1. Who We Are
Taxi Fleet Assistant is a UK-based software platform for taxi fleet operators. The data controller for all personal data processed through this website and the Taxi Fleet Assistant platform is Taxi Fleet Assistant Ltd.
If you have any questions about how we handle your data, please contact us using the details in section 10.
2. Data We Collect
We collect and process the following categories of personal data:
Account & Identity Data
Name, email address, username, password (stored in hashed form), role (Dispatcher, Administrator or Driver) and the organisation you belong to.
Driver Operational Data
Continuous GPS location data throughout every shift, shift start and end times, shift start and end locations, mileage per shift, vehicle assignment, driving behaviour data (harsh braking, acceleration, cornering), job acceptance and completion records, and device identifier for the approved mobile device.
Job & Booking Data
Customer name, pickup and drop-off addresses, booking time, assigned driver, job status history, proof-of-delivery photographs and digital signatures, and fare information.
Financial Data
Income records, expense records, driver commission calculations and payment history. We do not store payment card details — any card processing is handled by our third-party payment processor.
Technical Data
IP addresses, browser type, device type, operating system, app version, session data, error logs and usage analytics.
Communications Data
Messages sent between dispatchers and drivers within the platform, and automated SMS delivery records.
3. How We Use Your Data
We use personal data for the following purposes:
- Providing and operating the Taxi Fleet Assistant platform
- Authenticating users and controlling access by role
- Dispatching jobs and tracking fleet operations in real time
- Storing GPS location history for compliance with UK council licensing requirements
- Generating financial reports, commission statements and billing records
- Sending automated SMS notifications to customers
- Monitoring driving behaviour to protect vehicles and passengers
- Responding to council or licensing body requests for data
- Improving platform performance and fixing technical issues
- Communicating service updates, security notices and support information
4. Legal Basis for Processing
We rely on the following legal bases under UK GDPR:
- Contract performance — processing necessary to provide the platform to your organisation
- Legitimate interests — operating the platform securely, preventing fraud, and improving our service
- Legal obligation — retaining GPS history and shift records to support council licensing compliance
- Consent — where we ask for your consent for optional communications
5. Data Sharing
We do not sell personal data. We share data only in the following circumstances:
- Within your organisation — Administrators can access data for all users in their fleet. Dispatchers can see driver locations and job status. Drivers see only their own jobs.
- Service providers — We use trusted third-party providers for hosting, SMS delivery and push notifications. These providers process data only on our instructions and under appropriate data processing agreements.
- Legal requirements — We may disclose data to law enforcement, councils or licensing authorities where required by law or to protect the safety of our users.
- Business transfer — In the event of a merger or acquisition, personal data may be transferred as part of the business assets.
6. Data Retention
We retain personal data for as long as your organisation has an active account with us, and for a period afterwards as required by law or legitimate business need:
- GPS location history — retained permanently while your account is active, to support council compliance requirements
- Job and booking records — retained for 7 years after the job date
- Financial records — retained for 7 years to comply with HMRC requirements
- Driver shift records — retained for 7 years
- Account data — deleted within 90 days of account closure upon written request
- Technical logs — retained for 12 months
7. Your Rights
Under UK GDPR you have the following rights regarding your personal data:
- Right of access — request a copy of the data we hold about you
- Right to rectification — ask us to correct inaccurate data
- Right to erasure — ask us to delete your data (subject to legal retention obligations)
- Right to restriction — ask us to limit how we use your data
- Right to portability — receive your data in a machine-readable format
- Right to object — object to processing based on legitimate interests
To exercise any of these rights, contact us at the address in section 10. We will respond within 30 days. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.
8. Security
We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss or destruction. These include:
- SSL/TLS encryption for all data in transit
- Encrypted storage for passwords and sensitive fields
- Role-based access controls limiting data visibility by user type
- Hardware-level device approval for driver app access
- Regular security reviews and penetration testing
No system is completely secure. If you believe your account has been compromised, contact us immediately.