Privacy policy

MATIC AUTOMOTIVE LIMITED of 85 Great Portland Street, First Floor, London, England, W1W 7LT is the Data Controller and is committed to protecting individual rights in line with the UK General Data Protection Regulation.

When you register for an account, place an order, request a free template, contact our sales or support team, or otherwise interact with the Service, we may collect:

• Name and company name
• Business address
• Email address and telephone number
• Payment information (handled by our payment processor — we do not store full card details)
• Business information (VAT number, fleet size, business type)
• Vehicle data you enter into the platform (registration marks, photos, inspection notes, signatures)
• Customer and driver data you enter into rental agreements you generate via the platform

Information collected when you use lead-magnet downloads

When you download a free template (e.g. our rental damage dispute response letter or DVSA walkaround checklist), we collect your name, email address, optional company name, IP address, browser user-agent, and a record of your GDPR consent timestamp. This data is stored against the specific download you requested.

Personal data given to or collected by MATIC AUTOMOTIVE LIMITED is used to:

• Provide, operate and maintain the vehReports service
• Process credit purchases, subscription payments and produce VAT invoices
• Send transactional emails (account confirmations, receipts, ticket updates, report sign-off notifications, lead-magnet download links)
• Send service updates and, with your consent, marketing communications
• Improve, personalise and expand the Service
• Understand and analyse how the Service is used
• Develop new features and functionality
• Detect, investigate and prevent fraud or misuse
• Comply with our legal and regulatory obligations

We process this data on the lawful bases of contract (where processing is necessary to deliver the Service you have signed up for), legitimate business interest (e.g. fraud prevention, product improvement) and consent (for marketing communications and optional cookies).

In the course of running the Service we share limited personal data with the following categories of third party. We have written contracts with each to ensure data is handled to GDPR standards.

• Payment processors: Stripe processes payment transactions on our behalf. Full payment card details are never stored on our systems.
• Email and communications providers: our transactional email and SMS providers (Mailgun, Twilio) handle delivery of platform notifications, including lead-magnet download links and rental agreement signing links.
• UK vehicle data sources: we query DVLA Vehicle Enquiry Service, UK Vehicle Data (UKVD) and DVLA to retrieve vehicle and driver-licence data linked to registration marks you enter. Only the registration mark / share code is sent to these services.
• Hosting and infrastructure providers: cloud hosting, content delivery and database providers necessary to run the Service.
• Analytics and product-improvement providers: tools like Google Analytics that help us understand site usage.
• Legal obligations: we may share data if required to comply with a legal obligation, court order, or to protect our rights, property or safety.

We do not sell your personal data to third parties for marketing purposes.

We use reasonable organisational, technical and administrative measures to protect personal information under our control:

1. Account access is gated by password and, where enabled, two-factor authentication.
2. Personal data is stored on secure servers operated by reputable UK or EU hosting providers.
3. Sensitive transactional data (payments) is handled directly by PCI-compliant processors, not stored by us.
4. Access to production systems is restricted to authorised staff on a need-to-know basis.

Transmission of information over the internet is not completely secure. While we take strong precautions, we cannot guarantee the security of data transmitted to the Service; transmission is at your own risk.

We only retain personal data for as long as necessary to fulfil the purposes we collected it for, including satisfying legal, accounting or reporting requirements.

• Account and operational data: retained for the life of your account and for up to 7 years after closure to satisfy UK accounting and tax obligations.
• Inspection and rental-agreement records: retained for as long as your account is active, plus the retention period required by UK contract / tax law for that record type.
• Lead-magnet capture data: retained until you ask us to remove it, or until we have not contacted you for 24 months — whichever is sooner.
• Marketing preferences and opt-outs: retained indefinitely so we can honour your opt-out across all future systems.
• Backups: data may persist in encrypted backups for up to 60 days after deletion from production.

Under UK GDPR you have the following rights in relation to your personal data. More information is available on the Information Commissioner's Office website.

• Right of access: request a copy of the personal data we hold about you.
• Right of rectification: ask us to correct incomplete or inaccurate data.
• Right of erasure: ask us to delete personal data where there is no good legal reason for us to continue processing it.
• Right to object: object to processing based on legitimate interest, including direct marketing.
• Right to restrict processing: ask us to suspend processing in certain scenarios.
• Right to data portability: request your data in a structured, commonly used, machine-readable format.
• Right to withdraw consent: withdraw consent for marketing or other consent-based processing at any time.

If you have requested a free template, contacted us, or otherwise interacted with us in a commercial context, we may use your contact details to send service updates, product news and occasional marketing communications relevant to vehicle fleet operations.

Third-party marketing: we will get your express opt-in consent before sharing your personal data with any third party for their marketing purposes.

Opting out: you can ask us to stop sending marketing messages at any time by emailing legal@maticautomotive.com or by using the unsubscribe link in any marketing email. Opt-out does not affect transactional emails (account confirmations, receipts, ticket updates).

www.vehreports.com uses cookies and similar technologies for session management, security, analytics and (where you consent) marketing attribution. Cookies set by our analytics provider (Google Analytics) anonymise IP addresses by default.

For detailed questions about specific cookies in use, contact legal@maticautomotive.com.

If you have any questions about how we use your personal data, or you'd like to exercise any of the rights set out above, contact us:

You can also make a complaint to the UK's data protection regulator, the Information Commissioner's Office (ico.org.uk) — we'd appreciate the chance to address your concerns first.