When a business uses Kovi for its vehicle checks, that business (your employer or the fleet operator) decides what to collect and why. It is the controller of drivers' check records, and we are its processor, handling that data only on its instructions (see our Data Processing Terms). If you are a driver, the most useful page for you is the Driver privacy notice, and your employer is the first person to ask about your data.
For the data in this policy, we are the controller: the information about the businesses and managers who hold Kovi accounts, billing, and the security and running of the service.
We are [YOUR COMPANY NAME], [YOUR REGISTERED ADDRESS]. Company number: [COMPANY NUMBER, if you are a limited company]. ICO registration number: [ICO REGISTRATION NUMBER]. Contact for anything about your data: [YOUR CONTACT EMAIL].
| What | Why we use it | Our lawful basis (UK GDPR) |
|---|---|---|
| Account details of business owners and office users: name, email, role, a protected form of password | To create and secure your account, and sign you in | Contract (providing the service you asked for) |
| Billing details: company name, billing email, vehicles on your account and the weeks they were charged, invoices and payments, VAT number if you give one | To invoice you and keep accounts | Contract; legal obligation (we must keep accounting records, usually for 6 years) |
| Emails and messages to us | To answer you and look after the account | Legitimate interests (running a support service) |
| Technical and security data: IP address, device and browser type, times of requests, error logs | To keep the service secure, stop abuse, and fix problems | Legitimate interests (security and reliability) |
| Alert and report emails we send for you | To deliver the alerts and reports that you have switched on | Contract |
Data in vehicle check records (check times, phone location during a check, photos, driver names, defects, handover records) is handled as a processor for your business, as explained above. We do not use it for our own purposes, other than anonymised, aggregated statistics about how the service is used.
The Kovi app only reads a phone's location and compass while a check is open: from when the driver taps "Start check" until they submit or cancel it. It does not track a phone before or after that, or in the background. We store where the phone was at the start and end of the check, the furthest it moved from the vehicle during it, and how many sides of the vehicle the phone was carried past (0 to 4). We do not store a continuous trail. If your business turns on handover records, the app also reads the phone's location once, at the moment a handover is saved, so the record shows where the vehicle changed hands. The office sees this to help confirm that checks really took place.
We do not sell personal data and we do not use it for advertising. We share it with providers that work for us under contract, with professional advisers and the authorities where the law requires, and with a business that takes over ours (who would have to respect this policy). Where data goes outside the UK, it is protected by a recognised safeguard, such as the UK International Data Transfer Agreement or Addendum, or the UK-US data bridge.
| Data | How long |
|---|---|
| Invoices and payment records | 6 years, as tax law requires, even if the account is deleted. Card details are held only by our payment provider Stripe; we never see or store full card numbers (only the brand and last 4 digits) |
| Account and check records | While the account is open. A company administrator can delete the whole account at any time in Settings, which removes it immediately (backups expire within 60 days). Otherwise, after the agreement ends, 30 days so you can ask for a copy, then deleted within a further 60 days (and from backups as they expire) |
| Invoices and accounting records | 6 years, as the law requires |
| Server and security logs | Up to 30 days |
| Emails to us | Up to 3 years after we last deal with you, unless we need them longer to deal with a dispute |
Businesses are responsible for keeping any vehicle check records that the law requires them to keep. Download the reports you need before you close an account.
Kovi does not use advertising or analytics cookies and does not track you across other sites. The app keeps your sign-in and, while you are offline, checks waiting to be sent in your browser's storage on your device. These are strictly necessary for the app to work, so there is no cookie banner. Signing out removes your sign-in; checks waiting to be sent stay until they upload.
We protect data with encryption in transit and at rest, hashed passwords and PINs, separation between customers, private photo storage, sign-in attempt limits and backups. No system is perfectly secure; if there is a breach affecting you we will tell you as the law requires.
You can ask us to: tell you what we hold about you and give you a copy; correct it; delete it; restrict how we use it; move it to someone else; and you can object to processing based on our legitimate interests. Contact [YOUR CONTACT EMAIL]. We will reply within one month. If your request is about check records made through your employer, we will pass it to your employer, who decides, and tell you we have done so.
If you are unhappy with how we handle your data, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint, telephone 0303 123 1113.
Kovi is for working adults and businesses. It is not meant for anyone under 16.
If we change this policy in a way that matters, we will email account holders and update the version number above.