Privacy Policy

Type of Service: Consultancy, Website and Mobile Application ("Driver App"). Effective Date: 5th May 2026.

This Privacy Policy applies to www.theFTC.co.uk, www.licencecheck.org, www.recallchecker.uk, audit.theftc.co.uk, tacho.ddir.co.uk, tachoparser.com, tmcpc.com and workshop.ddir.co.uk (the "Sites"), and the DDIR Fleet / Driver App (the "App"), all owned and operated by The FTC (Fleet Transport Consultants Ltd).

1. Purpose

The purpose of this Privacy Policy is to inform users of our Sites and App of the following:

1. The personal data we will collect;
2. Use of collected data;
3. Who has access to the data collected;
4. The rights of Sites and App users;
5. Our account deletion policy; and
6. The Sites' cookie policy.

This Privacy Policy applies in addition to the Terms and Conditions of our Sites and App.

2. GDPR Compliance

For users in the European Union, we adhere to Regulation (EU) 2016/679 (the "GDPR"). For users in the United Kingdom, we adhere to the GDPR as enshrined in the Data Protection Act 2018.

We rely on the following legal bases to collect and process data:

• Contractual Necessity: Processing is necessary to provide the services you have requested (e.g., vehicle checks).
• Legal Obligation: Processing is necessary for compliance with transport regulations (e.g., retaining vehicle defect reports).
• Consent: Where you have clearly consented to processing (e.g., using the camera).

3. Personal Data We Collect

A. Data Collected Automatically

When you visit our Sites or use our App, we may automatically collect and store the following information for security and diagnostic purposes:

• IP Address;
• Device hardware and software details (OS version, device model);
• Crash logs and performance data.

B. Data Collected via the Mobile App (Permissions)

To provide the core functionality of the Driver App (Vehicle Walkaround Checks), the App requests specific permissions on your mobile device. We only collect this data when you explicitly use these features:

Camera & Photo Library

• Data: Images captured by your device camera or selected from your gallery.
• Purpose: To allow drivers to photograph and upload evidence of vehicle defects or proof of vehicle condition during a walkaround check.
• Storage: These images are uploaded to our secure cloud storage and linked to the specific vehicle check report.

Location Data (GPS)

• Data: Precise or approximate location coordinates.
• Purpose: To verify the physical location where a vehicle check was performed ("Geostamping"). This is a compliance requirement to ensure checks are done on-site before the vehicle is driven.
• Timing: Location is only accessed when you actively submit a vehicle check or update a status.

C. Data Collected in a Non-Automatic Way

We may also collect the following data when you create an account or perform functions on our Sites/App:

• First and last name;
• Email address;
• Phone number;
• Driver Licence information (if required for fleet compliance).

4. How We Use Personal Data

Data collected will only be used for the purposes specified in this Privacy Policy. We will not use your data beyond what we disclose here.

• Service Delivery: To facilitate daily vehicle checks, defect reporting, and fleet management.
• Compliance & Auditing: To maintain legal records of vehicle roadworthiness as required by transport authorities (e.g., DVSA).
• Communication: To send service alerts, account updates, or compliance reminders.

5. Who We Share Personal Data With

Employees

We may disclose user data to any member of our organisation who reasonably needs access to user data to achieve the purposes set out in this Privacy Policy.

Third-Party Service Providers

We use trusted third-party providers to help us operate our App and secure your data. Specifically:

• Google Firebase: We use Google Firebase (owned by Google LLC) for secure user authentication, database hosting, and cloud storage of images/documents. Google Firebase processes data in accordance with GDPR standard contractual clauses.

Other Disclosures

We will not sell or share your data with other third parties, except in the following cases:

• If the law requires it (e.g., requests from the DVSA or Police);
• If it is required for any legal proceeding;
• To prove or protect our legal rights; and
• To buyers or potential buyers of this company in the event that we seek to sell the company.

6. Data Retention & Account Deletion

Retention

We store user data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law.

• Vehicle Compliance Data: Legal regulations may require us to retain vehicle check reports and associated defect photos for a specific period (typically up to 15 months or longer for audit purposes), even if an account is closed.

Account Deletion

In compliance with Google Play Store policy, you have the right to request the deletion of your account and associated personal data.

• How to Request: You may request deletion by contacting us at support@theFTC.co.uk.
• Process: We will verify your identity and process your request within 30 days. Please note that while your user account will be deleted, we may be legally required to retain anonymised vehicle compliance records.

7. How We Protect Your Personal Data

In order to protect your security, we use industry-standard encryption (SSL/TLS) for data in transit and encryption at rest for data stored on our servers. Access to personal data is restricted to authorised personnel only.

While we take all reasonable precautions, the Internet is not completely secure, and we cannot guarantee the absolute security of data transmitted beyond what is reasonably practical.

8. Your Rights as a User

Under the GDPR, you have the following rights:

• Right to be informed;
• Right of access;
• Right to rectification;
• Right to erasure (Right to be forgotten);
• Right to restrict processing;
• Right to data portability; and
• Right to object.

9. Children

We do not knowingly collect or use personal data from children under 16 years of age. If we learn that we have collected personal data from a child under 16 years of age, the personal data will be deleted as soon as possible.

10. Cookie Policy (Sites Only)

A cookie is a small file stored on a user's hard drive by a website.

• Functional Cookies: Used to remember your selections so they are saved for future visits.
• Analytical Cookies: Allow us to improve the design and functionality of our Sites by collecting data on how you access it. You can choose to disable cookies in your internet browser, though this may decrease the quality of your user experience.

11. Complaints

If you have any complaints about how we process your personal data, please contact us directly so we can resolve the issue. If you feel we have not addressed your concern in a satisfactory manner, you may contact the Information Commissioner's Office (ICO) in the UK.

12. Security Incidents

If we become aware of a personal data breach affecting your data, we will notify you within 72 hours with the information available, and report to the ICO where required. Our incident response procedures are audited under ISO 27001 Annex A.16.

13. Contact Information

If you have any questions, concerns, or deletion requests, please contact our Data Protection Officer:

Zed Aziz

• Email: zed@theFTC.co.uk
• Phone: 07590 060013
• Address: Fleet Transport Consultants Ltd, 11 Ouchthorpe Lane, Wakefield, WF1 3HS

For general enquiries you can also contact our team.