Privacy Policy
Who we are
Vehrano is a vehicle fleet register and key-date reminder service made by Azury Digital & Tech Solutions Ltd (company no. 13446812; registered office 23a The Precinct, London Road, Waterlooville PO7 7DT, United Kingdom), registered with the Information Commissioner's Office under reference ZC188926. Contact: info@azurydigital.co.uk.
Two roles. For the people who sign in (account holders and their team), we are the data controller. For the fleet records a business keeps in Vehrano (for example drivers' names, depots and service history), the business is the controller and we process that data on its behalf and only on its instructions, under our terms of service.
Vehicle lookups. A vehicle's registration number is sent to the DVLA Vehicle Enquiry Service when someone adds or imports a vehicle with the DVLA look-up option ticked, or taps "Refresh from DVLA", and to the DVSA MOT History service when someone taps "Fetch MOT history". Only the registration is sent. They return public vehicle data (tax and MOT status and dates, make, colour, MOT test results). Insurance details are never looked up: you enter them yourself.
What we collect and why
- Your account — your name, business name, email address, role (admin, office staff or view only) and password. The password is stored only as a salted hash (PBKDF2); we cannot read it. If you turn on two-factor authentication we store the authenticator secret and hashed recovery codes. Signing in issues a login token so the app can talk to your account. Admins can see their team's names, emails and roles. Lawful basis: performance of our contract with you or your employer.
- Team invitations — when an admin invites a colleague we store the colleague's email, name and role and email them a single-use link. Lawful basis: performance of our contract with the business.
- Your vehicles — the details you choose to record: registrations, makes and models, VINs, drivers' names, depots, mileage, purchase details, insurer and policy numbers, the key dates you track (for example MOT, insurance renewal or service dates), service and repair history, uploaded documents (such as MOT certificates, insurance certificates, V5C logbooks and invoices), optional photos and notes. Lawful basis: performance of our contract with you. Where you record a driver's name, you are responsible for telling them.
- Data returned by DVLA / DVSA — tax and MOT status, vehicle details and MOT test history for registrations you look up, kept against the vehicle so you can see when it was checked. Lawful basis: performance of our contract with you.
- Reminder emails — if reminders are switched on, we email you before the key dates you've recorded come due. Lawful basis: performance of our contract with you; you can switch reminders off at any time (below).
- Password-reset codes — sent by email only when you request one. Lawful basis: performance of our contract with you.
- Support correspondence — emails you send us and our replies. Lawful basis: our legitimate interest in responding to enquiries.
The app contains no ads, no analytics SDKs and no third-party tracking, and we never sell personal data.
Where your data is stored, and for how long
Everything is stored on our UK-hosted server. Each business's data is isolated from every other business's, and within a business it is shared with that business's own team accounts. We keep it for as long as the business account exists. When an admin deletes the business account, its data, including uploaded documents and photos, is deleted; when an admin removes a team member, that person's login is deleted and the records they added stay with the business. We may keep records we are legally required to hold (for example purchase records for tax purposes) for the statutory period. Lawful basis for that retention: compliance with a legal obligation.
Emails, and how to stop them
Reminder digests can be switched off in the app: open Settings (the cog, top right) and untick "Email me before key dates come due". Password-reset emails are only sent when you ask for one, and invitation emails only when an admin invites you. We do not send marketing email.
Who we share data with
Only the service providers needed to run Vehrano: our UK hosting provider (the server the app runs on), our email delivery provider (which carries the emails above), and the DVLA and DVSA, which receive only the registration number, in the cases described above. None of them uses your data for anything else. We may disclose data where the law requires it. We never sell personal data and there are no advertising or analytics partners.
Your rights
Under UK GDPR you have the right to access the personal data we hold about you, to have it corrected or erased, to restrict or object to its use, and to data portability (the app's CSV export covers your vehicle register). Email info@azurydigital.co.uk and we will respond within one month. If you are unhappy with our handling of your data you can complain to the Information Commissioner's Office (ico.org.uk).
Deleting your account and data
An admin can delete the whole business account from inside the app (Settings, then Delete business), which permanently removes every login, vehicle, key date, service record, uploaded document and photo. If you are office staff or view only, ask your admin to remove your login. If you can't sign in, email us instead. Full details are on our account deletion page.
A note on reminders and lookups
Vehrano is a register and reminder tool. It reminds you about dates you have recorded (or that DVLA returned when you looked a vehicle up). It does not provide legal, safety or compliance advice, and it cannot know about obligations you haven't entered. DVLA and DVSA data is shown as returned at the time of the lookup and may since have changed. Contains public sector information licensed under the Open Government Licence v3.0.
Changes to this policy
If we change this policy we will update this page and its effective date. Significant changes will be flagged in the app or by email.
Contact
Azury Digital & Tech Solutions Ltd, 23a The Precinct, London Road, Waterlooville PO7 7DT, United Kingdom — info@azurydigital.co.uk.