Privacy Policy

1. Introduction

Diran EV Fleet Solutions Limited ("we", "us", "our", "Diran Fleet") is committed to protecting your privacy and handling your personal data responsibly. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are the data controller for the personal data we collect from you. Our company details are:

2. Information We Collect

2.1 Information You Provide

When you apply to rent a vehicle or use our services, we collect:

• Identity information: Full name, date of birth, photographs
• Contact information: Email address, phone number, residential address
• Licensing information: TfL Private Hire Driver's Licence number and expiry date, UK driving licence details
• Background check information: DBS certificate details
• Driving history: Years of experience, trip counts, star ratings, accident history
• Insurance information: PHV insurance policy details
• Financial information: Bank account details for Direct Debit setup
• Documents: Copies of your TfL licence, DBS certificate, proof of address, and rideshare platform screenshots

2.2 Information Collected Automatically

When you use our website or driver portal, we may collect:

• IP address and browser type
• Device information
• Pages visited and time spent
• Referring website

2.3 Vehicle Telematics

Our rental vehicles are equipped with Tesla telematics. We may receive data including:

• Vehicle location
• Battery level and charging status
• Mileage and trip data
• Vehicle health and diagnostics

3. How We Use Your Information

We use your personal data for the following purposes:

3.1 Contract Performance

• Processing your rental application
• Verifying your identity and eligibility
• Managing your rental agreement
• Processing payments via GoCardless
• Providing vehicle access via Tesla Fleet API
• Communicating with you about your rental

3.2 Legitimate Interests

• Assessing risk and conducting vetting
• Monitoring vehicle location and condition
• Recovering vehicles in case of default or termination
• Preventing fraud and ensuring security
• Improving our services
• Internal record keeping and administration

3.3 Legal Obligations

• Complying with TfL licensing requirements
• Tax and accounting obligations
• Responding to legal requests from authorities

4. Legal Basis for Processing

We process your personal data under the following lawful bases:

• Contract: Processing necessary for the performance of your rental agreement
• Legitimate interests: Processing necessary for our legitimate business interests, such as fraud prevention and vehicle recovery
• Legal obligation: Processing necessary to comply with legal requirements
• Consent: Where you have given consent for specific processing activities

5. Data Sharing

We may share your personal data with:

• GoCardless: To process Direct Debit payments
• Tesla: For vehicle fleet management and access control
• Cloud service providers: For secure data storage (Vercel, Turso)
• Insurance companies: To verify your PHV insurance status
• TfL: To verify your licensing status
• Law enforcement: When required by law or to protect our legal rights
• Professional advisers: Lawyers, accountants, and auditors

We do not sell your personal data to third parties. All data sharing is subject to appropriate data protection agreements.

6. International Transfers

Your data may be transferred to and processed in countries outside the UK where our service providers are located. When we transfer data internationally, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the UK Information Commissioner's Office.

7. Data Retention

We retain your personal data for the following periods:

• Application data (unsuccessful): 12 months from application date
• Rental agreement records: 7 years after end of rental
• Financial records: 7 years as required by HMRC
• Vehicle telematics: 12 months from collection
• Contact form enquiries: 2 years from submission

After these periods, data will be securely deleted or anonymised for statistical purposes.

8. Your Rights

Under UK GDPR, you have the following rights:

• Right of access: Request a copy of your personal data
• Right to rectification: Request correction of inaccurate data
• Right to erasure: Request deletion of your data (subject to legal retention requirements)
• Right to restrict processing: Request limitation of processing in certain circumstances
• Right to data portability: Receive your data in a machine-readable format
• Right to object: Object to processing based on legitimate interests
• Rights related to automated decision-making: Not be subject to solely automated decisions with significant effects

To exercise any of these rights, please contact us via the contact form or through your driver portal.

9. Security

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

• Encryption of data in transit (TLS 1.2+) and at rest (AES-256)
• Secure access controls and authentication
• Regular security assessments
• Staff training on data protection
• Incident response procedures

10. Cookies

Our website uses essential cookies to enable basic functionality. We do not use tracking or advertising cookies. For more information about our cookie use, please see our cookie settings in the driver portal.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be notified to you via email or through the driver portal. The date of the last update is shown at the top of this page.

12. Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

13. Contact

For questions about this Privacy Policy or how we handle your data, please contact us via the contact form or through your driver portal.