Privacy Policy
How GRS Fleet Telematics Handles Your Data
At GRS Fleet Telematics, we're committed to protecting your privacy while providing exceptional vehicle tracking services. This policy explains how we collect, use and safeguard your information when you use our car tracking systems and fleet management solutions.
On This Page:
Who We Are
GRS Fleet Telematics (company number 09002758) is a provider of vehicle tracking systems and fleet management solutions based in the United Kingdom. Our registered address is Mitchell House, Hardley, Southampton SO45 3YH.
Information We Collect
When You Visit Our Website
- Basic browsing data: Pages visited, time spent, and referring websites
- Device information: Browser type, operating system, and screen resolution
- Location data: General location based on IP address
- Cookies: Small text files that enhance your browsing experience (see our Cookie Policy)
When You Contact Us or Request a Demo
- Contact details: Name, email address, phone number, and company name
- Business information: Fleet size, industry, and specific requirements
- Communications: Records of our conversations by email, phone, or through our website
When You Use Our Services
- Account information: User credentials and access details
- Vehicle data: Registration numbers, location, journey history, and driving behaviour
- System usage: How you interact with our tracking platform
How We Use Your Information
To Provide Our Services
- Set up and maintain your fleet tracking account
- Track and monitor your vehicles as authorised by you
- Generate reports and analytics on your fleet's performance
- Support your use of our platform with technical assistance
To Improve Our Business
- Enhance our vehicle tracking systems and fleet management platform
- Develop new features based on customer feedback
- Analyse how our services are used to make improvements
- Train our team to provide better support
To Communicate With You
- Respond to your queries or support requests
- Send service updates and important notifications
- Share relevant product information and newsletters (with your permission)
- Invite you to provide feedback on our services
Legal Basis for Processing
We process your data based on:
- Contract: When necessary to fulfil our agreement with you
- Consent: When you specifically agree to certain uses of your data
- Legitimate interests: When it benefits our business without overriding your rights
- Legal obligation: When required by law
Data Security and Storage
We take data protection seriously and implement appropriate measures to keep your information secure:
- Encryption of sensitive data both in transit and at rest
- Regular security assessments and updates
- Strict access controls for our staff and systems
- Carefully selected third-party providers who meet our security standards
We store your data primarily within the UK and European Economic Area. If we need to transfer data elsewhere, we ensure appropriate safeguards are in place.
Your Privacy Rights
Under UK and EU data protection laws, you have several rights:
- Access: Request copies of your personal data
- Correction: Ask us to fix inaccurate information
- Deletion: Request that we erase your data in certain circumstances
- Restriction: Limit how we use your data
- Objection: Challenge our use of your data
- Portability: Receive your data in a usable electronic format
To exercise these rights, please contact us at privacy@grsft.com.
Data Retention
We keep your information only as long as needed:
- Account data: Throughout your service contract plus 6 years for legal requirements
- Vehicle tracking data: 12 months as standard (longer retention available on request)
- Marketing preferences: Until you withdraw consent or unsubscribe
Third-Party Sharing
We share data with:
- Service providers: Who help us deliver our services (hosting, customer support, payment processing)
- Professional advisers: Such as lawyers, accountants, and insurers
- Authorities: When required by law or to protect our rights
We do not sell your personal data to third parties.
Children's Privacy
Our services are not designed for or directed at children under 16. We do not knowingly collect data from children.
Changes to This Policy
We may update this policy to reflect new services or changing legal requirements. We'll notify you of significant changes through our website or by email.
Contact Us
If you have questions about this policy or how we handle your data:
- Email: privacy@grsft.com
- Post: Data Protection Officer, GRS Fleet Telematics, Mitchell House, Hardley, Southampton SO45 3YH
- Phone: 0333 000 2055