Fleet Focus (“we, us, our”) is a trading name of FFAVS Ltd, we are committed to complying with Data Protection Law and to keeping our Customers data safe and secure. We interact with personally identifiable data in a number of ways, this policy explains how we collect, store, use and share data from UK Customers.

About us

Fleet Focus is a video telematics, vehicle CCTV and safety solutions provider operating in the UK, Europe and North America. We work with business partners (B2B) including Telematics Service Providers (TSP), Resellers and companies that operate and manage vehicle fleets (Customers). We do provide services for non-business customers (B2C). Fleet Focus 6 Kings Court Newcomen Way Colchester Essex CO4 9RA Tel: 0800 0093006 Email: info@fleetfocus.co.uk

Terms

B2B –Business to Business. B2C –Business to Consumer. Customer – a person or company who operates or manages vehicle fleets and enquires, buys or agrees to buy Fleet Focus Solutions. Data Controller –the person or entity which alone or jointly with others determines the purposes and means of the processing of personal data. Data Processor –the person or entity which processes personal data on behalf of the controller. Data Protection Law – the Data Protection Act 2018 and the General Data Protection Regulation ((EU) 2016/679) and any successor laws, regulations and secondary legislation, as amended or updated from time to time, in the UK. Hardware – Fleet Focus’s in-vehicle telematics or camera hardware including any software, firmware and intellectual property. Platform –Fleet Focus’s software services (such as myfleetlive.ai) or other Fleet Focus developed applications. Reseller – a company or individual that resells Fleet Focus hardware and/or services to Customers and  provides first and second line support for the duration of the contractual agreement. Solution –the collective name for Fleet Focus’s hardware and software. TSP – means Telematics Service Provider

Data Processor and Data Controller

Under Data Protection Legislation, Fleet Focus is classified as a Data Processor and as such we serve as a Data Processor for our Customers. Customers who have contracted with us to deliver products and services shall be the Data Controllers. Where our services are offered through a Reseller or TSP, Customers who contract with the Reseller or TSP to provide the goods and services shall be the Data Controller. Fleet Focus claims no ownership of any data generated or captured by our Hardware in Customer vehicles, processed by the Solution or any data the Customer, Reseller or TSP inputs into the Solution.

Data Protection Officer

The Fleet Focus Data Protection Officer oversees our handling of data and can be contacted by email at dpo@fleetfocus.co.uk. We are registered with the ICO our reregistration number is ZA878367.

Who do we collect data about?

• People who operate, enter (passengers, loading, unloading) or are in the coverage of the internal or external facing cameras of the vehicle equipped with Fleet Focus Hardware.
• Registered users of the Platform.
• Customer contacts required to meet Fleet Focus’s contractual obligations.
• Current, previous, and prospective Customers.

When do we collect data?

• When Fleet Focus Hardware is installed in a vehicle and connected to the Platform.
• When a driver is allocated to a vehicle or is added to the Platform.
• When the vehicle is in use and for a period after the ignition is switched off.
• When our business partners or Customers contact us to setup or update their driver’s details.
• When a business partner or Customer contacts us relating to support or to make a complaint.

What data do we collect?

The Fleet Focus service chosen, and the Hardware fitted in the vehicles will determine what kind of data we gather. It is the Data Controller’s responsibility to make sure they have a legitimate reason to process the personal information they ask us to handle on their behalf. The information we collect may include:

• Driver information such as name, photo (for use in AI Driver ID) residential address (where the vehicle is kept at the drivers’ home address), business email, phone number, place of work, date of birth, driving license details.
• Vehicle information such as Vehicle Registration Number, Vehicle Identification Number, odometer readings, vehicle faults and CAN bus data.
• Vehicle tracking information such as recording the GPS location of the vehicle (live tracking and recording time and date), speed, speeding, incidents, accidents, mileage, driving history and driving behaviour.
• Video, images, and audio such as camera footage from around the vehicle, the road ahead, inside the cab and inside load areas. Audio recording is available at the Customers request on some Hardware but is not recommended.
• Driver safety information such as video footage, images and data captured from cases of driver distraction, fatigue, mobile phone use, smoking, seatbelt usage, tailgating, collision risks and lane departure.
• Platform user data such as information about how our Platform is used, preferences, transactions, form information, technical information including IP addresses, login information, browser type, and version, time zone setting, browser plug-in types and versions and operating system. We may collect information about your visit, including the full URL clickstream to, through and from our website (including date and time), products you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page. We may use cookies to collect information about how our Platform is used.

How do we use the data we collect?

Data is inputted into the Platform by Customers, TSP’s or Resellers and is also collected from Fleet Focus Hardware installed in the vehicle. We use the data for the following purposes,

• To implement the contracted service and arrange installations.
• To provide and manage the contracted services.
• To support our Customers and resolve complaints.
• To personalise repeat user visits to our Platform and store preferences.
• To administer our Platform and for internal operations.
• To notify Customers and users about changes to our services or products.
• To improve quality, training, and security.
• To comply with our legal or regulatory obligations.

Data Sharing

Fleet Focus will not disclose Customer data to any third party except in the following circumstances:

• To Fleet Focus’s service providers who have a need to know in order to assist Fleet Focus in providing the Solution to the Customer, and who have agreed to similar confidentiality terms.
• With the Customers’ written consent.
• To comply with a warrant, court order or other legal requirement (where possible, and unless prohibited from doing so, Fleet Focus will provide the Customer with notice of the disclosure).
• Business partners such as a TSP to whom we provide Hardware and reporting services at the instruction of the Customer.
• Prospective buyers, in the event that we sell our business or assets.

Data Storage

All data, media and backups are stored and processed in the UK, some of our backups are stored in the EEA (European Economic Area) for disaster recovery. We do not store, process or send any Customer data outside of the UK or EEA. The Platform is hosted on AWS (Amazon Web Services) secure cloud infrastructure in the UK which is designed and managed in alignment with best security practices and IT security standards. The following is a partial list of assurance programs with which AWS complies:

• SOC 1/ISAE 3402, SOC 2, SOC 3
• FISMA, DIACAP, and FedRAMP
• PCI DSS Level 1
• ISO 9001, ISO 27001, ISO 27017, ISO 27018

Data Retention

We will only retain information for as long as is reasonably required to fulfil the obligations of the contracted service, the terms outlined in this Privacy Policy and to meet our legal, contractual, and regulatory requirements. The retention periods vary depending upon the circumstances of an individual matter but in general our retention periods for data, media and documentation are set out as follows:
 

Data Type	Storage Period
Purchase information and service records	7 years from end of contract
Customer support tickets and complaints	7 years from resolution
On-device data and media storage	Varies based on usage and device type
Media (photo and video) uploaded to the cloud	3 months
Detailed driving and safety event data	3 months
Detailed GPS tracking and telematics data	12 months
Summary journey data and driver scoring	7 years
User and driver records	3 months from end of contract

Data Security

To prevent unauthorised use or disclosure of personal information, Fleet Focus employs a variety of organisational, operational, and technical security measures, these include:

• Physical access control to Hardware storage mediums (SD and SSD).
• Encrypted data storage and proprietary data formats.
• Cloud processing and storage of data and media.
• Web token authorisation required for media download and playback.
• Multiple backup strategies and disaster recover for key systems and services.
• User and privileged account management access controls.
• Regular auditing of system users and administrators.
• Mandatory Data Protection training for staff.
• Google cloud file storage, access control and secure file sharing and reporting.
• Data breach detection measures, investigative tools, and response plan.

Policy Updates

Our Privacy Policy is regularly reviewed and updated where necessary. These modifications might result from new technology, government regulations, or advancements in privacy laws or data protection generally. This Privacy Policy was last updated on 14th July 2025

How to Contact Us

Please write to us if you have any questions about our Privacy Policy: Data Protection Officer Fleet Focus 6 Kings Court Newcomen Way Colchester Essex CO4 9RA Or email: dpo@fleetfocus.co.uk