Privacy Policy

1. Who We Are

FleetCortex is a taxi dispatch and fleet management software platform operated by Velonodes (Pvt) Ltd.

We provide cloud-based operational software for private hire operators, taxi companies, dispatch centres, booking management, driver applications, passenger booking systems, vehicle tracking, and related transport services.

2. Our Role Under UK GDPR

Depending on how our platform is used, FleetCortex may act as either a Data Controller or a Data Processor.

• Data Controller: For personal data relating to our website visitors, account holders, support enquiries, billing contacts, and direct business relationships.
• Data Processor: When licensed taxi operators use FleetCortex to manage bookings, passengers, drivers, dispatch operations, communications, and transport-related workflows.

3. Personal Data We Collect

We may collect and process the following categories of personal data:

• Passenger Information: Name, phone number, email address, pickup and drop-off locations, booking references, journey history, special instructions, and payment-related information.
• Driver Information: Name, contact details, callsign, vehicle details, licence information, insurance records, GPS location data, compliance documentation, and earnings history.
• Operator & Staff Information: Usernames, business emails, phone numbers, access logs, permissions, and activity history.
• Technical Information: IP addresses, browser type, operating system, device identifiers, application logs, and system diagnostic data.

4. How We Collect Data

Personal data may be collected through:

• Passenger bookings and customer interactions
• Driver registrations and compliance uploads
• Dispatch consoles and operator systems
• Driver mobile applications and GPS services
• Passenger web booking portals
• Customer support enquiries
• Integrated third-party services and APIs
• Automated logging and monitoring systems

5. Lawful Basis for Processing

We process personal data under one or more lawful bases defined under Article 6 of the UK GDPR:

• Contractual Necessity: To provide booking, dispatching, communication, and operational transport services.
• Legitimate Interests: To improve platform performance, maintain security, prevent fraud, investigate misuse, and ensure operational continuity.
• Legal Obligations: To comply with licensing requirements, law enforcement requests, regulatory audits, and applicable transport regulations.
• Consent: Where consent is required for optional communications, marketing activities, or analytics technologies.

6. How We Use Personal Data

We use personal data for operational, administrative, security, and compliance purposes including:

• Managing bookings and dispatch operations
• Assigning drivers and monitoring journeys
• Calculating ETAs and route information
• Processing invoices and payments
• Providing customer support
• Maintaining compliance documentation
• Protecting platform security and preventing fraud
• Maintaining audit logs and operational records
• Improving platform reliability and performance
• Meeting regulatory and legal obligations

7. Data Retention

We retain personal data only for as long as necessary to fulfil operational, contractual, legal, and regulatory obligations.

• Booking Records: Typically retained for up to 12 months or longer where required by law.
• Call Recordings: Retained where applicable for dispute resolution and compliance purposes.
• Driver Records: Retained during active service periods and for an appropriate period thereafter.
• System Logs: Retained for security monitoring and auditing purposes.

After applicable retention periods expire, personal data may be securely deleted, anonymised, or archived where legally required.

8. Data Security

FleetCortex implements appropriate technical and organisational security measures designed to protect personal data against unauthorised access, misuse, disclosure, alteration, or destruction.

• Secure encrypted communications
• Role-based access controls
• Authentication and account protection measures
• Infrastructure monitoring and logging
• Secure backup and recovery procedures
• Operational access restrictions
• Internal security review procedures

9. Data Sharing & Third Parties

We may share personal data with trusted third-party providers where necessary to operate our services.

• Mapping and geolocation providers
• Payment processing providers
• Telephony and communication providers
• Cloud infrastructure and hosting services
• Backup and storage providers
• Regulatory or law enforcement authorities where legally required

Where third-party providers process personal data on our behalf, we implement appropriate contractual and compliance safeguards.

We do not sell personal data to third parties.

10. International Data Transfers

Certain services or infrastructure providers may process personal data outside the United Kingdom.

Where international transfers occur, FleetCortex implements appropriate safeguards designed to protect personal data in accordance with UK GDPR, including contractual protections and approved transfer mechanisms.

11. Automated Processing

FleetCortex may use automated systems and algorithms to support dispatch allocation, ETA calculations, fraud monitoring, operational analytics, and service optimisation.

These processes are designed to support operational efficiency and do not solely produce legal or similarly significant effects without appropriate human involvement.

12. Your Rights Under UK GDPR

Subject to applicable law, individuals may have the following rights:

• Right of access
• Right to rectification
• Right to erasure
• Right to restrict processing
• Right to data portability
• Right to object to processing
• Rights relating to automated decision-making

Requests relating to personal data rights may be submitted to: info@myfleetcortex.com

13. Children's Data

FleetCortex services are intended for individuals aged 18 and over or persons legally authorised to arrange transport services.

We do not knowingly collect personal data directly from children.

14. Cookies & Tracking Technologies

FleetCortex uses essential cookies and related technologies required for authentication, security, session management, and core functionality.

Optional analytics or preference-related technologies may only be used where consent is obtained where required by law.

15. Data Breach Procedures

FleetCortex maintains internal procedures for detecting, investigating, documenting, and responding to personal data incidents and security breaches.

Where required under applicable law, affected parties and relevant supervisory authorities will be notified without undue delay.

16. Changes to This Policy

We may update this Privacy Policy from time to time to reflect operational, legal, technical, or regulatory changes.

The latest version will always be available at: https://myfleetcortex.com/privacy.html

17. Complaints

If you believe your personal data has been processed in a manner that does not comply with applicable data protection laws, you may contact us directly.

You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO).