Venson - Our Fleet Online Privacy Statement

Venson Automotive Solutions Limited (“Venson”) is a data processor for our customers under the General Data Protection Regulation (GDPR) and is committed to processing personal data securely and transparently.

This privacy notice explains in detail the types of personal data that is processed by Venson in order to perform the contracted services to our customers. It also sets out how we will store and handle that data, and keep it safe.

Data Protection principles

In relation to personal data, Venson will:

  • not use personal data provided by a customer for any purposes other than those prescribed in the our contracts or under a customer’s instructions;
  • process it fairly, lawfully and in a clear, transparent way;
  • keep the data only for as long as it is needed;
  • ensure it is processed and held securely;
  • only share it as specified by the contract and as necessary to deliver contracted services;
  • ensure our employees understand the GDPR.

Why does Venson process Personal Data?

Venson is acting on a customer’s instructions. The personal data is supplied by a customer to enable Venson to deliver services and carry out its contractual obligations to them. Our customers are the Data Controllers under the GDPR and have already defined the lawful reason for collecting and processing the personal data.

How is the data collected by Venson?

Venson collects the personal data using an SFTP site and the personal data is input and held securely in our fleet management system. Any updates, additions or deletions to the personal data is managed either by a customer directly updating our customer facing fleet management system called Fleet Online or by uploading documents using our SFTP site which then requires Venson employees to enter data into our fleet management system.

What are the types of data Venson will process?

Venson will process and hold different types of personal data. The exact category will depend on the services that each customer has contracted us to provide. The types of personal data we typically collect are:

  • Name, job title, addresses, email address, phone numbers
  • Additional driver names and addresses
  • Date of birth
  • Driving licence number
  • Employee/payroll number
  • Company vehicle grade
  • Employee Grade
  • Income Tax band
  • National Insurance number
  • Fuel card number
  • Insurance policy details (cash for car/grey fleet)
  • Registration number (cash for car/grey fleet)

Special categories of data

Venson does not store or process any special categories of personal data in order to deliver services to its customers.

Sharing personal data

Venson, in the delivery of its contracted services will need to share personal data with internal departments where it is necessary for them to perform the contracted services. This includes, for example, arranging vehicle delivery and collection, managing driver queries, breakdown & roadside attendance etc.

Occasionally Venson will need to provide data access to KeeResources – Venson’s outsourced fleet software provider for the purposes of maintaining and supporting the fleet systems used to operate and deliver the contract.

Venson will also share personal data with approved third party suppliers. Again, we will only share the personal data that is necessary to enable the third party to perform the contracted services.

Where Venson shares personal data with third parties, our supplier contracts ensure that the personal data is processed, managed and stored inline with the GDPR, and as specified by our customer contracts. Our suppliers are required to implement appropriate technical and organisational measures to ensure the security of personal data and to meet the GDPR.

We have listed below the suppliers that we commonly share personal data with, and for what purpose.

Supplier Data shared Service
DVLA Driving licence number Duty of Care
ROSPA Name, job title Driver training
Recovery Agent Name, telephone number, location Breakdown Assistance
Service Centres Name, address, telphone number Service & MOT
Daily Hire Suppliers Name, address, telephone number Delivery & Collection
Body shops Name, address, telephone number Body repair services
Dealer/manufacturers Name, address, telephone number New vehicle delivery
Auction houses Name, address, telephone number Vehicle collection
Fuel card providers Name, address, telephone number Fuel card service
Insurance company Name, address, accident details Accident management
Accident exchange Name, address, accident details Credit hire
Opus Name, address, accident details ULR
All Fleet Services Name, telephone number 24 hour cover
Tyre suppliers Name, telephone number, location Mobile fit
Glass suppliers Name, telephone number, location Mobile fit
Worldapp Name, address, telephone number Satisfaction survey

In order to comply with Section 1 of the Road Traffic Offenders Act 1988 Venson has to share the following personal data:

Organisation Data shared
Police Name and address

In order to perform our obligations under a customer contract it is also necessary for Venson to collect personal data from:

Organisation Data collected Service
DVLA Licence type and validity Duty of Care
Licence class
Categories and endorsements
Licence expiry date
Telematics suppliers Driver behaviour Duty of Care
Issuing authorities Parking/congestion fines Contract Hire, Fleet Management

Storing and protecting personal data

Personal data is securely held in the Venson fleet and IT systems, with limited information held in hardcopy format in secure cabinets.

Venson has implemented processes and controls to ensure that personal data is protected against accidental loss or disclosure or unauthorised alteration, destruction or access. Venson also ensures that its employees only have access to personal data specific to their job role.

Venson has significantly reduced the need for transferring personal data by using a fleet system (“Fleetware by KeeResources”) that allows files to be accessed directly rather than transferred. The Venson Fleet Online system allows our customers to directly access these records reducing the need to transfer data.

Data Breach

If there is a personal data breach Venson will notify its customers within 72 hours of becoming aware of the breach.

How long will Venson hold personal data?

In line with data protection principles Venson will only keep personal data for as long as it is required to perform the contracted services required by Law, or as directed by a customer.

How to comment/complain

If you have any questions or concerns about how we treat and use your data please call 0845 013 1939.