Kovi: privacy notice for drivers

Version 2026-10-29. For people who use the Kovi app to check vehicles at work. Your employer gave you access to Kovi. This page tells you what the app does with your information.

Who is responsible for your information

Your employer (the business that gave you access) decides to use Kovi and is responsible for the information in your checks. [YOUR COMPANY NAME] makes Kovi and runs it for your employer. Ask your employer first about anything to do with your records or how they are used. You can also contact us at [YOUR CONTACT EMAIL].

What the app records when you do a check

• Your name and the time you started and finished each check, and how long it took.
• The vehicle and the answers you give: what you checked, any defects you report, your notes, mileage, and your yes/no about your licence and CPC.
• Photos you take: the reg plate, any defects, and any extras you add.
• Your phone's location, but only while a check is open. It starts when you tap "Start check" and stops when you submit or cancel. The app saves where you were at the start and end, and the furthest you moved from the vehicle. It does not follow you before, after or in the background, and it keeps no trail of where you went. If your employer uses handover records, the app also reads your location once, when you save a handover, to show where the vehicle changed hands.
• Your phone's compass, only to count how many sides of the vehicle you walked past (0 to 4). It does not keep the raw readings.

If your company uses handover records, a handover also records the name of the person the vehicle was handed to or from, the time and place, photos and a signature.

Why

To show that vehicle checks are being done, and done properly, and to get defects fixed. Your employer has a duty to keep its vehicles safe and legal, and these records help it prove that. The location, compass and timing readings are there to help confirm that the check happened at the vehicle.

What happens if the readings look wrong

If the app cannot confirm your location, or the readings do not match what is expected, such as weak signal in a yard or finishing very quickly, your check is marked "flagged" and your manager is told. A flag is only a prompt to look. It should not be used on its own to blame you. If a flag was caused by poor signal or something else, tell your manager.

Who sees it

• You can see your own checks from the last 7 days in the app.
• Your employer's managers (office users) can see all checks, photos and flags in your company's records.
• Kovi's staff only get at records when they need to run or fix the service, and are bound by confidentiality.
• Our providers who host the service and send emails for us (see our Privacy Policy).

How long it is kept

Your employer decides how long it keeps check records, and they usually have to keep them for some time to meet their legal duties. If your employer closes its account, Kovi deletes the records within about 90 days.

Your rights

You can ask your employer to see the information they hold about you, to correct it, and in some cases to delete it or to stop using it. You can also object to how it is used. If you ask us, we will pass your request to your employer. If you are not happy, you can complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint, 0303 123 1113.

Signing in

You sign in with your company code and a personal 6 digit PIN, or an email and password. Keep your PIN to yourself. If someone else knows it, ask your manager to reset it. On shared phones, tap Switch driver when you are done so the next person's checks are not recorded as yours.