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Privacy Policy

Version 1.1 · Last updated 24 October 2026

Who we are

Moazzem Labs, trading as FleetFlow ("FleetFlow", "we"). Contact us about privacy at privacy@fleetflow.software.

FleetFlow is a platform used by home-to-school transport operators. This notice covers:

We are the data controller for drivers' accounts and for website visitors. For office staff, parents and children, your transport operator is the data controller and FleetFlow processes your data on their instructions under a written contract. Ask the operator for their own privacy notice; this one explains what the platform does.

1. Drivers

What we hold

Your name, email, phone and an optional photo; your driving licence, DBS and (where required) private-hire licence, including the document images, reference numbers and expiry dates; your vehicle's registration, make, model, MOT and insurance documents; and the operators you have chosen to join and when you agreed.

While a run is live, we record your precise location about every five seconds, including when the app is in the background or your screen is off. Recording starts when you press "Start run" and stops by itself when the run completes. We never collect your location outside a run.

Why, and on what basis

  • To let operators you have joined give you runs and check you are road-legal: contract with you, and the operator's legal obligations for licensed passenger transport.
  • To show the transport office and the families on your run where the vehicle is, and to confirm arrivals and pickups at the right stop: the legitimate interests of the operator and the families in safe, accountable transport, and the contract with you.
  • To keep a record of each run for safeguarding and disputes: legitimate interests, and legal obligations where a council requires it.
  • DBS information is handled under the DBS code of practice, for the safeguarding of children (Data Protection Act 2018, Schedule 1).

Who sees it

Each operator you have joined sees your profile, documents and statuses while you are a member. Every document view is logged and you can see the log. Parents on your run see your name and vehicle registration and the vehicle's live position, never your phone number or documents. Our service providers are listed below.

How long we keep it

  • Your DBS certificate image is deleted six months after it is checked. We keep only the certificate number, date and outcome.
  • Location history is deleted 90 days after the run ends. The record of each run (stops, times, who boarded, and a simplified line of the route driven) is kept as the operator's safeguarding record.
  • If you leave an operator, they stop seeing you at once. The runs you drove stay in their records.
  • If you delete your account, your sign-in, contact details, photo and document files are deleted. Each operator you worked for keeps a sealed record of who you were (name, DBS and licence numbers, dates) for ten years after you left them, for safeguarding. Only the operator's owner can open it, with a recorded reason. Run records stay under an anonymous ID.

Your choices

You can turn off location permission in your phone's settings; the app then cannot run a trip. You can leave any operator from the app. To delete your account, open the app and go to Settings → Delete my account, or see fleetflow.software/delete-account or email privacy@fleetflow.software.

2. Transport office staff

What we hold: your name, work email, phone, role, and a log of the actions you take in the dashboard (the audit trail your operator relies on).

Basis: your operator's legitimate interests in running the service, and its legal obligations to councils.

How long: while your operator has an account with us. The audit trail is kept as part of the operator's records, under its own retention policy.

3. Parents, guardians and children

Where your information comes from

Your transport operator gives us your child's name, home address and school; the needs the driver must meet (for example "wheelchair", "meet at the door", "EpiPen carried"); any medical or SEND notes the operator holds; and your name, relationship, phone and email as the child's contacts. We do not collect this from you or your child directly, except what you enter in the parent portal (absences and notification settings).

What the platform does with it

  • Plans the daily runs.
  • Gives the driver the stops, the child's name and the needs they must meet. Never the medical notes: those are encrypted, visible only to the operator's office, and every view is logged.
  • Records boarding and drop-off, with time and place.
  • Shows you the vehicle's live position, the driver's name and the vehicle registration for your child's run.
  • Sends you the notifications you have switched on, and lets you report an absence.

Basis

Your operator decides this as controller, usually its contract with the council and its legitimate interests in safe transport. Health information is handled for the provision of care and the safeguarding of children (UK GDPR Article 9 and Data Protection Act 2018, Schedule 1). Your operator's privacy notice gives the detail.

Who sees it

The operator's office; the driver and passenger assistant on the run (name, stop address, needs and ride notes, not medical notes); and our service providers. We do not share it with the council.

How long

While the operator carries your child. When the operator archives the child, the medical notes and your contact details are destroyed, your portal access ends, and the run history stays as the operator's safeguarding record.

Your rights and your child's

Use them with your operator. If you contact us, we will pass your request on and help them respond within the legal time limit.

4. Website visitors

If you use our contact form, we receive your name, organisation, email, phone and message through Formspree. Emails you send us are delivered through ImprovMX to our team's Slack. We keep them for as long as we need to answer you and follow up, and delete them on request. We use no analytics or marketing cookies; see the cookie policy.

Service providers and transfers

  • Amazon Web Services: hosting and database (London).
  • Neon: database for testing environments only (London).
  • Stytch: sign-in codes and invitation emails; receives your email address (United States).
  • Mapbox: turning addresses into map positions, route timings and maps; receives addresses and coordinates, and your device's IP address when a map loads (United States).
  • Expo: app update checks; receives your phone's operating system and a random token (United States).
  • Apple, Google and Mozilla push services: deliver notifications. The notification text may include your child's first name.
  • Vercel (website hosting), Formspree (contact form), ImprovMX (email forwarding) and Slack (our team's inbox) (United States).

Where a provider processes data in the United States, we rely on the UK Extension to the EU-US Data Privacy Framework or the UK International Data Transfer Addendum.

Security

Platform data is held in UK data centres. Medical notes, contact details and uploaded documents are encrypted with a separate key per record. Each operator can reach only its own data, enforced in the database. Every view of sensitive information is logged.

We make no automated decisions with legal or similar effects on you. Arrival and pickup confirmations are position checks reviewed by the operator's office.

Your rights

You can ask to see, correct, delete, restrict or move your data, object to how it is used, and withdraw consent where we rely on it. Email privacy@fleetflow.software. Where your operator is the controller, we will pass your request on and help. You can complain to the Information Commissioner's Office at ico.org.uk or 0303 123 1113.

Deleting your account. Drivers: in the app, Settings → Delete my account; or see fleetflow.software/delete-account. Parents: ask your operator to remove your access, or email us. Office staff: ask your operator's administrator.

Changes

We will post changes here and, for important changes, tell you in the app.