INTRODUCTION
Fleetmaxx Solutions Ltd (SC625987) is a fully owned subsidiary of Oilfast Ltd (SC453328).
Our website address is: https://www.fleetmaxxsolutions.co.uk.
We store both your personal and non-personal information for a range of reasons to allow us to
function as a business. All data collected is stored and processed in line with the GDPR Data protection regulations brought into account on 25th May 2018 and is treated with respect and the highest level of security.
This privacy policy explains the types of personal information we collect, how we use that information, who we share it with, how we protect that information, and your legal rights in relation to your information.
Below are the methods we use to collect your data and the reasons why we use them.
CONTACT FORMS
We have contact forms on our website which we use for our website users to get quotes, leave enquiries or contact us. By entering data into these forms and submitting, you are providing consent for us to process this data. The information in these forms will be sent securely by email to the relevant department or partners to respond to.
COOKIES
Cookies are small pieces of information held about user actions on the website to improve the user experience. These are necessary and apply to all modern websites as functionality would be reduced without them. It is to allow the website to remember your preferences and statuses to save you time and inconvenience. The data held has no personal details attached and will be linked to your IP address.
We have listed below the types of information cookies store:
Authentication: Cookies are stored to remind us of your login status and a range of other authentication purposes. If you leave our website and visit it again within a short period, you will still be logged in, to save you the inconvenience of logging in constantly.
Caching: They are also responsible for saving content from the website. As content doesn’t change very often on a website, your device will take some time on the first time accessing each page to load all the content and optimise it to your device settings. These are saved for faster loading on future visits.
Data analytics: We use analytics to monitor and analyse website usage to best optimise our user experience. Companies such as Google use cookies to track your website actions and anonymously collate this data. By using our website, you agree to cookies including that of Google Analytics.
Configurations and Settings: Our website will save your settings such as device size, preferred language, and similar data to optimise the user experience. This helps speed up the site, ensure it loads properly every time and is suitable for your viewing. If you have said no to a pop-up message, the website will save this answer rather than asking you on every page load.
EMBEDDED CONTENT FROM OTHER WEBSITES
We have embedded online application forms from a third-party service, named Signable. This is to provide a faster, simpler option to a hard copy form. By accessing this form, you are accessing the third-party website and agreeing to their privacy policy. All data entered in the form is stored on third party servers which we have no control over. However, we have performed checks and Signable are both GDPR compliant and have a fair privacy policy with highly secure servers. If you do not wish for your data to be passed to this third party then please contact us as these forms can be emailed or posted.
ACCOUNT LOGIN – THIRD PARTY
Our account login functionality is also run by a third party named Fuelsoft. Fuelsoft are a software development company who have created and maintain our sales and order system. To provide live and up to date information, the account login feeds into the Fuelsoft sales system and vice versa. This allows you to make payments, check account balances, and view invoices plus much more in real time.
Live Chat
When using the live chat, we collect certain information to statistically analyze and improve its usage. The following data is processed: device type & browser (User-Agent), geolocation, screen size & browser window size, language (navigator.language), time zone, and the slug of the website (i.e., the part of the URL identifying the page, e.g., /checkout) from which the chat is initiated. The legal basis for accessing the above-mentioned information on your device is your consent in accordance with Section 25 (1) of the German Telecommunications and Telemedia Data Protection Act (TDDDG); the legal basis for the subsequent processing of this data is your consent in accordance with Art. 6 (1) (a) of the GDPR.
WHO WE SHARE YOUR DATA WITH?
Personal data is any data capable of identifying an individual. We may have to share your personal data with the parties below for business purposes:
- Other companies in our group who supply services to us.
- Providers of services that we offer, such as fuel companies or other businesses related to our industry.
- Service providers who provide IT and system administration services.
- Professional advisers including lawyers, bankers, auditors, and insurers.
- Government bodies that require us to report processing activities.
- Third parties to whom we sell, transfer, or merge parts of our business or our assets.
We require all third parties to whom we transfer your data to respect the security of your personal data and treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions. Full checks are done on each third party to ensure all data is kept secure and the companies are GDPR compliant.
HOW LONG WE RETAIN YOUR DATA
We will only retain your personal data, for as long as necessary to fulfil the purposes we collected it for, including satisfying any legal, accounting, or reporting requirements. When deciding what is the correct time to keep the data for, we look at its amount, nature, sensitivity, potential risk of harm from unauthorised use or disclosure and the processing purposes, whether these can be achieved by other means and legal requirements.
For tax purposes the law requires us to keep basic information about our customers (including contact, identity, financial and transaction data) for six years after they stop being our customers.
WHAT RIGHTS YOU HAVE OVER YOUR DATA
As per the General Data Protection Regulation (GDPR), you have certain rights over your data as a data subject. The GDPR Policy states these rights as follows:
The right to be informed: As a data subject (the person who the data is held about), you have the right to know what data is held and how we plan to process and store it. This privacy policy is written to support this right, but you are welcome to request more details about this by contacting us.
The right of access: This basically means that you have the right to see all the data held about you. Where we can, we will provide all data that is held about you in a readable format.
The right to rectification: You have the right for any incorrect information held about you to be corrected. We may require evidence if existing information held is believed to be correct, but we will correct it within a reasonable timescale.
The right to erasure: We will remove any data that is no longer required. You can request us to remove any data held about you and we will remove it if this data is not necessary.
The right to restrict processing: You have the right to restrict how your data is processed if you have a reason for wanting the restriction. We will meet these requests where the method of processing is not necessary.
The right to data portability is the right for your data to be stored in a format that allows for transfer from one controller (the person or group that holds your date) to another. This is not fully relevant for our business, but we do store all data in a standardised format that can be exported and transferred if necessary.
The right to object: A basic right of GDPR is the right to object to your data being held. Unless the data is necessary for obvious reasons, then you have the right to refuse us holding your data or ever storing your data. If you never want to be contacted or have any information held about you, we will need to hold a certain amount of information to know not to contact or store. However, we will meet these regulations as best as we can.
Rights in relation to automated decision making and profiling: We do not use automated decisions or profiling but will follow this legislation if it ever does apply.
OUR CONTACT INFORMATION
If you have any questions, please contact our Head Office FAO Steve Clarke (our appointed data protection officer). He is contactable as follows:
Mr Steve Clarke, Fleetmaxx Solutions Ltd, c/o The Oilfast Depot, Nethan Street, Motherwell, ML1 3TF.
Steve.clarke@fleetmaxxsolutions.co.uk