Privacy Policy

Privacy Policy

Last updated: October 2025

  1. Introduction

Vehicle OK (“we”, “our”, “us”) is a product of Mustard Software Ltd, a company registered in England and Wales.
We respect your privacy and are committed to protecting your personal data. This policy explains how we collect, use, store, and protect your information when you use Vehicle OK, visit our website, or communicate with us.

By using Vehicle OK or providing your information, you agree to the terms of this Privacy Policy.

  1. Who We Are

Mustard Software Ltd
Registered in England and Wales
Registered Office: Office 11 Navigation Business Centre, Mill Gate, Newark, England, NG24 4TS
Company Number: 9966771
Email: info@mustardsoftware.co.uk

We are the data controller for information processed through Vehicle OK.

  1. What Information We Collect

We may collect and process the following types of information:

  1. a) Account and User Information
  • Name, email address, phone number, and company details
  • Login credentials (stored securely and encrypted)
  1. b) App and Vehicle Data
  • Vehicle details, mileage, inspection results, photos, and notes
  • Date and time of checks and photo timestamps
  • User IDs and assigned roles (e.g., driver, manager, admin)
  1. c) Technical Data
  • Device type, browser, operating system
  • IP address and general location (for security and audit purposes)
  • App performance and usage logs
  1. d) Marketing and Communication Data
  • Your preferences for receiving marketing and product updates
  • Records of communication between you and Mustard Software Ltd
  1. How We Use Your Information

We use your personal data to:

  • Operate and provide the Vehicle OK service
  • Send reminders, notifications, and alerts related to vehicle checks
  • Provide reports and audit logs for compliance and safety management
  • Improve our app and user experience
  • Communicate with you about updates, offers, or support requests
  • Comply with legal and regulatory obligations

We do not sell your data to third parties.

  1. Legal Basis for Processing

We process your data under one or more of the following legal bases:

  • Performance of a contract: To provide Vehicle OK services you request
  • Legal obligation: To comply with laws and regulations (e.g., HSE compliance)
  • Legitimate interest: To improve our services and ensure system security
  • Consent: For marketing communications (you can withdraw consent at any time)
  1. Data Sharing

We may share limited data with:

  • Trusted service providers (e.g., hosting, database, and email providers)
  • Regulatory bodies or law enforcement if legally required
  • Your organisation’s administrators (if you are part of a business account)

All third parties are required to respect the confidentiality and security of your data.

  1. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes we collected it for, including legal, accounting, or reporting requirements.
Vehicle inspection data is typically retained for up to 7 years to support compliance documentation.

  1. Your Rights

Under UK data protection law, you have the right to:

  • Access the personal data we hold about you
  • Request correction of inaccurate data
  • Request deletion (“right to be forgotten”)
  • Object to processing or restrict certain uses
  • Withdraw consent for marketing communications

You can exercise these rights by contacting us at info@mustardsoftware.co.uk

  1. Data Security

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

  • Encrypted data transmission (HTTPS and SSL)
  • Secure cloud hosting within the UK/EU
  • Role-based access controls and audit logs
  1. Cookies

Our website may use cookies to enhance your browsing experience and gather anonymous analytics. You can control or disable cookies in your browser settings.

  1. Changes to This Policy

We may update this Privacy Policy from time to time. Any significant changes will be published on our website with a revised “last updated” date.

  1. Contact Us

If you have any questions about this Privacy Policy or how your data is handled, please contact:

Data Protection Officer
Mustard Software Ltd
Email: info@mustardsoftware.co.uk
Website: https://vehicleok.co.uk