Privacy Policy

We’re finalising this policy with our solicitors. Questions in the meantime: [email protected].

1. Who this policy covers, and who’s responsible for what

MissionDuty is fleet and workshop management software provided by MissionDuty (“MissionDuty,” “we,” “us”).

MissionDuty plays two different roles depending on whose data it is:

• Where you’re a visitor to our website, or the person signing up your organisation for MissionDuty — we are the data controller for your account, contact, and billing information, and this policy explains that processing directly.
• Where you’re a driver, technician, or other individual whose data an organisation enters into MissionDuty to manage its fleet — that organisation (our customer) is the data controller for your personal data, and MissionDuty acts only as their data processor, under their instructions and the data processing agreement between us (see our DPA). If that’s you, this policy explains how we handle your data on our customer’s behalf — but for questions about why your data is in MissionDuty at all, or to exercise your rights, contact your employer/the fleet operator first; they’re best placed to act on your request and are required to under their own agreement with us.

2. What we collect, and why

Account & billing data (we are the controller)

• Name, work email, and password (hashed — we never store or see it in plain text) for every MissionDuty user.
• Company/organisation name and billing contact. Direct Debit details pass through our systems to our payment processor (GoCardless) and aren’t stored by us.
• Support and feature requests you submit to us.

Legal basis: performance of our contract with your organisation, and our legitimate interest in running and improving the product.

Security logs (we are the controller)

When anyone signs in, fails to sign in, or changes their sign-in methods, we record the event with the IP address and browser details. Customers can export these records for their own security monitoring. Legal basis: our legitimate interest, and our customers’, in keeping accounts secure.

Website visitors (we are the controller)

If you accept analytics cookies on our website, Google Analytics records how you use the site (pages viewed, approximate location from your IP address, device type). Legal basis: your consent, which you can withdraw at any time from the cookie banner or by clearing this site’s cookies. Without consent, analytics doesn’t load. Analytics never loads on the sign-in, sign-up and password pages.

Businesses we may contact about MissionDuty (we are the controller)

Our sales team finds transport operators from public sources: the Traffic Commissioners’ register of vehicle operator licences (published by DVSA under the Open Government Licence) and their weekly Applications and Decisions bulletins, the Companies House register, insolvency notices in The Gazette, and contracts awarded on Contracts Finder. We keep the business’s name, company number, postcode, region, licences and fleet size, and notes of our contact with it. For sole traders and partnerships the business name is a person’s name, so this is personal data; we tell them how we got their details when we first get in touch, send them no marketing emails or texts without their consent, and check phone numbers against the Telephone Preference Service before calling. We don’t copy the names of directors, partners or transport managers from the operator register. Once we use a licensed business contact data provider, we may also get the work email, work phone and job title of people in transport and operations roles at these businesses from it; we record when and from which provider, and never ask it about anyone who has asked us not to contact them. Legal basis: our legitimate interest in offering MissionDuty to businesses that have compliance duties it helps with. You can object at any time and we will stop contacting you, or delete your details.

Fleet, driver, and workshop data (our customer is the controller)

Entered into MissionDuty by our customers to run their fleet and workshop operations:

• Driver records — name, payroll number, licence category and number, depot/team, licence-check results.
• Special category data (Article 9 “health data”) — driver medical records (D4 medical, eyesight test results, expiry dates), where a customer chooses to record these for driver-licensing compliance. They are held in our database, which our hosting provider encrypts at rest (the whole database, not these fields separately); only users the customer allows can see them, and we never use them for any purpose beyond what our customer configures. If you’re a driver, your employer is legally required to have a lawful basis for holding this about you (typically obligations under employment law and driver-licensing regulation) — again, direct questions about that to them.
• Fit-to-drive declarations, incident reports, and training/CPC records.
• Photographs — defect photos, incident photos, vehicle documents (V5C, MOT certificates) uploaded by drivers or technicians.
• Signatures — captured for job-card QC sign-off. These are handwriting captures, not biometric templates, and aren’t used for identity verification.
• Location and journey data — vehicle position and route history, used for fleet visibility and drivers’-hours compliance, from the telematics provider the Customer connects.
• Vehicle/asset records — registration, make/model, compliance dates, costs, maintenance history.
• Procurement emails — if a user connects their Microsoft 365 or Google mailbox, quote requests and orders are sent from it, and replies whose subject carries a MissionDuty request reference (such as [DUT-VR-0001]) are read: sender, subject, date, a short preview and the list of attachments are stored against the request. Other messages in the mailbox are not stored. Attachments are only fetched when a user chooses to use one. The user can disconnect at any time, which deletes the stored access to their mailbox.

We process this data solely as instructed by the customer who controls it, for as long as their contract with us runs (see retention, below).

3. AI features

These features use Anthropic (the maker of Claude) and, for the AI fleet admin only if the customer chooses it, OpenAI (the maker of ChatGPT). Some run on the customer’s own API key, and send nothing unless the customer has added a key. Others run on MissionDuty’s own Anthropic account.

On the customer’s own Anthropic or OpenAI key

• The AI fleet admin, on the customer’s Claude key, or its ChatGPT key if it has chosen ChatGPT. Each morning’s review, and each compliance question a user asks, sends a summary of the customer’s records: vehicles, due dates, defect descriptions, driver names with their licence, CPC, training and working time status, and O-licence details. Medical records are limited to their type and expiry date; medical restrictions and notes are never sent. Without a key, nothing is sent and the review is built from MissionDuty’s own rules.
• “Ask MissionDuty” search. When a user searches, the question and the fleet data needed to answer it are sent.
• Reading vehicle documents (V5C, MOT certificates, insurance documents). When a user asks for a PDF to be read, the PDF is sent. The fields read from it are shown to the user to check; nothing is saved until they do.
• Reading supplier quotations in procurement. When a user asks for a quote PDF to be read, the PDF is sent; the figures are shown for the user to check before anything is saved.

On MissionDuty’s own Anthropic account

• The in-app support assistant, available to every signed-in user. Only what the user types into it is sent, with the earlier messages in that conversation. It doesn’t see the customer’s fleet records.
• First responses to support requests. When a user raises a support request, its type, subject and description are sent so that a first reply and a priority can be written straight away, at any hour. A member of staff follows up.
• Matching feature requests. A new feature request’s title and description are compared with the requests already on the shared roadmap, so a vote can be added to an existing one instead of creating a duplicate.
• Reviewing support requests and feature requests. MissionDuty staff may use Claude to analyse support and feature requests, including their text, to help decide what to fix or build.
• Researching businesses for our sales team. A company’s name, number, location and website are used to search the web for its recent public announcements. This isn’t used for sole traders or partnerships, as it would search a person’s name.

Checking that the AI features work well

We keep a record of each AI answer or task so we can see how the features perform for each customer: which feature, when, how long it took, how much it used, whether it failed or was declined, whether it passed the question to a person, and whether the user said it was helpful. For features on MissionDuty’s own Anthropic account we also keep the text of the question and answer, with email addresses, phone numbers, postcodes, vehicle registrations and similar details removed, for 90 days, and Claude (on MissionDuty’s account) checks a day’s answers against our rules, for example that an answer never says MissionDuty guarantees compliance. We never keep the text of anything run on a customer’s own key. The records, without the text, are kept for 13 months. Reports built from them hold figures only and are kept on our own systems (a self-hosted copy of the open-source tool Evidently). Legal basis: our legitimate interest in making the AI features accurate and reliable.

Anthropic and OpenAI are based in the United States; data sent to them is transferred outside the UK under the safeguards in each provider’s data processing terms, which we’re confirming with our solicitors and will name here. On the customer’s own key, the customer’s own agreement with that provider also applies.

Automated decisions

AI features, and MissionDuty’s own rules, flag things for attention (an overdue inspection, a licence check due, a vehicle to review for replacement). These are suggestions for a person to check. MissionDuty makes no decision about anyone that has legal or similarly significant effects without a person deciding.

4. Who else we share data with

We use a small number of subprocessors to run MissionDuty. We’ll keep this list current and tell customers before adding a new one that processes their data:

• DigitalOcean — hosts our web application, API and database, and stores uploaded files and backups, encrypted, in the region the organisation chose at signup (London for the United Kingdom).
• Anthropic — powers the AI features listed in section 3.
• OpenAI — runs the AI fleet admin for customers who connect a ChatGPT key and choose it (section 3).
• GoCardless — collects subscription payments by Direct Debit; bank details pass through our systems to it and aren’t stored by us.
• Resend — sends sign-in, password reset, account and security emails from mail.missionduty.co.uk, through its European (Ireland) region.
• HERE Technologies — plans journey routes and timings: it receives each journey’s stop locations and departure time and, for an HGV, the vehicle’s size and weight. No names or driver details.
• Microsoft — our own email (Microsoft 365): messages you send to info@, sales@, support@ or [email protected] are held there.
• Google Analytics — website analytics, only for visitors who accept analytics cookies, and only once it is switched on.

Also reached from your browser or at your request: map tiles and map styles on the live map load from OpenFreeMap (built on OpenStreetMap data), which receives your browser’s IP address; and a mailbox a user connects is their own organisation’s Microsoft 365 or Google account. If a user turns on alerts on a device, each alert passes through that browser’s push service (Google, Apple or Mozilla), encrypted so that only the device can read it; alerts hold only a short title, a line of text and a link.

Some of these companies are owned in the United States even where they host data in the UK. Each provider’s data processing terms set out the safeguards for that; we’re confirming them with our solicitors and will name them here.

We don’t sell personal data, and we don’t share it with anyone else except where required by law, or to protect the rights, safety, or property of MissionDuty, our customers, or others.

5. How long we keep data

We keep an organisation’s data while its contract with us runs. When the contract ends, the organisation has 30 days to download its data; after that everything it keeps in MissionDuty, uploaded files included, is permanently deleted. Copies in our backups are deleted as those backups expire, within 35 days, and are never restored in the meantime. Your organisation decides how long it needs its own records, such as maintenance and drivers’ hours records, and should download them before then. We keep our own contract, billing and deletion records for 6 years, as UK tax law requires.

A free trial that ends without the organisation signing up is kept for 30 days, so it can still sign up and carry on. Then the organisation has 30 days to download its data, with reminders, and after that it is permanently deleted in the same way.

What happens automatically today: audit and security logs are deleted after 24 months; ended sign-in sessions are deleted 30 days after they expire; support access grants are deleted 30 days after they end; an unconfirmed signup (name, email and a password hash) is deleted once its confirmation link expires, 24 hours after it was sent; the text kept from AI answers is deleted after 90 days, and the records of AI answers after 13 months.

6. Your rights

Under UK GDPR, you have the right to access, correct, delete, restrict, or port your personal data, and to object to certain processing. If your data is in MissionDuty because an employer/fleet operator put it there, they are the controller and the right place to start — we’ll support them in fulfilling your request. If you’re a MissionDuty account holder yourself (an admin, technician, or driver logging in to MissionDuty), you can also reach us directly at [email protected].

You also have the right to complain to the UK Information Commissioner’s Office (ICO) at ico.org.uk.

7. Security

We hash passwords, encrypt other sensitive secrets and integration credentials at rest, require every sign-in to use more than a password (a passkey, an authenticator app code, or the organisation’s own Microsoft sign-in), and log security-relevant actions for audit. A passkey is stored as a public key only: the private key stays on the person’s own device. Authenticator app secrets are encrypted at rest. See our Terms of Service for what this covers and what it doesn't.

8. Cookies

MissionDuty’s application uses only the storage strictly necessary to keep you signed in, remember your display preferences (theme, units) and, on driver and technician devices, keep recent pages and queued actions for use without a signal. No advertising cookies. On our website, Google Analytics cookies are set only if you accept them in the cookie banner; you can change your mind at any time.

9. Changes to this policy

We’ll post updates here and, for material changes, notify account admins directly.

10. Contact us

MissionDuty
[email protected]