Privacy Policy

Last Updated: 26 October 2025

1. Introduction

PTT Transport Manager ("we," "our," or "us") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application and related services.

We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the EU General Data Protection Regulation (GDPR) where applicable.

2. Data Controller

PTT Transports
407 Manchester Road
Manchester, M436QF
United Kingdom
Email: support@pttsports.co.uk
Phone: 07482316956

3. Information We Collect

3.1 Personal Information

  • Account Information: Name, email address, phone number, user role (Operator, Transport Manager, Driver)
  • Company Information: Company name, operator licence type, operator licence number
  • Vehicle Information: Fleet numbers, vehicle details, maintenance records
  • Driver Information: Driver details, work schedules, performance data

3.2 Operational Data

  • Daily walkaround check results and defect reports
  • Vehicle maintenance schedules and history
  • Driver working hours and tachograph data
  • GPS location data during active journeys
  • Digital signatures for compliance documentation

3.3 Technical Information

  • Device information (model, operating system, unique device identifiers)
  • IP address and network information
  • App usage statistics and crash reports
  • Cookies and similar tracking technologies

4. Legal Basis for Processing (GDPR/UK GDPR)

We process your personal data based on the following legal grounds:

  • Contractual Necessity: To provide our transport management services and fulfill our agreements
  • Legal Obligations: To comply with transport industry regulations and DVSA requirements
  • Legitimate Interests: To improve our services, ensure security, and prevent fraud
  • Consent: For specific purposes where we have obtained your explicit consent

5. How We Use Your Information

  • To provide and maintain our transport management services
  • To ensure compliance with UK and EU transport regulations
  • To manage vehicle maintenance schedules and safety checks
  • To generate compliance reports for regulatory authorities
  • To communicate important service updates and security alerts
  • To improve app functionality and user experience
  • To prevent fraud and ensure system security
  • To fulfill our legal and contractual obligations

6. Data Sharing and Disclosure

6.1 Service Providers

We may share your information with:

  • Cloud storage providers for data hosting
  • Analytics services to improve our app
  • Customer support platforms
  • Payment processors (if applicable)

6.2 Legal Requirements

We may disclose your information to:

  • DVSA (Driver and Vehicle Standards Agency) for compliance checks
  • Traffic Commissioners for operator licence verification
  • Law enforcement agencies when required by law
  • Regulatory bodies for audit purposes

6.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new entity.

7. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required or permitted by law.

  • Driver Records: Up to 15 months (in line with EU drivers' hours rules)
  • Vehicle Maintenance Records: 15 months for safety inspections
  • Operator Licence Information: Duration of licence validity plus 3 years
  • Account Information: Until account deletion request

8. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including:

  • Encryption of data in transit and at rest
  • Regular security assessments and penetration testing
  • Access controls and authentication mechanisms
  • Secure data backup and disaster recovery procedures
  • Staff training on data protection and security

9. International Data Transfers

Your data may be transferred to and processed in countries outside the UK and European Economic Area (EEA). When we transfer your data, we ensure appropriate safeguards are in place, such as:

  • Adequacy decisions from the European Commission
  • Standard Contractual Clauses (SCCs)
  • Binding Corporate Rules (BCRs)
  • UK International Data Transfer Agreement

10. Your Data Protection Rights

Under UK GDPR and EU GDPR, you have the following rights:

10.1 Right to Access

You can request copies of your personal data we hold.

10.2 Right to Rectification

You can request correction of inaccurate or incomplete data.

10.3 Right to Erasure

You can request deletion of your personal data under certain circumstances.

10.4 Right to Restrict Processing

You can request limitation of how we use your data.

10.5 Right to Data Portability

You can request transfer of your data to another organization.

10.6 Right to Object

You can object to certain types of processing.

10.7 Rights Related to Automated Decision-Making

You have rights regarding automated processing and profiling.

To exercise these rights, please contact us using the details in Section 2.

11. Cookies and Tracking Technologies

We use cookies and similar technologies to:

  • Remember your preferences and settings
  • Analyze app usage and performance
  • Provide personalized features
  • Ensure security and prevent fraud

You can control cookies through your browser settings, but this may affect app functionality.

12. Children's Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last Updated" date. Significant changes will be communicated through the app or via email.

14. Complaints

If you have concerns about how we handle your personal data, you can contact us at privacy@ptt-transport.com. You also have the right to lodge a complaint with:

UK Residents:

Information Commissioner's Office (ICO)
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Website: https://ico.org.uk
Phone: 0303 123 1113

EU Residents:

Your local data protection authority. A list of EU data protection authorities is available at: https://edpb.europa.eu/about-edpb/about-edpb/members_en

15. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

PTT Transports
Email: support@pttsports.co.uk
Address: M436QF
Phone: 07482316956