Vehicle Tracking Notification and Data Processing Information    

 

At Flex-E-Lease Limited, we take your privacy and data protection seriously. In accordance with UK data protection legislation, we are obliged to provide all customers with formal written notification that the vehicle they will be leasing from us has been, or will be, fitted with a GPS tracking device.

This notice explains:

  • The type of personal data we collect.

  • The reasons (lawful basis) for collecting this data.

  • How we will use and store this data.

  • Your rights regarding your personal data.

1. Data Controller Contact Details

If you have any questions about how we use your data, please contact us:

  • Company : Flex-E-Lease Limited

  • Address : Shield House, Nateby Technology Park, Cartmel Lane, Nateby PR3 0LU

  • Data Protection Officer (DPO): Jamie Cottle – Jamie.cottle@flexelease.co.uk

  • Email : office@flexelease.co.uk

  • Telephone : 0330 1642262

2. What Data We Collect and How

The installed vehicle tracking system  will collect the following personal data:

  • Location Data: Real-time and historical GPS location of the vehicle.

  • Journey Information: Start/end times, distance travelled, and routes taken.

  • Vehicle Performance Data: Speed, mileage, engine performance, and service data.

This data is collected automatically via the installed tracking device.

3. The Purpose and Lawful Basis for Processing

We use this data for specific, legitimate business interests. We will not use this data for any incompatible purpose without informing you first.

Our purposes for processing this data include:

  • Asset Protection & Recovery: To locate and recover the leased vehicle in case of theft or non-return, which is essential for protecting our assets.

  • Fleet Management & Efficiency: To assist with route planning, monitor mileage for servicing schedules, and ensure compliance with lease terms regarding mileage limits.

  • Safety & Compliance: To help ensure compliance with legal obligations related to driver working hours (where applicable) and monitor for dangerous driving to ensure customer safety.

Our lawful basis for processing this data is primarily our legitimate business interests (asset protection, efficient management of our fleet). In some cases, it may also be necessary for the performance of the lease contract or to comply with a legal obligation.

4. Data Storage and Security

  • Data Security: We implement strong technical and organisational security measures to protect your personal data from unauthorised access, disclosure, alteration, or destruction.

  • Data Retention: We will only retain your personal data for as long as necessary to fulfil the purposes for which it was collected or as required by law (e.g., for the duration of the lease agreement plus a short administrative period).

5. Third Parties

We may share your data with the following categories of third parties:

  • Tracking System Provider: The company that provides and maintains the tracking technology (e.g., [Insert Provider Name]).

  • Law Enforcement/Regulatory Bodies: If required by law or a court order, or in the case of a reported theft.

  • Insurance Providers: For purposes related to vehicle insurance or claims investigations (only when necessary and with appropriate data sharing agreements).

We ensure all third parties are subject to robust data protection and security obligations.

6. Personal Use and Your Right to Privacy

If your leased vehicle is used for personal purposes outside of business use, you have a right to privacy.

  • Privacy Switch: For vehicles permitted for personal use, a privacy switch is installed to allow you to disable the location tracking function outside of agreed working/business hours. You are responsible for using this switch appropriately to denote private use.

  • Policy Clarification: Please refer to your specific lease agreement or company vehicle policy for the defined distinction between business and personal use.

7. Your Rights

Under UK data protection law, you have specific rights regarding your personal data:

  • Right to be Informed: You have the right to be informed about how your data is used (as outlined in this document).

  • Right of Access: You can request a copy of the data we hold about you.

  • Right to Rectification: You can ask us to correct any inaccurate or incomplete data we hold.

  • Right to Erasure: In certain circumstances, you can ask us to delete your data.

  • Right to Object: You have the right to object to our processing of your data based on "legitimate interests".

  • Right to Complain: You have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe we have breached data protection laws.

Acknowledgment and Agreement

By signing your lease agreement with Flex-E-Lease Limited, you acknowledge that you have read, understood, and consented to the terms of this Vehicle Tracking Notification and Data Processing Information.