role) | For as long as the account is active, and for up to 6 years after it closes - to deal with any queries, disputes or legal claims (aligning with the 6-year limitation period under the Limitation Act 1980). |
| Contact information (email, phone, business address) | For as long as the account is active, and for up to 6 years after it closes - to deal with any queries, disputes or legal claims (aligning with the 6-year limitation period under the Limitation Act 1980). |
| Business information (organisation name, O-licence details, role, fleet details) | Duration of the account plus up to 6 years; where it forms part of compliance records, retained per the compliance periods below. |
| Payment information (billing/invoice records) | 6 years from the end of the relevant financial year, to meet HMRC/Companies Act accounting-record requirements. |
| Profile information (role, permissions, preferences, activity/subscription records) | Duration of the account; deleted or anonymised within a short period (e.g. 30–90 days) of account closure, unless a record must be kept longer for legal or compliance reasons. |
| Technical information (IP address, browser, OS, server logs) | Retained only briefly for security and troubleshooting - typically up to 12 months - then deleted. |
| Compliance & safety records - walkaround checks, defect reports, maintenance/inspection records, incidents, tachograph data, qualification records, electronic signatures. | Kept in line with statutory requirements: safety-inspection, daily-check and defect records for at least 15 months (DVSA Guide to Maintaining Roadworthiness); tachograph and infringement data for at least 12 months (or 24 months where it is the only record of a driver's working time). Held for the duration of the customer's subscription and their statutory duties, then deleted. |
How and Where Do You Store or Transfer My Personal Data?
Your personal data is stored on servers located in the UK. A limited number of our service providers (for payments and email) may process some personal data outside the UK; where they do, we ensure an appropriate safeguard recognised under the Data Protection Legislation is in place. For further information, please refer to the Information Commissioner’s Office.
Please contact us using the details below in Part 15 for further information about the particular data protection safeguard[s] used by us when transferring your personal data to a third country.
The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:
limiting access to your personal data to those employees, agents, contractors, and other third parties with a legitimate need to know and ensuring that they are subject to duties of confidentiality;
procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your personal data) including notifying you and/or the Information Commissioner’s Office where we are legally required to do so;
Do You Share My Personal Data?
We will not share any of your personal data with any third parties for any purposes, subject to the following exceptions:
If we sell, transfer, or merge parts of our business or assets, your personal data may be transferred to a third party. Any new owner of our business may continue to use your personal data in the same way(s) that we have used it, as specified in this Privacy Policy.
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
If any of your personal data is shared with a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above in Part 9.
If any personal data is transferred outside of the UK, we will take suitable steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the Data Protection Legislation, as explained above in Part 9.
We may share your personal data with third parties who provide services to us and act on our behalf (our "processors") - for example, our hosting, payment, and email providers. These parties may only process your personal data on our instructions and under a written contract that requires them to keep it secure and use it only for the purposes we specify.
How Can I Control My Personal Data?
In addition to your rights under the Data Protection Legislation, set out in Part 5, when you submit personal data via our Site/App, you may be given options to restrict our use of your personal data. In particular, we aim to give you strong controls on our use of your data for direct marketing purposes including the ability to opt-out of receiving emails from us which you may do by unsubscribing using the links provided in our emails.
You may also wish to sign up to one or more of the preference services operating in the UK: The Telephone Preference Service (“the TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the MPS”). These may help to prevent you receiving unsolicited marketing. Please note, however, that these services will not prevent you from receiving marketing communications that you have consented to receiving.
Can I Withhold Information?
You may access certain areas of our Site/App without providing any personal data at all. However, to use all features and functions available on our Site/App you may be required to submit or allow for the collection of certain data.
You may restrict our use of Cookies and similar technologies. For more information, see Part 14.
How Can I Access My Personal Data?
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
When responding to a subject access request, we will carry out reasonable and proportionate searches for the personal data covered by your request.
All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 15.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within 2-weeks and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
How Do You Use Cookies?
Our Site/App may place and access certain first-party Cookies on your computer or device. References to Cookies in this Part 14 include similar technologies that store information on your device or access information stored on your device, where applicable. First-party Cookies are those placed directly by us and are used only by us. We use Cookies to facilitate and improve your experience of our Site/App and to provide and improve our products and/or services. We have carefully chosen these Cookies and have taken steps to ensure that your privacy and personal data is protected and respected at all times.
All Cookies used by and on our Site/App are used in accordance with current Cookie Law.
Certain features of our Site/App depend on Cookies to function. Cookie Law deems these Cookies to be “strictly necessary”. These Cookies are shown in the table below. Your consent will not be sought to place these Cookies, but it is still important that you are aware of them. You may still block these Cookies by changing your internet browser’s settings as detailed below, but please be aware that our Site/App may not work properly if you do so. We have taken care to ensure that these Cookies are limited to what is necessary and do not use them for additional purposes.
The following first-party Cookies may be placed on your computer or device:
| Name of Cookie | Purpose | Strictly Necessary |
|---|---|---|
| session | Keeps you securely logged in as you move between pages - it holds your authentication state and protects against cross-site request forgery (a security safeguard). Without it you couldn't stay signed in. It's a first-party cookie holding only a random session identifier; the actual data stays on our server. | Yes |
| ARRAffinity/ ARRAffinitySameSite | Set by our hosting platform (Microsoft Azure) to route your requests to the same server for the duration of your visit, so the app behaves consistently. | Yes |
In addition to the controls that we provide, you can choose to enable or disable Cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all Cookies or only third-party Cookies. By default, most internet browsers accept Cookies, but this can be changed. For further details, please consult the help menu in your internet browser or the documentation that came with your device.
You can choose to delete Cookies on your computer or device at any time, however you may lose any information that enables you to access Our Site/App more quickly and efficiently including, but not limited to, login and personalisation settings.
It is recommended that you keep your internet browser and operating system up-to-date and that you consult the help and guidance provided by the developer of your internet browser and manufacturer of your computer or device if you are unsure about adjusting your privacy settings.
How Do I Contact You?
To contact us about anything to do with your personal data and data protection, including to make a subject access request or a data protection complaint, please use the following details:
Email address: compliance@gvlogistics.net.
Telephone number: 0115 667 0081.
Postal Address: Quarry Farm, Bowbridge Lane, Balderton, NG24 3BZ.
Changes to this Privacy Policy
We may review and update this Privacy Policy from time to time to ensure continued compliance with the law and best practice. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.
Any changes will be immediately posted on our Site/App and you will be deemed to have accepted the terms of the Privacy Policy on your first use of our Site/App following the alterations. We recommend that you check this page regularly to keep up-to-date. This Privacy Policy was last updated on 20 July 2026.
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