Privacy Policy

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.

Visiting the website or accepting our Terms of Use does not, by itself, give consent to optional analytics, marketing or all uses of personal information.

Who We Are

Mustard Software Ltd
Registered in England and Wales
Business address: 50 Carlton Road, Newark, Nottinghamshire NG24 4HE
Company Number: 09966771
Email: info@mustardsoftware.co.uk

Mustard Software Ltd is responsible for the personal information collected through the marketing website and for handling enquiries sent to us. Vehicle OK application records are separate from marketing website tracking.

What Information We Collect

We may collect and process the following types of information:

a) Account and User Information

• Name, email address, phone number, and company details
• Account and login information

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)

c) Technical Data

• Device type, browser, operating system
• IP address and general location (for security and audit purposes)
• App performance and usage logs

d) Marketing and Communication Data

• Your preferences for receiving marketing and product updates
• Records of communication between you and Mustard Software Ltd

Website enquiries

The website contact form uses the existing Startup Websites enquiry system. Your name, email address and message are required; your telephone number is optional. It also sends the page address and includes an anti-spam honeypot field. The enquiry system stores your submission and delivers enquiries to info@vehicleok.co.uk. We use this information for customer communication, responding to enquiries and support, and legitimate business records.

Website analytics and marketing information

If you allow optional services, your browser connects to the selected providers described below. These connections can disclose website activity and technical information such as page addresses, IP address, browser or device information and cookie identifiers. We do not describe this information as necessarily anonymous.

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.

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: Where processing is required by applicable law
• Legitimate interest: To respond to enquiries, provide support, maintain legitimate business records, improve our services and ensure system security, where those interests are not overridden by your rights
• Consent: For marketing communications and optional website analytics and marketing services (you can withdraw consent at any time)

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.

For the marketing website, allowing the relevant optional services sends information from your browser to Google, Meta and/or Statcounter. These providers process information under their applicable terms and privacy notices. The UK-only hosting statement for Vehicle OK customer application data does not extend to these optional providers.

Data retention

Subscription and vehicle records

Paid subscriptions are billed annually with unlimited users. The current plan prices and vehicle limits are set out in our Terms of Use.

Cancelling a paid subscription stops future renewals. Paid access continues until the end of the paid subscription period, unless a refund ends it earlier. When paid access ends, the account automatically reverts to the Free Forever plan, which includes 2 vehicles and 3 users. Only the first two vehicles remain accessible.

Additional vehicle records become inaccessible but are retained for three months after the paid subscription ends. If a refund is issued, the three-month retention period starts on the refund date. If you upgrade within those three months, retained records become accessible again, subject to the new plan’s vehicle limit. After the retention period, the additional vehicle records are deleted, subject to applicable legal retention obligations.

Enquiries and correspondence

Enquiries currently have no automatic expiry or deletion date. They are retained for customer communication, support and legitimate business records. You can request access to or deletion of your enquiry and other personal information using the contact details below. A deletion request is considered in light of applicable rights and legal retention obligations.

The three-month rule above applies to additional vehicle records following the end of paid access. It is not a retention period for all account information, enquiry emails, logs, backups or records held by analytics and advertising providers.

Your Rights

Depending on the circumstances and the legal basis for processing, UK data protection law gives you rights 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 where processing relies on consent, without affecting the lawfulness of processing before withdrawal
• Receive a portable copy of your information where the right to data portability applies

To request access, correction or deletion, or exercise another right, contact us at info@mustardsoftware.co.uk. Please describe your request and identify the account or enquiry it concerns. We may need information to verify your identity. Some rights, including deletion, are subject to legal exceptions. You can also complain to the Information Commissioner’s Office (ICO).

Data Security

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

• Encrypted data transmission (HTTPS and SSL)
• Vehicle OK customer application data is hosted in the UK only
• Role-based access controls and audit logs

The UK-only hosting statement applies to Vehicle OK customer application data. It does not describe where optional website analytics and advertising providers process information.

Cookies and similar technologies

These disclosures cover the marketing website at vehicleok.co.uk. The separate application at app.vehicleok.co.uk uses its own account and session storage. The marketing website’s cookie controls govern its optional tracking; they do not manage application login or session storage.

Your choices

You can accept all optional services, reject them, or customise analytics and marketing separately. Both optional categories are off until you choose them. The marketing website does not load Google, Meta or Statcounter before a choice permitting the relevant service.

Use Cookie settings in the footer to review your choices, change a category or withdraw consent. You can continue to use the marketing website if you reject optional services.

Necessary preference storage

The website uses browser local storage, rather than a cookie, to remember your analytics and marketing selections and when you saved them. The entry is called vehicleok-consent-v1. It is used to apply your choices.

The implemented consent control treats a saved choice as valid for 180 days after it is saved. After that, it asks again before loading optional services. Local storage does not automatically expire or erase the entry: it can remain until replaced by a new choice or cleared in your browser. Clearing it causes the website to ask again. If browser storage is blocked or unavailable, your choice may need to be made again on another page or visit.

Analytics: Google Analytics and Statcounter

The analytics choice enables the existing Google tag for Google Analytics and Statcounter for website usage measurement. The purposes are to understand visits and how people use the website. Statcounter's standard service can collect visit times, page/referral information, IP addresses, browser and device details, and use identifiers to distinguish visits.

Marketing: Google Ads and Meta Pixel

The marketing choice enables advertising consent signals for Google Ads through the existing Google tag and the Meta Pixel, which records page views. These tools support website advertising and measurement. The website’s Meta Pixel sends a page-view event when marketing is enabled.

Google uses a shared tag library. It is loaded if you allow either analytics or marketing, with separate consent signals for the categories you allow or deny. Choosing one category therefore makes a connection to Google even if the other category is off.

Cookie lifetimes and provider records

A cookie’s browser lifetime is different from the length of time a provider keeps records. The 180-day consent-choice validity described above is not a retention period for Google, Meta or Statcounter records. You can find provider information and privacy controls through the links below.

Provider information: Google's use of information from partner sites, Meta Privacy Policy and Statcounter privacy information.

Withdrawal and clearing storage

When you turn off a previously allowed category, the website saves the new choice and reloads to unload optional scripts. It also attempts to clear known optional cookies scoped to the marketing hostname. If one category remains enabled, its services can load again under the new choice.

The control does not promise to remove every cookie. It does not delete shared parent-domain application cookies or third-party storage. You can manage remaining cookies and site storage through your browser and use providers' own privacy controls. Withdrawal stops future loading according to your updated choice; it does not itself delete information already received by a provider. Contact info@mustardsoftware.co.uk with questions about your information.

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.

Contact Us

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

Privacy enquiries
Mustard Software Ltd
Email: info@mustardsoftware.co.uk
Website: https://vehicleok.co.uk